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Chapter11& 12 Class Lecture (2).pptxftygferhferhgf
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- 2. Introduction to ReportWriting STAY INFORMED REVIEW OPINIONS PLAN COORDINATE MAKE DECISIONS Business reports help managers and co-workers
- 3. Informal vs. FormalReports
- 4. Elements of InformalReports INTRODUCTORY STATEMENT FINDINGS SUMMARY/ CONCLUSION/ RECOMMENDATIONS
- 5. Steps in theWriting Process 1. PLANNING 2. RESEARCHING/ ANALYZING INFORMATION 3. COMPOSING 4. REVISING
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- 8. Writing Style forFormal Reports Follow company style guide Use impersonal tone Use third- person pronouns Vary sentence lengths Write short paragraphs Use consistent verb tenses No contractions
- 9. Short Informational Reports IncidentInvestigative Compliance Summaries To-file Trip/conference Activity Progress Job completion
- 10. Short Reports: Purpose Informational •answer questions • present information • no analysis Analytical/Recommendation • interpret data • offer recommendation • analysis and persuasion
- 11. Short Reports: Formats andDistribution Memorandum Prepared-form Letter PowerPoint Formal
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- 13. Researching/Analyzing Data and Information Current,valid, reliable, and accurate Evaluate, analyze and tabulate data Record and cite sources
- 14. Composing and Revising Createan outline Complete multiple drafts/revisions Take a break before proofreading Show changes to contributors for approval
- 15. Using Graphics andVisuals Clearly titled and labelled Uncluttered and easy to understand Accurate, functional, and ethical Included for a purpose Placed where they make sense
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- 26. Infographic Best Practices Informative, shareablecontent Space and simplicity Most important element = focal point Concise message Easy-to-read font Clear captions Visuals > text
- 27. Short Informational Reports IncidentInvestigative Compliance Summaries To-file Trip/conference Activity Progress Job completion
- 28. • Choose oneof the above Short Informational Reports, review it with your peer and write another sample of it. • Exchange your report with another group and ask for their feedback.
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- 30. • A proposalis persuasive and aims to convince the reader to accept a proposed idea, while a report is objective and focuses on analyzing a situation. Purpose: • A proposal's main goal is to persuade the reader to implement a proposed plan or project, while a report's purpose is to relay information or analyze a situation. Tone • A proposal is persuasive and often written in the future tense, while a report is objective and based on research or data. Content • A proposal includes a copy of the request for proposal, while a report includes an authorization letter. Audience • A proposal can be internal or external, while a report is usually based on research or data. • Proposals are often used in business and engineering companies to get new contracts or ensure the successful continuation of a business. Proposals vs Reports!
- 31. Proposals PERSUADE THE READER ASK FORACTION, BUSINESS, OR FUNDING STRENGTH, CONFIDENCE, CREDIBILITY DIRECT APPROACH
- 32. Elements of InformalProposals Introduction Background Proposal, method, and schedule Costs and budget
- 33. Elements of InformalProposals (cont’d) Staffing and Qualifications Benefits Request for Authorization
- 34. Elements of FormalProposals Front Matter • Copy of RFP • Cover letter/letter of transmittal • Executive summary or Abstract • Title page • Table of contents • List of figures/tables/illustrations
- 35. Elements of FormalProposals (cont’d) Body • Introduction • Background or Problem Statement • Detailed proposal and method • Schedule • Budget or cost analysis • Staffing • Authorization • Benefits and conclusion
- 36. Elements of FormalProposals (cont’d) Back Matter • Appendix • References
- 37. Researching and CollectingData What are you looking for? What are the best ways to find the information? How much time do you have? How important is the research for the report?
- 38. Where to FindInformation Internet Databases Print Primary, inhouse sources Interviews Observations
- 39. Conducting Interviews Locate expertsKnow subject’s background Schedule in advance Prepare 3-4 Qs Ask Open Qs Establish boundaries Record or take detailed notes Be patient with interviewee Be friendly & objective Finish with appreciation
- 40. Preparing to WriteFormal Reports Purpose Content Audience Status Length Formality
- 41. Peer-Reviewing and TeamWriting MINIMIZE DIFFERENCES IN WRITING STYLES ENSURE TEAM IS SATISFIED WITH THE CONTENTS TRACK CHANGES AND COMMENTS
- 42. Elements of FormalReports Front Matter • Cover • Title page • Letter of transmittal • Table of contents • List of figures/tables/illustrations • Executive summary
- 43. Elements of FormalReports (cont’d) Body • Introduction • Findings • Conclusion • Recommendations
- 44. Elements of FormalReports (cont’d) Back matter • Appendices • References / works cited • Glossary
- 45. • Business proposalsare essential tools for presenting viable solutions to challenges that organizations face. They draw upon research and strategic thinking to persuade stakeholders of the proposed course of action. Proposals encompass a variety of business aspects, and this assignment is an opportunity to engage in a real-world business communication scenario. Why Business Proposals?
- 46. • Refer towell-known companies such as Tim Hortons, Starbucks, Walmart, Canadian Tire, or areas of business activities like marketing, IT systems, customer service, advertising, and delivery. Imagine yourself as a line manager in one of these companies and write a formal report about a problem that seeks solution. Do some research for the problem, as needed for formal reports and provide infographics to support your report. You will use this report for your next assignment: writing a proposal. Individual Project
Editor's Notes
- #2 business report: A document in which factual information is compiled and organized for a specific purpose and audience. essential form of corporate communication help departments to coordinate initiatives and activities help managers to stay in touch with and on top of changing circumstances let management see the big picture to respond quickly and decisively to minor personnel, business, and technical difficulties before they become major problems over years, reports form an extended and permanent corporate journal that tracks trends and includes accounts of incidents, actions, decisions, and policies legal documents that can be used as evidence in court, so they must be accurate, complete, and objective
- #3 Table 12.1 Informal vs. Formal Reports: Quick-Reference Chart (Formal reports are discussed in detail in Chapter 12) informal report: A report using a letter or memo format, usually ranging from a few paragraphs to ten pages in length. formal report: A multi-page business document based on extensive research and following a prescribed format or pattern that includes elements such as a title page, transmittal or cover letter, table of contents, and abstract.
- #4 Introduction: The first section in the body of a report, which provides readers with the information they need in order to understand and evaluate the report itself; it must include either the report’s purpose or a statement of the problem the report addresses. Introductory statement States the purpose of the report; may also link that with recommendations Previews key points Outlines data collection methods Findings: The most substantial part of a report, in which qualitative and numeric data is presented and organized by time, convention, order of importance, or component. Findings Organizes the data by subheadings Chronological/alphabetical Comparisons Component parts/evaluative criteria Discussion/analysis Interprets findings Summary: The closing or second-last section of a report that briefly restates its main points. conclusions and recommendations: The closing section of an analytical or a recommendation report in which specific actions are proposed to solve a problem or aid decision- making. Summary/conclusions/recommendations Restates main points Conclusions Objective analysis of findings Recommendations Suggests actions to solve problem
- #6 Periodic Reports: Written at regular intervals (weekly, monthly, etc.) Describe recurring/ongoing activities (monthly sales calls, customer service volumes, etc.) Record data and outcomes Help management monitor situations and stay informed on status quo Situational Reports: Non-routine, case-by-case Business trip/conference reports Project progress reports
- #7 Accounts of major projects (10+ pages); e.g., development of new products or services; reorganization at departmental, divisional, or company-wide levels; or analysis of competing products or alternative methods In-depth analysis and extensive research Follow prescribed structure: front matter, body, back matter) Organizations may have a “house” style
- #9 Incident Document unexpected or unusual problems/occurrences that affect day-to-day operations Provide complete and accurate details of what happened Answer Who, What, Where, When, How, Why? Investigative Evaluate problems or situations Usually in response to one-time request for information May or may not present conclusions and recommendations Compliance disclose information to governing bodies and government agencies in compliance with laws and regulations Summaries Compress and condense longer information to just what management needs to know—primary ideas, conclusions, and recommendations To-file permanent, written record of decisions, discussions, and directives; left on file for future reference summarize decisions made and list the individuals involved in making them
- #10 informational report: A short report that collects data related to a routine activity without offering analysis or recommending action; its three parts are introduction, findings, and summary/conclusion readers of this type of report are in a neutral or receptive frame of mind: they want to know certain facts without being persuaded of anything analytical report (or recommendation report): A report that interprets and analyzes information and offers recommendations based on findings persuasion may be greater thought has to be given to how readers might respond and to how the pros and cons of each alternative should be weighed, presented, and discussed
- #11 memorandum report: A short, internal report presented in memo format. letter report: A short, external report presented in letter format. List of formats goes from least formal (top) to most formal (bottom) Memorandum: appropriate for circulating data internally Under 10 pages Informal, conversational style 1- to 11/4-inch (2.54- to 3.18-centimetre) side margins standard guidewords TO, FROM, DATE, and SUBJECT single-spaced paragraphs separated by two blank lines Prepared form report: forms with standardized headings useful for recording repetitive data or describing routine activities internal Letter: short, informal reports prepared by one organization and sent to another on company stationery all the elements usually found in a letter (date, inside address, return address, salutation, complimentary close) PowerPoint Report: short written reports, especially periodic reports such as progress reports best to use notes in a printed slide deck in order to provide adequate explanation of the text and graphics on each slide Formal report: usually prepared in manuscript format printed on plain paper have headings and subheadings
- #12 Scope Resources Time Budget Personnel Special services Responsibilities Create a work plan and timeline
- #13 essential to evaluate data to decide what portion of it is usable analytical reports require analysis and tabulation of data—spotting trends and relationships among gathered facts and numerical data, identifying logical patterns, and being prepared to back them up with illustrations keep track of data sources: the title of the document, web page, article, periodical, book, and/or other work from which it was taken the author’s name the publisher/web address the publication date/web access date establish a system for storing the information you collect
- #14 alphanumeric outline: An outlining system that combines numbers and letters to differentiate levels of headings. decimal outline (or numeric outline): An outlining system that uses a combination of numbers and decimal points to differentiate levels of headings.
- #15 visual aids Materials such as charts, graphs, tables, and illustrations that present information in visually appealing ways to show trends and relationships, represent numbers and quantities, and make abstract concepts concrete may replace words make numerical information meaningful clarify and simplify complex data provide extra emphasis Table: present exact figures Matrix: present qualitative info Pie chart: show proportions of a whole Bar chart: compare one item with others Line chart: changes in numerical data over time Flow chart: show a procedure Organizational chart: show structure/hierarchy of company
- #16 Table 11.1 Commonly Used Graphics: Quick Reference Chart table A chart that presents data, usually numerical, in a compact and systematic arrangement of rows and columns Can be simple (2 columns) or complex (multiple columns) Use the table above to illustrate the features of a table: useful for drawing attention to specific numbers and drawing comparisons between them Fit onto 1 page Heading with table number and an appropriate title/caption; number tables sequentially within report, separate from figures Label all parts Clearly identify units in which figures are given Use N/A, row of dots, or a dash to show missing data Improve readability by shading alternate rows
- #17 matrix A word table that presents qualitative information in a rectangular format or arrangement Qualitative information rather than numerical data Used to consolidate complex information in a page or less
- #18 pie chart A circular chart divided into sections, where each section represents a numerical proportion of the whole Whole circle = 100% Each slice represents a percentage Useful to compare a segment to the whole
- #19 bar chart A visual consisting of parallel horizontal or vertical bars of varying lengths, each representing a specific item for comparison. Bars can be segmented, divided or stacked Bars arranged in logical or chronological order Bars should be the same width, close enough together to make comparison easy Data should be properly scaled to fill the entire chart, not just squeezed into one corner
- #20 picture graph A visual that uses pictorial symbols to represent quantities of particular items. Arranged in bars that can then be labelled with total quantity
- #21 line graph A visual that uses lines on a grid to show trends according to the relationship between two variables or sets of numbers. grouped line graph A line graph that makes comparisons between two or more items. show the relationship between two variables on a grid, plotted by connecting the dots to form a continuous line useful for showing trends, fluctuations, or progressions over a period of time quantities (e.g., litres, dollars, percentages) go on the vertical y axis; time always goes on the horizontal x axis. to draw attention to values, mark small dots at intersection points to emphasize the difference between two lines, shade between the lines presentation of data needs to be free of distortion and all data distributed equally over the graph (graphs above compare ineffective graph with effective graph—scale distortion on left, accurate scale on right) as needed, include a key that explains lines and symbols
- #22 Gantt chart A bar chart that is used to show a schedule Used for planning and scheduling projects Useful for blocking out periods of time, e.g., what stage a project has reached or when staff will be on vacation
- #23 flow chart A diagram that maps out procedures, processes, or sequences of movement. Use captioned symbols of different geometrical shapes (called ISO symbols) joined by lined arrows Each shape represents a particular stage in the process Help to clarify procedures and make complex systems understandable
- #24 organizational chart A diagram that shows how various levels or sectors of an organization are related to one another Map out the structure of a company Show chains of command and channels of communication Make it clear who reports to whom
- #25 infographic A visual display that conveys data or information in a quick, clear, and engaging way Visual displays to represent data and information Communicate complex information to a large audience Draw connections and highlight patterns Use good visual design Can be designed using apps keep in mind the principles of visual design: balance, proximity, alignment, repetition, contrast, and use of space unity can be achieved through the repetition of elements within the design, such as a row of icons or a series of caption balloons bright colours draw viewers’ attention contrast between colours helps viewers differentiate components
- #26 Charts for comparisons Graphs for trends Symbols for products Floating balloons for percentages
- #27 Incident Document unexpected or unusual problems/occurrences that affect day-to-day operations Provide complete and accurate details of what happened Answer Who, What, Where, When, How, Why? Investigative Evaluate problems or situations Usually in response to one-time request for information May or may not present conclusions and recommendations Compliance disclose information to governing bodies and government agencies in compliance with laws and regulations Summaries Compress and condense longer information to just what management needs to know—primary ideas, conclusions, and recommendations To-file permanent, written record of decisions, discussions, and directives; left on file for future reference summarize decisions made and list the individuals involved in making them
- #31 Proposal: A business document that suggests a method for solving a problem or that seeks approval for a plan. internal proposal: A persuasive document that attempts to convince management to spend money or to implement plans to improve the organization. external proposal: A proposal issued to governmental or private industry clients outside an organization as a means of generating income. request for proposals (RFP): A detailed document requesting proposals and bids on specific projects.
- #32 Introduction overview of proposal, scope and highlights of your qualifications Background Details problem to be solved or opportunity to be addressed Proposal, Method, and Schedule Products and services offered Feasibility Work plan Materials and resources Project timeline Costs and Budget Carefully break down costs for entire project (if applicable, for each phase of project) Legal contract—care is crucial; be realistic and note any costs that are impossible to estimate
- #33 Staffing and Qualifications Expertise and credentials of project leaders Special resources and facilities Include only the contact information you have permission to disclose Benefits Summarize reasons for accepting the proposal Move client to action Request for Authorization Closing request Stipulate the time period in which the proposal is valid Express confidence in the solution appreciation for the opportunity to submit the proposal willingness to provide further information if required
- #34 Formal proposals differ from informal proposals in length and format Have additional elements that sort complex details into easy-to-understand units with customized headings Front matter elements above are optional in informal reports Front matter and back matter sandwich the body of the proposal front matter: The parts of a proposal or report that are included before the main body and contain introductory information. Cover Letter or Letter of Transmittal bound inside the proposal as its first page and addressed to the person responsible for making the final decision explains the proposal’s purpose, major features, and tangible benefits either refer to the RFP or mention how you learned about the client needs mention when the proposal expires Executive Summary or Abstract Executive summary is intended for decision-makers; gives the proposal’s highlights in persuasive, non-technical language Abstract summarizes proposal’s highlights in specialized, technical language Title Page Include: proposal title and subtitle in boldfaced type or upper-case letters name of the client organization and/or the decision-maker to whom the proposal is directed RFP reference number name and title of the proposal writer and company date of submission Table of Contents (TOC) Included with longer proposals List all 1st and 2nd level heads in proposal, with pages numbers List of Tables/Figures/Illustrations Include if proposal contains more than 6 graphic elements Provide page number for each
- #36 back matter: The parts of a proposal or report that follow the main body and contain supplemental information Appendix Specialized supplemental materials (e.g., graphics, statistical analyses, tables, generic resumés of project leaders, product photographs, and examples of previous projects) Keeps them out of body of proposal—declutters References Formal documentation style Lists the source material for ideas and information included in your proposal or consulted in its preparation APA or MLA style (more detail on this later in chapter)
- #37 Formal reports often involve extensive research Sources of info: • in-house: e.g., internal files, memos, reports, or company databases or records • publicly available: e.g., consultants, experts, websites, books, or magazines • restricted: e.g., websites with paywalls, research by other companies and organizations 2 types of research: • Primary research: depends on first-hand sources; you generate the data you need, based on your own ideas and observations, by conducting interviews and surveys. • Secondary research: the retrieval of existing information based on what others have observed and experienced, by conducting a library or an online search
- #38 Online Current articles, online databases, company news, mission statements and directories, company profiles, product facts, government information, scientific reports, sound and video files, library resources, online newspapers and magazines, press releases, job banks, and employment information Use Boolean operators for searches: AND—using and between your search terms will give you titles of articles containing all of the specified words (e.g., organization AND communication AND systems) OR—linking search terms with or will yield documents containing at least one of the specified words (e.g., collaborative OR group OR communication) NOT—using not will exclude articles containing the specified term Databases E.g., Ovid, Dialog, LexisNexis, and ABI/INFORM Print Computerized periodical indexes (e.g., Readers’ Guide to Periodical Literature and Business Periodicals Index) Book indexes, encyclopedias, directories, almanacs, and online catalogues Academic articles, abstracts, newspaper articles, government documents, and specialty and reference books Primary, in-house sources Company internal files and records Network within your company to find in-house experts who may have prepared earlier reports Interviews By phone or in person Expert or seasoned corporate veteran can yield valuable information Observations Can be quite subjective and very open to interpretation Observations that are reported in terms of measurable results and outcomes may be perceived as more objective and credible
- #40 Before writing, think about: Purpose: Why are you writing the report? What will it be used for? Content: What is it about? Audience: Who is it for? Status: Is it a periodic/interim report (to be followed by another after a period of time) a or a special-projects report (one-time analysis written on request)? Length: How long should it be? Formality: How should it look and sound?
- #41 team writing: The practice of multiple writers working together to produce a single document. Reports often have multiple authors Requires careful collaboration Before writing establish clear guidelines for tone, sentence and paragraph length, and word choice Writing styles Agree on style points before you start Tidy the draft to smooth out contrasts in writing styles between sections
- #42 Front matter Cover Title page centred and spaced evenly on the page: full title of report, in boldface and/or uppercase letters but not enclosed in quotation marks name of the person and group or organization for which the report was prepared, prefaced by Prepared for, Presented to, or Submitted to names of the writer(s) or compiler(s), along with their job title(s) and the name of their organization, prefaced by Prepared by or Submitted by date of submission or date report is to be distributed Letter of transmittal officially introduces the report and provides permanent record of document delivery written on company stationery memo form for insiders, letter form for outsiders Contents: begins with statement indicating topic and the fact that the report is being transmitted: Here is the report on privacy issues you requested on November 3 . . . refers to report’s purpose and authorization under which it was written briefly describes report and highlights its conclusions and recommendations expresses appreciation for assignment and for special help received from others in its preparation closes with follow-up action and an offer of assistance in answering questions or with looking forward to discussing the report’s details Table of contents Lists all sections or headings of report in order of appearance, giving initial page number for each Front matter numbered using lower case Roman numerals Word-processing programs allow you to generate a table of contents automatically List of figures/tables/illustrations If report has a few, list in section at bottom of TOC If many, list on page following TOC number tables and figures independently and consecutively with Arabic numbers (i.e., could be a Table 1 and a Figure 1) Executive summary Roughly 10 per cent of length of report Overview of report’s most important information Usually written after report
- #43 Body Introduction Purpose statement—1 to 2 sentences (to explain, to recommend) Scope—lay out boundaries of report Background—puts report in perspective; brief review of events that created problem or description of solutions that failed Organization—maps out report’s structure Sources and methods—outline procedures for any primary source research you did Discussion of findings Most substantial section Discusses results on which recommendations are based, with careful interpretation and analysis of data and research Use headings to guide reader through the section logically to build your case Conclusions What the findings mean Restates main points of report May be combined with recommendations Recommendations What steps to take next Feasible and appropriate Presented 1 at a time as numbered list Start each one with a verb
- #44 Back matter Appendices Supplementary information too lengthy or detailed to include in body Can be more than 1 appendix Each appendix contains only 1 type of information: tables, diagrams, illustrations, etc. References or works cited Avoid plagiarism, support assertions, help reader access source material APA documentation: author-date-page parenthetical in-text citations (refer to Table 12.2 in text) MLA documentation: author-date parenthetical in-text citations (refer to Table 12.3 in text) Glossary