Report Writing

Report Writing Business Communication, Chapters 12-14 and HOW 11, Section 12 Chapter 12 Preparing to Write Business Reports Functions of Reports Most reports can be placed in two broad categories: informational reports and analytical reports. Informational Reports Informational reports present data without analysis or recommendations. Although writers collect and organize facts, they are not expected to analyze the facts for the reader. Analytical Reports Analytical reports provide data, analyses, and conclusions. If requested, writers also supply recommendations. Direct and Indirect Patterns Like letters and memos, reports may be organized directly or indirectly. The reader's expectations and the content of a report determine its pattern of development. Direct Pattern The direct pattern for reports is comparable to the direct plan used for direct requests and good-news messages. The main idea is stated before presenting the explanation. You may choose this plan if your reader 1. Is a busy executive who wishes to know only what the facts are or what action is to be taken, where, and who has the responsibility 2. Prefers to determine quickly whether to scan the text for confirmation of conclusions or recommendations—whether the rest of the report needs to be read 3. Will consider your information good news or neutral information 4. Can better analyze data if conclusions and/or recommendations are given first 5. Wants the writer’s point of view promptly 6. Dislikes suspense and prefers to see the recommended action first so that the discussion then substantiates it 7. Prefers that this report (or all reports) be organized in this order Indirect Pattern This indirect pattern for reports is basically the same plan used for bad-news and persuasive-request messages. The explanation is presented before the main idea(s). You may choose this plan if you estimate that your reader 1. Must have a detailed explanation first in order to understand the conclusions and/or recommendations; for example, in scientific and technical reports 2. Is the type who will fight your decisions unless he or she is first given complete details and becomes convinced by the logical development of facts 3. Will consider your conclusions bad news because they are contrary to the expected outcome 4. Might feel less bias toward conclusions and be more likely to accept them if first given an analysis of important factors 5. Needs to be encouraged to read the entire report, not just the main idea 6. Prefers that this report (or all reports) be organized in this order Applying the 3-X-3 Writing Process to Reports 1. Analyze the problem and purpose. 2. Anticipate the audience and issues. 3. Prepare a work plan. 4. Research the data. 5. Organize, analyze, interpret, and illustrate the data. 6. Compose the first draft. 7. Revise, proofread, and evaluate. Analyzing the Problem and Purpose · Problem statement · Simple purpose statement or · Expanded purpose statement Scope Significance Limitations Anticipating the Audience and Issues · Identify the reader(s). · Define your terms (words) if necessary. · Break the major investigative problem into subproblems. Preparing a Work Plan · Statement of the problem · Statement of the purpose (might include scope, significance, and limitations) · Description of the sources and methods of collecting data · Tentative outline · Work schedule See page 4 in this packet for a work plan sample; type the work plan using that page as a format example. · Team Members’ Names and Group #_____ _______________________ _______________________ _______________________ _______________________ _______________________ Preparing a Work Plan See sample on page 391 of the textbook. 1. Define and write the problem/situation statement (may be quite broad). 2. State the specific purpose of this report. 3. Description of the sources and methods of collecting data 4. Tentative outline 5. Work schedule Formatting Reports Letter format · Eight or fewer pages · Reports sent outside an organization · First page is on letterhead stationery Memo format · Reports sent within an organization · First page is on a memo form or uses memo format Manuscript format · Longer, more formal reports · Printed on plain paper Printed forms · Monthly sales reports, performance appraisals, inventories, etc. · Standardized headings Illustrating Data with Graphics Effective graphics clarify numerical data and simplify complex ideas. Matching Graphics and Objectives In developing the best graphics, you must first decide what data you want to highlight. Tables allow for the systematic presentation of large amounts of data. Charts enhance visual comparisons. Types of Charts Bar Charts · Compare related items · Illustrate changes over time · Show segments as a part of the whole Line Charts · Show changes over time · Indicate trends Pie Charts · Show the proportion of parts to a whole · Useful for showing percentages Flow Charts · Clarify procedures Organization Charts · Show the line of command · Show the flow of official communication in a business Photographs, Maps, and Illustrations Incorporating Graphics in Reports · Evaluate the audience · Use restraint · Be accurate and ethical · Introduce a graphic meaningfully Documenting Data · Lends credibility · Aids the reader · Protects the writer from plagiarism Most Common Documentation Formats American Psychological Association · Author’s name, date of publication, and page number are placed near the text reference (Jones, 2000, p. 99). Complete references are listed alphabetically at the end of report in a bibliography called “References.” Modern Language Association · Author’s name and page number (Smith 100) are placed in the text. Complete references are listed alphabetically at the end of the report in a bibliography called “Works Cited.” In-Text Citation Any information that is a paraphrase, a summary, or a direct quote from another source must be documented—with both in-text citations and bibliography references. Although there are various documentation formats in use, three popular formats for handling in-text citation are (1) the author-date-page system, (2) the author-page system, and (3) the superscript system. Author-Date-Page System · APA documentation style uses parenthetic citations—each author reference is shown in parentheses when cited in the text. APA in-text citations consist of the author’s last name and the year of publication (and pertinent page numbers used only for direct quotes when quote marks are used). This citation information usually appears (in parentheses) at the end of a clause or end of a sentence in which material is cited. Most in-text citations in APA format would look like this: The most effective way to improve your international business communication is to increase your awareness (Victor, 2002, p. 36). Author-Page System · MLA documentation style also uses parenthetic citations. Generally, all that is needed for an MLA parenthetical reference is the author’s last name and the page number where the information is found. There is no punctuation between the author’s name and the page number. For example, most of the in-text citations (MLA style) in a paper will look like this: People from the Mediterranean prefer an elbow-to-shoulder distance (Morris 131). Bibliography References See the following sources for examples of both in-text citations and bibliographies: · Guffey textbook Appendix C · HOW 11 Section 12 · Guffey Web site (http://guffey.swlearning.com)--address listed on page A-41 in the textbook is incorrect · www.dianahacker.com/resdoc/ NOTE: Standards for researchers using electronic sources are still emerging. When citing electronic media, you should hold the same goals as for print sources. That is, you try to give credit to the authors and allow others to easily locate the same or updated information. However, traditional formats for identifying authors, publication dates, and page numbers become confusing when applied to sources on the Internet. Strive to give correct credit for electronic sources by including the author’s name (when available), document title, Web page title, Web address, and retrieval dates. For more comprehensive electronic citation formats, visit the Guffey Website, http://guffey.swlearning.com, which is updated as new formats emerge or the dianahacker website shown above. Documentation Assignment Assume you are writing a report and have used the following sources: · A quote from John Richer in an article entitled “The Big Profit Breakdown” found on page 45 of the May 17, 2004, edition of Sports Illustrated. · A quote from an interview conducted with T. Winkle Towes, a professor of Economics at the University of Utah, conducted on February 20, 2005, in Park City, Utah. (Tricky—read all of HOW 11 12-10e carefully) · Statistics from pages 233-235 in a book entitled How to Win at the Service Game written by James Michaels and Mary Ann Pratley and published by Ammiden Press in 2003 in New York. · A quote (you paraphrased) from Scott Taylor’s April 4, 2001, Deseret News article entitled “Winter Olympics—Boom or Bust” found on page D-1. · A quote from Walt Mossberg’s March 16, 2005, article entitled “Internet Access Via Satellite TV Is Available, but Has Drawbacks” found on his website Personal Technology from the Wall Street Journal. You accessed the online article on April 1, 2005, at the following URL or web address: . Based on the information above and using APA format, prepare a list of the sources you used (i.e., prepare a bibliography section for the report). Chapter 13 Organizing and Writing Typical Business Reports Informational Reports Informational reports provide data on periodic and situational activities for readers who do not need to be persuaded. The following are different types of informational reports: Periodic (Activity) Report · Summarize regular activities and events performed during the reporting period · Describe irregular events deserving the attention of management · Highlight special needs and problems Trip, Convention, Conference Report · Identify the event and summarize three to five main points · Itemize expenses separately · Express appreciation or suggest action to be taken Progress and Interim Report · Describe ongoing projects to both internal and external readers · Include background, work completed, work to be completed, and anticipated problems Investigative Report · Examine problems and supply facts · Provide information without interpretation or recommendation Analytical Reports Analytical reports present information but emphasize reasoning, conclusions, and recommendations. The following are different types of analytical reports: Justification/Recommendation Report · Make recommendations to management · Provide data to solve problems and make decisions Feasibility Report · Analyze problems and predict whether alternatives will be practical or advisable Yardstick Report · Establish criteria and evaluate alternatives by measuring against the “yardstick” criteria Interpreting Data Interpreting data means sorting, analyzing, combining, and recombining to yield meaningful information. Unprocessed data becomes meaningful only after this process. · Tables · The Three Ms: Mean, Median, Mode Introduction and Closing Sections Introduction Section The purpose of the introduction is to orient the reader toward better understanding of the report. An introduction does two main things. · Tells the purpose of the report. · Previews the main points and the order in which they will be developed. Closing Section The closing section should be based on the text discussion and include no new material. It may be called one of the following or a combination of the following, depending on exactly what the section actually does. · Summary: Condenses the text section, but not necessarily the entire text—sometimes only the main points, strong and weak points, or benefits and disadvantages. · Conclusions: Evaluates the facts discussed without including an opinion. Disregards any biases or desire for a particular outcome. · Recommendations: Evaluates the facts discussed and suggests a program of action based on the conclusions Organizing Data The direct pattern is appropriate for informed or receptive readers; the indirect pattern is appropriate when educating or persuading. Ordering Information Logically · Time · Component · Importance · Criteria · Convention Providing Reader Cues Introductions · Good openers tell readers what topics will be covered in what order and why. Transitions · Transitional expressions inform readers where ideas are headed and how they relate. Headings · Good headings provide organizational cues and spotlight key ideas. They should be brief, parallel, and ordered in a logical hierarchy. · Functional Headings vs. Talking Headings · Functional headings describe functions or general topics, but provide little insight for readers. · Talking headings provide more information and interest. Using Transitions In order to use transitions successfully, you must be able to create effective paragraphs. · Compose short paragraphs--those with fewer than eight lines are most readable · Discuss only one topic--group similar ideas together · Begin with a topic sentence--a topic sentence summarizes what the paragraph is about · List all the ideas you may include in your paragraph · Determine what information belongs together and what information should be included in another paragraph · Link ideas to build coherence with one of these devices: 1. Sustain the key idea by repeating or rephrasing it. 2. Use a pronoun that refers clearly to an antecedent. 3. Use transitional expressions for coherence. Transitional Expressions Transitional phrases are used to achieve transition between elements of a composition. One of the most effective ways to achieve paragraph coherence is through the use of transitional expressions. These expressions act as road signs: they indicate where the message is headed, and they help the reader anticipate what is coming. Below are transitional expressions grouped according to uses. Time Association Contrast Illustration before, after although for example first, second but in this way meanwhile however in fact next instead until nevertheless when, whenever on the other hand Cause, Effect Additional Idea Consequently furthermore for this reason in addition hence likewise therefore moreover Following are some transitions that are commonly misused. Check the definition or usage to see that you use them in the correct context. Consequently Following as an effect, result, or conclusion Conversely The opposite of something (on the contrary) However By whatever manner or means (nevertheless, yet, but) Hence For this reason or from this time In other words Repeats or explains previous idea In the same manner Indicates two similar ideas (likewise) Likewise In the same way; similarly (also) Moreover Beyond what has been said (further, besides) Namely That is to say; specifically On the contrary See “conversely” Headings TO: BIS 2200 Students FROM: Dana Swensen DATE: February 28, 2007 SUBJECT: SAMPLE OF REPORT HEADINGS ( ( The purpose of this report is to provide samples of one type of report headings. Specifically first-, second-, and third-degree headings will be discussed. If you need additional information, refer to Section 12 in HOW 11. Use this format for reference instead of the one shown in the textbook. ( ( Format for a First-Degree Text Heading ( A first-degree text heading, also referred to as a "centered heading," is centered and typed in capital and lowercase letters. The heading may be boldfaced and/or typed in a larger font size. Triple-space before a first-degree heading and double-space after it. ( ( Format for a Second-Degree Text Heading ( A second-degree heading is often called a "margin heading" or a "side heading" because it begins at the left margin. Use capital and lowercase letters. Boldface the heading, or use a larger font size with or without bolding. Changes in font sizes must be smaller than the font size used for first-degree text headings and larger than the one used for the report or manuscript text. Triple-space before a second-degree heading, and double-space after it. ( Format for a third-degree text heading. Because the third-degree heading is part of the paragraph that follows, it is also referred to as a "paragraph heading." Only the first word and proper nouns in the heading are capitalized. ( The third-degree heading is boldfaced (in the same typeface and size as the report or manuscript text) and followed by a period. Double-space before a third-degree heading, and begin typing the paragraph on the same line directly after the heading. ( Another example of a third-degree text heading. This is sample text only. This is sample text only. This is sample text only. This is sample text only. This is sample text only. This is sample text only. This is sample text only. This is sample text BIS 2200 Students Page 2 February 28, 2007 ( ( only. This is sample text only. This is sample text only. This is sample text only. This is sample text only. This is sample text only. This is sample text only. This is sample text only. This is sample text only. This is sample text only. This is sample text only. ( ( Another Example of a Second-Degree Text Heading ( This is sample text only. This is sample text only. 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Format and spacing for a first-degree heading 2. Format and spacing for a second-degree text heading 3. Format and spacing for a third-degree text heading Parallel Structure Violation of Parallelism A. Rising level of income (participial phrase) B. Income distribution becoming uniform (decapitated sentence) C. Rapid advance in taxes (noun phrase) D. Annual earnings rise steadily (sentence) Participial Phrases A. Rising level of income B. Uniformly increasing income distribution C. Rapidly advancing taxes D. Steadily rising annual earnings Decapitated Sentences A. Income level rising B. Income distribution becoming uniform C. Taxes advancing rapidly D. Annual earnings rising steadily Noun Phrases A. Rise in level of income B. Uniform increase in income distribution C. Rapid advance in taxes D. Steady rise in annual earnings Sentences (talking headings) A. Income level is rising B. Income distribution is becoming uniform C. Taxes are advancing rapidly D. Annual earnings are rising steadily Report Headings Exercise 4. Arrange the following headings into a logical outline. (Hints: This report discusses employment opportunities, job requirements, and