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Writing Business Reports

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Page 1: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Writing Business Reports

Page 2: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Introduction

• Gives background of problem or assignment.

• Introduces the subject and shows why it is significant or important.

• Preview the main ideas and structure of the report.

• Establishes the tone and relationship with the audience.

Page 3: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Body

• 2-4 main points.

• Presents, analyzes, and interprets your research.

• Presents and supports conclusions and recommendations.

Page 4: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Close

• Emphasizes main points.

• Summarizes benefits of action.

• Reminds reader how pieces fit together.

• Specifies actions and responsibilities.

Page 5: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Report Graphics and Visual Aids

Page 6: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Guiding the Reader

• Headings

• Transitions

• Previews and summaries

Page 7: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Use design and graphics to improve readability

Page 8: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Visuals can…

• Clarify• Simplify• Emphasize• Summarize• Reinforce• Attract• Impress• Unify

Page 9: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Principles of design

Focus

Balance

Movement

Unity

Visual identity

Page 10: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Considerations

• Size– More room for more complex data or

relationships

• Typography– Common font and style throughout

document– Size shows level of importance

• Rules and borders– Use to separate graphic from text

Page 11: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Focus

Page 12: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Balance

Page 13: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Movement

Page 14: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Unity

Page 15: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Visual Identity

Page 16: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Use graphics to clarify and add interest

Samples

Tables

ChartsBar and column

Pictographs

Pie

Line

Page 17: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Samples

Page 18: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Samples

• Illustrate

• Demonstrate

• Add interest

Page 19: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important
Page 20: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Clip Art

Page 21: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Table

Uses Systematic arrangement of large quantities of data.

Hints Arrange items in order for emphasis

Identify the units in which figures are given.

Page 22: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Tables Are Used For

• Orderly arrangement of large quantities of data.

• May include totals or subtotals for columns or rows.

• Use common units that are clearly identified.

Page 23: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Bar Chart from Excel

Class Scores

020406080

100

1 2 3 4 5 6 7

Students

Per

cent

age

Series1

Page 24: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

3D Bar Chart

020406080

100

Percent

1 2 3 4 5 6 7

Students

Student Grades

Series1

Page 25: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Bar ChartsAre Used For

• Show quantity changes over time

• Good for comparison

Page 26: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Line Chart from Excel

Student Grades

020406080

100

1 2 3 4 5 6 7 8 9

Students

Perc

enta

ge

Series1

Page 27: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Line Charts Are Used For

• Changes of information over time

Page 28: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Scatter Chart

Student Grades

020406080

100

0 2 4 6 8

Students

Pe

rce

nta

ge

Series1

Page 29: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Scatter Charts Are Used For

• Correlation of data

• Look for “cluster” patterns

Page 30: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Errors in Graphics

• Errors of scale

• Errors of format

Page 31: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Bar Chart (Distorted)

0

10

20

30

40

50

60

70

80

90

Percent

1 2 3 4 5 6 7

Students

Student Grades

Series1

Page 32: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Bar Chart (Distorted)

0

50

100

Percent

1 2 3 4 5 6 7

Students

Student Grades

Series1

Page 33: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Scale Distortion

• Left-right and horizontal-vertical scales not equal

• Uneven scale increments

• Violating “0” beginning

Page 34: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Pie Chart (shows parts of a

whole)

1st Qtr

2nd Qtr

3rd Qtr

4th Qtr

Page 35: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Process Chart(Cyclical)

Install

Evaluate

Adapt

Page 36: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Identifying Visual Aids

• Title

Describes content

Concise but complete

Who, what, when, where, why

Usually at top of figure

Page 37: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

• NumberingIf more than one

Consecutive or by chapter

May separate tables from figures and

number

separately

Page 38: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Identifying Sources

• Identify if from another source

• At bottom of illustration or under title

• Example:SOURCE: USA Today, October

22, 2002

Page 39: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Your Own Data

• Source: Primary

Page 40: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Deception in Visual Aids

• Disproportionate images or inconsistent widths of bars

• Baseline other than zero

• Inconsistent increments

• Omission of data

Page 41: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Creating Graphs in Excel

Page 42: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Excel Charts

• A chart is a graphic representation of data in a worksheet

• May be placed on a separate page or embedded in the worksheet

• Excel can also create diagrams, illustrations of a relationship or concept

Page 43: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Chart Types

• Many types of charts are available– Bar– Line– Pie– Column

• Best type to use determined by type of data and relationship you want to show

Page 44: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Decisions, decisions, decisions

• List details?– Individual items of data

• List totals?– Instead of details

• Column and row labels

Page 45: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Components of a Chart

X-axis Horizontal axis Used for categories

Y-axis– Vertical axis– Used for values

Page 46: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

0

10

20

30

40

50

60

70

80

90

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

East

West

North

Page 47: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Chart Toolbar

• Displays buttons used to modify charts

• To display, right click any toolbar, then click “Chart.”

Page 48: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Annual Incidence of Malaria in Mangalore

Year Number of Cases

1976 5064

1978 3500

1980 2500

1982 3000

1984 200

1989 29

1990 114

1992 1000

1994 4500

1996 12481

Page 49: Writing Business Reports. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important

Research and Critical Thinking: Avoiding Human

Error• Report the facts as they are.

• Do not interpret lack of evidence as proof to the contrary.

• Do not compare non-comparable data.

• Do not oversimplify.• Do not draw illogical cause-effect

conclusions• Beware of unreliable or

unrepresentative data• Do not think that conclusions are

always necessary


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