Report Writing Pp t

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Basics of Report Writing

CHAPTER10


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What are Reports?

An Orderly and ObjectiveCommunication of Factual Information

That Serves a Business Purpose


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Why Are Reports Written?

To provide information to management

To solve problems


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Classification of Reports

1. Informational Reports -- these just presentthe facts; no interpretation of the facts is given;no conclusions drawn or recommendationsmade.

2. Examinational Reports -- these present the

facts and interpret the facts; no conclusions

are drawn or recommendations made.3. Analytical Reports -- these present the

facts, interpret the facts, draw conclusions, andmay offer recommendations.


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5 Steps to Report Writing1

1. Define the problem

2. Gather the necessary information

3. Analyze the information4. Organize the information

5. Write the report


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State the problem in one ofthree ways.

Infinitive phrase:"To measure the effect of radio spot

advertising on X company sales" Question:

"What are the effects on X company sales ofradio spot advertising?"

Declarative statement:"Company X wants to know how a spotadvertising campaign will affect its sales."


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Types of Factors

Determine the Factors

Use Subtopics in informational

and some analytical reports Use Hypotheses in problem-

solving situations

Use Bases of Comparison in

comparative reports


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State the Problem and FactorsUse the question form with subtopics.

A national chain of dress shops wants to learn whatqualities to seek in hiring sales personnel.

Problem statement

What qualities determine the successful salespeoplefor X Dress Shop?

Factors

Education ,Cultural Background ,ExperienceVital Statistics (age, height, weight, marital status,religion, etc.) Personal qualities (personality,


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State the Problem and FactorsUse the question form with subtopics.

A daily newspaper wants to know how well the various typesof items in a typical issue are read.

Problem statement

What is the readership of the types of items in a typical issueof X newspaper?

Factors

Probably such a study would involve an item-by-item survey.The items would be classified by types, which would be thefactors of the problem.

World news Local news SocietyEditorials Sports Comics

St t t P F t


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State t e Pro em an FactorsUse the question form withhypotheses.

Youve been assigned the problem of determining why sales atthe Moline store have declined.

Problem statementWhy have sales declined at the Moline store?

Factors

Activities of the competition have cause the decline.Changes in the economy of the area have caused the decline.

Merchandising deficiencies have caused the decline.

Changes in the economic environment have caused thedecline.

State the P oblem and Fa to s


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State the Problem and FactorsUse the infinitive form with bases ofcomparison.

A major soap manufacturer wishes to determine whichof three cities would be best for a new factory.

Problem statementTo determine whether Y companys new factory shouldbe built in City A, City B, or City C.

FactorsAvailability of labor Nearness to marketsAbundance of raw material Power supplyTax structure Community attitudeTransportation facilities


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Gather Information

Primary

Observation

Experiments Surveys

Telephone

Mail/Email

Web surveys Interviews

(personal,expert)

Company

Secondary

Library

Online Company

records(interpreteddata)


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Interpret the DataAdvice for avoiding human error

Report the facts as they are.

Draw conclusions only when appropriate.

Do not interpret lack of evidence asproof to the contrary.

Be sure your data is comparable.

Be sure you draw only logicalconclusions.

Be sure the data are reliable andrepresentative.

Give attention to all im ortant facts


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Organizing Reports

Comparison/contrast

Problem-solution

Elimination of alternatives General to particular

Geographic or spatial

Functional Chronological


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Impersonal vs. Personal Styles(1 of 2)

ImpersonalThe first week of the period was spent onvacation. Work now is continuing to completethe next annual report. A description of the newhigh-temperature technique is the item that hascome under consideration.

PersonalDuring the first week of the period, I was onvacation. I now am writing a description of thenew high-temperature technique for the next

annual report


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Impersonal vs. Personal Styles(2 of 2)

ImpersonalThe current period has been devoted to

becoming familiar with the newequipment.

Personal

I have spent the current period inbecoming familiar with the newequipment.


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Anatomy of a Report

Cover Page

Title Page

Table of Contents

Executive Summary

Report Body


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Report Body

Introduction Purpose and Scope;Limitations, Assumptions, and

Methods

Background/History of the Problem Body

Presents and interprets data

Conclusions and Recommendations

References or Works Cited Appendixes

Interview transcripts, questionnaires, questiontallies, printouts, and previous reports

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