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Typical Business Reports
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Business CommunicationChapter – 13
“TYPICAL BUSINESS REPORTS”
Business CommunicationChapter – 13
“TYPICAL BUSINESS REPORTS”
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Why we are here:
It attempts to provide a moral justification, rationale or even establish clear rules as to “What is the Purpose of Writing a Business Report and how we give you more ideas & comprehensive business report compiling.
What is the purpose of the Business Report
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Audience: When writing the report, you need to consider the audience you are writing for, whether it is the CEO or will the report be available to all staff concerned?
Research: The true value of the research may be assessed through a report since the written report may be the "only tangible product of hundreds of hours of work.
Compiling: Reports communicate information which has been compiled as a result of research and analysis of data and of issues.
Audience
Researc
h
Compiling
Basic Strategies
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Brilliant report, Kimble. I can’t tell where the facts
end and the fiction begins.”
"A Report Judges An Organization"
“Good report Morton, work on it a
little more until it sounds like one of
mine.”
”Nice work on this report, Carlton. With this information
we can easily lay-off fifty percent of our employees.
Unfortunately you’ll be the first to go.”
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Writing Informational Report Informational report is to provide required
data/information to wish to know about the things in a specific and complete form.
Depending on the seriousness, they may have to be discussed later on.. Once you have this list, it will be easy for you to contact someone to clarify any information.
Informational Report
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Methodology
1- Analyze Topic
2- Brainstorm
3- Plan
4- ConstructRough Plan
5 - Research
6 - Revise
7- Start Sorting
8 - Make Draft & Proofread
Submit your Work
Informational Report
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Gather and Complete Report
Reports can cover a wide range of topics, but usually focus on transmitting information with a clear purpose, to a specific audience. Good reports are documents that are accurate, objective and complete.
Such reports are prepared for information purposes only and do NOT include Institute recommendations on the course of action or the preferred application of the data contained therein.
The majority of reports are Informational Reports when the management wish to know about the new company, products, operations, new policies or starting a business for mutual benefits.
Business Informational Report
Use the Business Information Report to give you the insight you need to evaluate a firm’s operations, profitability, and stability. Also use it to evaluate the experience of the business and business background of its principals.
The Business Information Report includes valuable information that can help you make better business decisions.
Report is packed with information, analysis, and interpretations to enhance your decision making process.
Information includes payment records, public, filings, financial information, banking commentary, business background of principals and a description of the firm’s operation.
Informational Report
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InformationalReport
Trade / Market Summary
Operation
Production Analysis
Finance
Evaluate
Comprehensive to transmit Information
Special Events
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Situational
Periodic
Progress& Interim
Convention &Conference
Types of
Reports
Investigative
Compliance
Analytical
Justification & Recommendation
FeasibilityYardstick
Typical Business Reports(Chapter # 13)
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Periodic Report
This section is traditionally allocated the most marks, so it is well worth your investment in time to do it thoroughly. The Periodic report is to help the Management to make their policies, procedures, operation, products according to the consumer requirement and by this report management can decide how to develop their organization for more mutual benefits.
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Make daily credit decisionsLimit your risk exposureDetermine the stability of new or existing customers
Plan for sales callsFind out about changes that can impact credit relationshipsEvaluate potential vendors and suppliers
Check the background of new clientsIdentify corporate relationships and potential conflicts of interestProvide business details for research needs
How it is Enhancing
Using Periodic Report’s will help you
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Significance
Statem
ent of
Managem
ent Arrangem
ent
Statem
ent of Integrity
Factors affecting the Co. P
roperty
Monitoring
Main conclusion re values
Conclusions
Periodic Reports – Typical Elements
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Subject Value
Factors affecting products
values
Management Actions
Possible Periodic Report Format - matrix
Due date & comments
Lead agency (& others involved)
Priority & scale
MonitoringCriteria for
Organisation listing
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Specimen ReportsSpecimen ReportsSpecimen ReportsSpecimen Reports
Periodic Report
InformationalReport
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Situational Reports
Reports that are targeted to nonrecurring situations .i.e. unlike periodic reports, situations that don’t have a definite pattern of occurrence. e.g.
Trip Convention & Conference reportsProgress reports
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Situational Reports
Characteristics
Style Written like Memos
Tone Follow an informal tone
Length Usually Short. Could vary on authorizer expectation
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Situational Reports
Trip, Convention & Conference
reports
Submitted by employees when they return from a business trip, convention or a conference.
Keep organizations informed how well their money was spent. Also inform management about new procedures, equipment
and laws and supply information affecting products operations and service.
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Situational Reports
Format of Trip, Convention & Conference reports
Begin WithIdentifying the event , mention the topics to be discussed.
BodyThree to five important points, carefully selected.
ExpensesInclude your expenses on a separate sheet on request.
End WithExpression of appreciation, synthesizing value of the event.
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Situational Reports
Example : Trip, Convention & Conference reports
Training Conference on Employment Interviewing
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Situational Reports
Things to be kept in mind.
There could be lots and lots of information. You should be selective.
Avoid using chronological order (First X happened then Y), organizing by importance is a good idea.
Select topics, the reader might be most interested in.
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Situational Reports
Explain continuing projects, including work completed, work in progress, future activities, and completion date.
Describes the projects status and progress.
Keeps the management informed whether the project is going in the right direction.
Progress and Interim reports
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Situational ReportsFormat of Progress reports
Begin with Purpose & nature of project.
Body Provide background information if audience require. Describe the work completed. Current progress of work. Problems and possible remedies
End WithDiscussion of future activities and completion date.
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Situational Reports
Example : Progress reports
Progress on research on location for a telefilm scene
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Situational Reports
Things to be kept in mind.
Keep the audience in mind. E.g. Include background information for your director as he/she might not tend to remember the project specifications.
Don’t hesitate to include the problems faced in the project.
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Investigative Reports
Investigative reports are generally assigned reports which focus on examining a situation or problem. e.g.
Report on doing business with and Australian company.
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Investigative Reports
Format of Investigative Reports
Begin with
Introducing the problem.
Body
Facts, findings, discussion etc.
End With
Summarizing
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Compliance Reports
Compliance Reports present data in compliance with
local, state and federal laws. Government regulating agencies require organizations to
submit reports verifying compliance with laws Usually answer the questions to how much profit, the
organization earned and the taxes owed.
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Compliance Reports
Format of compliance reports
Begin with Background information Preview of major sections
Body The Content. Data, figures etc
End With Summary of report objective
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Compliance Reports
Example : Compliance reports
Report
Description
Trucking Company Safety Compliance Report
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Compliance Reports
Things to be kept in mind.
Correctness of data.
Accuracy of data.
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Analytical Reports
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Major components: Introduction Findings Conclusions Recommendations
Writing Analytical Reports
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Writing Analytical Reports (contd..)
Introduction
Explain why the report is being written. Preview the report’s organization. Summarize the conclusions and
recommendations ( for receptive audiences)
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Writing Analytical Reports (contd..)
Findings
Discuss the pros and cons of each alternative. Establish criteria to evaluate alternatives. Support the findings with evidence(: facts,
statistics, expert opinion, survey data, and other proof)
Use headings, enumerations, lists, tables, and graphics to focus attention.
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Writing Analytical Reports (contd..)
Conclusion
Develop reasonable conclusion that answer the research question
Justify the conclusion with highlights from the finding
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Writing Analytical Reports (contd..)
Recommendations
Make recommendations, if asked. Use action verbs. Explain needed
action. Must based on the findings
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Justification/recommendation reports Feasibility reports Yardstick reports Research reports
Typical Business Analytical Reports
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Purpose Make recommendations to management Provide data to solve problems and make decisions.
Examples Buying equipment Changing a procedure Hiring an employee
Contents Problem/Need Facts Discussion (pros & cons) Recommendation
Sample A Justification Report
Justification/Recommendation Reports
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Indirect Approach Problem
Facts
Discussion
Recommendations
Direct Approach Problem
Recommendations
Facts
Discussion
Justification/Recommendation Reports (contd..)
Organizing Report Data
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Direct approach Receptive/Open-minded audience
Nonsensitive Topic (e.g. justifying a purchase)
Indirect approach Skeptical/Hostile audience
Sensitive Topic (e.g. justifying ways for employees to quit
smoking)
Justification/Recommendation Reports (contd..)
Choosing Approach
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Purpose Analyze problems and predict whether alternatives will be practical or advisable Help in decision making (among alternatives)
Examples Should we move to another part of the country? Should we rent, lease or buy? What is the best location for our company?
Content Decision Background Benefits Potential Problems Associated Cost Time frame for implementing the solution
Sample A Feasibility Report
Feasibility Reports
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Informational Reports Periodic Reports Situational Reports Progress Reports Investigative and compliance Reports
Analytical Reports Justification/Recommendation Reports Feasibility Report Yardstick Reports Research Reports
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Yardstick Reports
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Yardstick Reports The term "yardstick" is used in
reference to anything which serves as a test or standard of measurement, comparison or judgment.
Usage of Yardstick Reports.
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Yardstick reports
Problem statementAlternative solutionsEstablish criteria'sConclusionsRecommendations
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ExampleComparison of different manufactures for
buying a piece of equipment
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Format of Yardstick Reports Introduction
purpose & overview. Problem Statement
background. Solutions & Alternatives. Established criteria's Compare Alternatives
Use Table or grid . Conclusion & Recommendations
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Sample Yardstick Report
A popular cellular network company
(Mobilink) is planning to open their new franchise at the NWFP Province of
Pakistan
Sample Report
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Research Studies
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Research Studies Reports
Problem statementHypothesisPresent dataPerform AnalysisConclusionsRecommendations (optional)
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Research Studies
Follows Indirect PatternStarts with Problem discussionExplore possible solutionsReason for selecting a particular solution
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Format of Research Studies Report
Abstract Introduction Sources & Methods Results of Study
data Conclusion Recommendation
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Introduction
Background Problem or Purpose Significance Scope
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Sources and Methods
Secondary Sources Books, journals etc
Primary Sources Observations Surveys
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Results of Study Present Data
Organize colleted data.
Conclusion Recommendations References
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Example of Research Report
Sample Report
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ConclusionPeriodic ReportsSituational ReportsProgress Reports Investigative and compliance ReportsJustification/Recommendation ReportsFeasibility ReportYardstick ReportsResearch Reports
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Mary Ellen Guffey, Business Communication :Process and Product
www.glan-hafren.ac.uk/LearnCent www.homepages.wmich.edu/rpttypes
References
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Thank you very much for your kind consideration