Intro to pro-comms - Reports

Report

A longer and more formal document which contains in-depth steps regarding an issue based on lots of research; the reader’s meant to reflect on it instead of respond

Proposal

A shorter and informal document that’s meant to persuade and also deals with simple problems with little research

What do reports do?

Reports help people make decisions and decide which course(s) of actions are best to take

Reasons for writing a report

• Introducing a new product line

• Merging two companies

• Results from a customer survey

• Expanding range of service

What are some questions to consider about the audience before writing a report?

• What does your audience expect to learn from your report?

• Do you have only one audience or multiple audiences?

• Do they have different levels of knowledge about the topic?

• How much research does your audience expect you to have done?

• How current does your research need to be?

What format may a report be in?

Memo/Email/Letter

What’s in a formal report?

They have:

• External audiences

• 11+ pages

• The research uses internal company data

• Inform larger, complex decisions/ considerations

• Front matter, Body, Back matter for format

What’s in an informal report?

• An internal audience

• 1-10 pages

• Memo/Email/Letter for format

• Solve/address day-today issues (minor)

• Primarily internal/ easily available sources

Informational reports

• Purely provide data

• No analysis, conclusions, or persuasion.

Informational reports (con’t)

• # of store thefts this week

• # of sales calls made

• Revenue reports

• Project status

• Incident report.

Analytical reports

• Investigate a problem or opportunity

• Provide analysis and a conclusion.

• Hiring a new strata management company

• Creating a new product line.

Front matter

• Title Page

• Table of Contents

• List of tables/figures/illustrations

• Abstract/Executive Summary

Title Page

• Title of report

• Who it’s prepared for

• Who it’s prepared by

• The date of submission

Executive Summary

A one-page overview meant to save time

Executive Summary content

• Summary of purpose

• Overview of key findings

• Identification of conclusions

• Overview of recommendations

Body

• Introduction

• Background Methods

• Results

• Analysis

• Discussion of Findings

• Conclusion / Recommendations

Introduction

Sets the stage for the report while clarifying what needed the report as well as orienting the reader to its structure

Introduction contents

• Background information

• Problem or purpose that’s being addressed

• Significance

• Scope

• Methods

• Organization

• Sources

Conclusion/Recommendations

Answering research questions outlined in the report as well as offering recommendations offer a course of action to solve the research question/issue

Back matter

• References/Works Cited

• Appendices

References / Works Cite

List all references used in the report with a reference

Appendices

Any supporting information/documentation that may be too large to place into the body of the report; each appendix contains one item which needs to be referenced in the report

Pros of using AI for reports

1. Efficiency: It can save time by generating content quickly.

2. . Content Ideas: Provides suggestions and ideas to overcome writer's block.

3. Customization: Can adapt tone and style to suit your audience or purpose.

4. Error Reduction: Offers grammar and structure improvements.

5. Accessibility: Helpful for non-native speakers to refine language.

Cons of using AI for reports

1. Accuracy: May produce incorrect or outdated information.

2. Plagiarism Risk: Generated content might unintentionally replicate existing work.

3. Dependence: Over-reliance could stifle your own creativity.

4. Ethical Concerns: Misuse could result in presenting AI-generated ideas as your own.

5. Lack of Context: AI may lack depth or insight into complex topics.