Transcript Essentials of Business Communication

Chapter 9
Informal Reports
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-1
Report Functions
Information – present data without
analysis or recommendations
Analytical – provide analysis and
conclusions as well as data
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-2
Report Formats and
Organization
Letter format
E-mail and Memo format
Manuscript format
Prepared forms or templates
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-3
Direct Pattern

Most common organization pattern.
i. Introduction
ii. Facts
iii. Summary
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-4
Indirect Pattern

Never used for information reports, but might
be used for analytical reports.
i.
ii.
iii.
iv.
Introduction
Facts and Findings
Analysis and Discussion
Conclusions and Recommendations
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-5
10 Tips for Designing Better
Documents
1.
2.
3.
4.
5.
Analyze your audience.
Choose an appropriate type size.
Use a consistent type font.
Don’t justify right margins.
Separate paragraphs and sentences
appropriately.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-6
10 Tips for Designing Better
Documents (cont.)
6. Design readable headlines.
7. Strive for an attractive layout.
8. Use graphics and clip art with restraint.
9. Avoid amateurish results.
10.Become comfortable with templates.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-7
Informal Report Guidelines
Define the Project
Ask the question: “Am I writing this
report to inform, to analyze, to solve a
problem, or to persuade?”
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-8
Informal Report Guidelines
Gather Data
Good reports are based on solid, accurate, verifiable
facts. Gather data from:
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Company records
Observation
Surveys, questionnaires, inventories
Interviews
Electronic and Other Research
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-9
Informal Report Guidelines
Use Headings Effectively
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Consistency.
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Strive for parallel construction.
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Use only short first- and second-level headings.
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Capitalize and underline carefully.
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Keep headings short but clear.
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Don’t enclose headings in quotation marks.
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Don’t use heading as antecedents.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-10
Informal Report Guidelines
Be objective.
• Present both sides of an issue.
• Separate fact from opinion.
• Be sensitive and moderate in
your language choice.
• Cite sources.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-11
Six Kinds of Informal Reports
Information Reports
Progress Reports
Justification / Recommendation Reports
Feasibility Reports
Summary Reports
Minutes of Meetings
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-12
Information Reports

Introduction
• Explain why you are writing.
• Establish credibility of data methods and sources.
• Provide background.
• Identify report purpose.
• Offer a preview of the findings.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-13
Information Reports

Findings
• Organize chronologically, alphabetically,
topically, or by importance.
• Group similar topics together.
• Use appropriate headings.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-14
Information Reports

Summary
• May include or omit summary.
• If included, present objective and impartial
review of findings.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-15
Progress Reports
Describe the headway of an unusual or nonroutine project.
• Purpose and nature of project
• Complete summary of work completed
• Work in progress (personnel, methods,
obstacles, solutions)
• Forecast of future activities including
recommendations and requests
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-16
Justification /
Recommendation Reports
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Present information and analysis to solve a problem.
Non-sensitive topics and recommendations should be
organized using the direct pattern.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-17
Justification /
Recommendation Reports
Introduction:
identifies the problem or need briefly
Announce the recommendations:
use action verbs and be brief
Discuss the pros, cons and costs:
explain the benefits or steps taken to solve the problem more fully
Conclude with a summary:
specify the recommendation or actions to be taken
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-18
Feasibility Reports
Examine the practicality and advisability of following a
course of action.
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Announce decision immediately.
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Describe background and problem.
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Discuss benefits of proposal.
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Describe problems.
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Calculate costs.
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Show time frame of implementation.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-19
Summary Reports
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Compress data from a longer publication,
such as a business report, a magazine
article, or a book chapter.
Provide a quick overview.
Highlight primary ideas, conclusions, and
recommendations.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-20
Summary Reports
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
Usually omit examples, illustrations, and
references.
Often include headings and bulleted or
enumerated lists.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-21
Four steps to writing an
effective summary
1. Read the material carefully for understanding.
2. Lay out the structure of your summary.
3. Write a first draft.
4. Proofread and revise.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-22
Minutes of Meetings
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
Provide a summary of the proceedings of
meetings.
Create a concise, permanent record for future
reference.
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-23
Minutes of Meetings
Write minutes that include:
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the name of the group, the date, time and place of
meeting
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names of attendees and absentees
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describe disposition of previous minutes
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record old business, new business, announcements,
and reports
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include precise wording of motions; record vote and
action taken
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conclude with name and signature of person recording
minutes
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-24
End
© 2007 by Nelson, a division of Thomson Canada Limited.
Ch. 9-25