Transcript Essentials of Business Communication

Chapter 9
Informal Reports
Copyright © 2008 by Nelson Education Ltd.
Ch. 9-1
Report Functions
Information – present data without
analysis or recommendations
Analytical – provide analysis and
conclusions as well as data
Copyright © 2008 by Nelson Education Ltd.
Ch. 9-2
Report Formats and Organization
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Letter format
E-mail/memo format
Manuscript format
Prepared forms or templates
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Ch. 9-3
Direct Pattern
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Most common organization pattern.
i. Introduction
ii. Facts
iii. Summary
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Ch. 9-4
Indirect Pattern
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Never used for information reports, but might
be used for analytical reports.
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Introduction
Facts and Findings
Analysis and Discussion
Conclusions and Recommendations
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Ch. 9-5
10 Tips for Designing Better
Documents
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Analyze your audience.
Choose an appropriate type size.
Use a consistent type font.
Don’t justify right margins.
Separate paragraphs and sentences
appropriately.
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Ch. 9-6
10 Tips for Designing Better
Documents (cont.)
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Design readable headlines.
Strive for an attractive layout.
Limit the use graphics and clip art.
Avoid clutter.
10.Become comfortable with templates.
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Ch. 9-7
Informal Report Guidelines
Define the Project
Ask the question: “Am I writing this
report to inform, analyze, solve a
problem, or persuade?”
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Ch. 9-8
Informal Report Guidelines
Gathering Data
Good reports are based on solid, accurate
facts. Gather data from:
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Company Records
Observation
Surveys and Questionnaires
Interviews
Electronic and Other Research
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Ch. 9-9
Informal Report Guidelines
Using Headings Effectively
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Consistency.
Strive for parallel construction.
Use only short first- and second-level headings.
Capitalize and underline carefully.
Keep headings short but clear.
Don’t enclose headings in quotation marks.
Don’t use heading as antecedents.
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Ch. 9-10
Informal Report Guidelines
Being objective
• Present both sides of an issue.
• Separate fact from opinion.
• Be sensitive and moderate in your
language choice.
• Cite sources.
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Ch. 9-11
Four Kinds of Informal Reports
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Information Reports
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Progress Reports
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Justification / Recommendation
Reports
Minutes of Meetings
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Ch. 9-12
Information Reports
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Introduction
• Explain why you are writing.
• Describe methods and sources used to gather
information.
• Provide background.
• Give report purpose.
• Offer a preview of the findings.
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Ch. 9-13
Information Reports
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Findings
• Organize chronologically, alphabetically, topically, or
by importance.
• Number paragraphs, underline or boldface keywords,
or use bullets.
• Make headings parallel in structure.
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Ch. 9-14
Information Reports
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Summary
• Summary is optional.
• If included, summarize findings neutrally.
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Ch. 9-15
Progress Reports
Most progress reports include four parts.
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Purpose of the project
Complete summary of work completed
Description of work in progress (personnel,
methods, barriers, solutions)
Estimate of future activities, including
recommendations and requests
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Ch. 9-16
Justification /
Recommendation Reports
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Analyze a problem, discuss options, and present a
recommendation, solution, or action to be taken.
Non-sensitive topics and agreeable recommendations
should be organized using the direct pattern.
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Ch. 9-17
Justification /
Recommendation Reports
Introduction:
identifies the problem or need briefly
Announce the recommendation, solution, or action:
use action verbs and be brief
Discuss the pros, cons, and costs:
explain the benefits or steps to solve the problem more fully
Conclude with a summary:
specify the recommendation or action to be taken
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Ch. 9-18
Minutes of Meetings
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Provide a summary of what happens in a
meeting.
Create a permanent record for future reference.
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Ch. 9-19
Minutes of Meetings
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Provide name of the group, the date, time and place of
meeting.
Give names of attendees and absentees.
Describe details of previous minutes.
Record old business, new business, announcements,
and reports.
Include precise wording of motions; record vote and
action taken.
Conclude with name and signature of person recording
minutes.
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Ch. 9-20
End
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Ch. 9-21