topic 2 - report writing
TRANSCRIPT
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BUSINESS COMMUNICATIONBUSINESS COMMUNICATION
MGT 269
TOPIC 2
REPORT WRITING
1
ObjectivesObjectives
Discuss why businesses need reports and how these documents can be classified.
Distinguish between informational and analytical reports.
Explain the difference between a problem statement and a statement of purpose.
Definition of a ReportDefinition of a Report
A written or oral message which;
Conveys information about research or
status from one area of business to
another to assist a manager’s decision
making function.
Presents possible solutions to a business
problem.
PURPOSE OF REPORTPURPOSE OF REPORT
To make sound decisions and find
effective solution on particular issues
To show progress of work, monitor and
control operations
To help implement policies and
procedures
To comply with legal or regulatory
requirements
To document work performed for a client
To obtain new business or funding
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PURPOSE OF REPORTPURPOSE OF REPORT
To serve as permanent records
To provide complete, accurate, objective
information (disseminate information)
CHARACTERISTIC OF GOOD CHARACTERISTIC OF GOOD
REPORTREPORT Well Research
◦ Complete, accurate, error-free and up-to-date
Well Structured
◦ Specific in scope, terms of reference, relevant, logical with clear
conclusion and recommendation.
E.g. to identify the drop in sales of product XYZ over the period of 6
months for the year 200_ .
Well Written
◦ Consistently classified, clearly presented,
◦ precise and objective, readable, well planned and edited by expert.
CATEGORIES OF
BUSINESS REPORT
INFORMATIONAL
REPORTS PROPOSAL
ANALYTICAL
REPORTS
- Persuasive requests for
decisions or action
- Focus on facts and are
intended to educate readers
- Provide data analyses, interpretation, and
conclusions.
- In analytical reports, information will be analyze
- Provide the solution
CATEGORIES OF REPORT…CATEGORIES OF REPORT… Proposal – combine information delivery and persuasive
communication
Reports – written accounts objectively communicate information about some aspect of business, may be written –Daily, weekly, monthly or annually ( periodic reports)
Example:
◦ Representatives’ report on sales visits
◦ Managers’ report for department
◦ Equipment and maintenance reports
◦ Progress reports
◦ Safety reports
◦ Accident reports
◦ Summary reports
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Structural Approachesfor Logical Argument
Yardstick approach
2 + 2 = 4 Approach
Scientific method
Logical Argument: 2 + 2 = 4 ApproachLogical Argument: 2 + 2 = 4 Approach
Readers can follow writer’s thought pattern
Main outline points are independent reasons
Introduction discusses purpose, scope, background, and reasons to accept writer’s case
Main section introduces reasons and softens approach
Final section summarizes reasons and develops recommendations
Logical Argument: Scientific MethodLogical Argument: Scientific Method
Readers draw their own conclusions
Main points are alternative hypotheses
Introduction states problem and lists possible causes or solutions
Main sections correspond to various alternatives
Final section summarizes findings, validity of solutions, and recommendations
Logical Argument:Yardstick Approach
List of criteria used for evaluating situation or proposals
Introduction discusses problem and presents criteria
Main sections correspond to criteriaor alternatives
Final section identifies best alternative and provides recommendations
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THE REPORT WRITING PROCESSTHE REPORT WRITING PROCESS
Planning the report
Compile data
Produce a draft
Finalize the report
Determine the purpose and relationship
Collect information through research
Evaluate the facts and data
Organize the material
Write first draft
Edit the draft
Produce the final report
(1) BEFORE YOU WRITE(1) BEFORE YOU WRITE
What is the purpose of this report?
What is the problem to be solved?
What do I hope to accomplish?
Does the report aim to inform or
analyze?
Who is going to read the report?
What does the reader need to know?
** OR USING THE FIVE Ws + ONE Hs
Example of problem statementExample of problem statement
Problem statement
◦ Our company’s market
share is steadily
declining
Statement of
purpose
◦ To explore new ways
of promoting and
selling our products
and recommend the
approaches most likely
to stabilize our market
share
Sample Statements of PurposeSample Statements of Purpose
To update clients on progress of project To develop annual goals and objectives To identify customers and explain how
the company will serve them To submit monthly sales statistics to
management To summarize events that occurred at
annual sales conference To submit required information to the
SEC
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(2) COMPILE DATA(2) COMPILE DATA
DATA COLLECTION METHOD
Interview
BooksOpinion surveys Questionnaires
Meetings
Observations
Visits
PRIMARY SOURCES SECONDARY SOURCES
Internet
Preparing Effective SurveysPreparing Effective Surveys
Provide clear instructionsProvide clear instructions
Keep it short and easy to answerKeep it short and easy to answer
Use questions that are easily tabulated
Avoid leading questionsAvoid leading questions
Ask only one thing at a time
Pretest the questionnaire
What is Literature Review What is Literature Review
Review the related literature
◦ Reports that others have done in related areas
◦ Not necessarily identical with, but collateral to, your own area of
study
Re + view – look again
Benefits
◦ Reveal investigations similar to your own
◦ Describe methods of dealing with problem
◦ Reveal sources of data
◦ Increase your confidence in your selected topic if you find others
have the same interest in this topic
Example of LRExample of LR Topic: Smoking habits among Students in
UiTMT
A study of smoking habits among high school
students as related to smoking habits of their
parents, and fathers' occupations revealed an
increasing proportion of smokers with
decreasing social class. (Salber, M.D., and
MacMahon, 1961)
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List of LR;
◦ http://chestjournal.chestpubs.org/content/124/
4/1415.abstract
◦ http://ajph.aphapublications.org/cgi/reprint/51/
12/1780.pdf
Preparing Interview QuestionsPreparing Interview Questions
Use the appropriate type of question to get
the information you need.
Think about the sequence of questions.
Identify the questions you really need
answers to.
Ask smart questions.
Use a mix of question types.
Limit the number of your questions.
Edit questions for neutrality and objectivity.
Processing Information Processing Information
You Have GatheredYou Have Gathered Read the material and take notes.
Know when to quote and when to paraphrase.
Document your sources so you can avoid plagiarism.
Let’sDiscuss
Let’sDiscuss
Let’sDiscuss
Let’sDiscuss
Let’sDiscuss
Let’sDiscuss
Let’sDiscussLet’s
Discuss Analyze Your DataAnalyze Your Data
Define the following terms:
AverageAverage
MeanMean
Median
Mode
Trend
Correlation
Conclusion
Recommendation
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(3) PRODUCE A (3) PRODUCE A DRAFT/OUTLINEDRAFT/OUTLINE
Term of reference
Procedure
Findings
Conclusions
Recommendations
(4) FINALIZE YOUR REPORT
• Edit and make sure meets objectives
STRUCTURE OF REPORTS
Contain the report title
It should include:
- The title
- Complete identification
- The recipient of the report
- The date of submission
•Acknowledgements
•Table of content
•List of illustrations
Contain the report title
It should include:
- The title
- Complete identification
- The recipient of the report
- The date of submission
•Acknowledgements
•Table of content
•List of illustrations
Appendixes
References
Glossary
Appendixes
References
Glossary
Introduction
Purpose of study
Scope and limitation
Related literature
Procedures
Finding and analysis
Conclusion and
recommendation
Introduction
Purpose of study
Scope and limitation
Related literature
Procedures
Finding and analysis
Conclusion and
recommendation
Preliminary section The Body Supplementary section
YOU CAN START WORKING YOU CAN START WORKING
ON YOUR REPORT ON YOUR REPORT ASSIGNMENT NOW!!!!ASSIGNMENT NOW!!!!
The EndThe End