BC: Ch 9

9-1 Prepping Reports in the Digital Age

  • Business Reports

    • Because organizations face intense competition and constant technological change, efficient reporting plays a critical role in helping managers sift through huge amounts of data to make decisions.

      • Decisions are usually based on information submitted in reports.

      • Routine reports keep managers informed about work in progress.

      • Focused reports help managers analyze the challenges they face before recommending solutions.

      • In the digital age, the amount of data expands exponentially by the minute; report writers are challenged to make sense of it.

    • Reports are meant to convey information, answer questions, and solve problems.

  • Types of reports

    • Informational reports: A report that collects and organizes information without analysis or recommendations.

      • Examples: trip reports, status reports, monthly sales reports, status updates, and government compliance reports

    • Analytical reports: a report that provides data, analyses, and conclusions; may also provide recommendations and may intend to persuade readers to act or to change their beliefs.

      • Examples: yardstick report, feasibility studies, and justification reports

  • Organizational Strategies

    • The reader’s anticipated reaction and the content of a report determine its organizational strategy. (Long reports might switch between the two)

    • Direct: when you place the purpose for writing close to the beginning of a report

      • Reasons to organize directly: readers are supportive of or familiar with the topic, gives readers the results of the report immediately

      • Usually informational reports

      • introduction, the facts, and a summary (a report that compresses the main points from a book, report, article, website, meeting, or convention; also offers more sources)

        • Headings used to direct audience to main points.

        • In the subject line, refer to previous inquiry to connect it

        • In intro, clarify main ideas and present background info

        • The facts are given in a bulleted list with no commentary

    • Indirect: when the conclusions and recommendations, if requested, appear at the end of the report.

      • Structure: an introduction or description of the problem, facts and explanations, and finally conclusions and recommendations

      • Helpful when readers

        • Are unfamiliar with the problem

        • Must be persuaded

        • May be disappointed or hostile toward the report’s findings

        • The writer is more likely to retain interest by explaining, justifying, and analyzing the facts and then making recommendations. (problem, alternatives (facts), solution)

  • Formal and informal writing styles

    • Style depends on their purpose, audience, and setting.

    • Formal: a writing style that projects objectivity, authority, and impartiality; it may use third-person, passive-voice verbs, complex sentences, and long words.

      • Examples: Research reports from consultants to their clients.

    • Informal: a writing style that projects friendliness and casualty

      • First or second person

      • Example: trip report to boss

9-2 Formats and Heading Levels

  • Format

    • Design should be visually appealing and professional looking

    • Include a hierarchy (the level of importance of the parts or headings in a document) of meaningful headings that highlight major points, allowing readers to see the flow of ideas

    • Templates (a prepared form used for repetitive routine reports such as sales reports, performance appraisals, merchandise inventories, and personnel matters) or reporting software standardize the look of reports

    • The format of a report depends on its length, topic, audience, and purpose.

      • Digital Formats and PDF Files

        • Condenses documents while preserving the formatting and graphics

        • Can include links to external websites, engaging multimedia effects, interactive charts and videos

      • Digital Slide Decks

        • Slide decks: A collection of PowerPoint or other slides that may replace print pages of dense report text

        • Can be sent by e-mail, embedded on the Web, or posted on a company intranet

        • May have more text than typical presentation slides because they aren’t paired with a speech

        • Fields that are related to statistics (ex: marketing, technology, media, entertainment, and consulting) use them to summarize findings

      • Infographics

        • Infographics: visual representations of data or information; displays complex information quickly and clearly

        • Affordable

        • Can be shared on social media easily

        • Can tell compelling stories and help businesses attract and inform consumers

      • E-Mail and Memo Formats

        • Many reports are attached to e-mails, posted online, or, if short, embedded in the body of e-mails.

        • These short ones use a memo format (format for short, informal reports that stay within organizations; employs standard headings such as Date, To, From, and Subject that give background info)

        • Shorter, headings, and deliberately organized

        • Usually sent as PDF

      • Forms and Templates

        • Useful for repetitive data (monthly sales reports, performance appraisals, merchandise inventories, and personnel and financial reports)

        • Save time and ensures that all necessary information is included.

      • Letter Format

        • Letter format: an appropriate format for a short (usually eight or fewer pages) informal report addressed to an outside organization; prepared on a company’s letterhead stationery.

        • Found in government agencies, real estate companies, and accounting firms

        • Contains a date, inside address, salutation, and complimentary close

        • Longer and more carefully organized

        • Can have headings and attachments

        • Usually sent as PDF

      • Manuscript Format

        • Manuscript format: an appropriate format for longer, more formal reports; usually printed on plain paper without letterhead

        • Title, systematically displayed headings and subheadings

  • Headings

    • Descriptive headings help readers comprehend the organization of a report.

    • Viewers can see major ideas at a glance

    • Break up large chunks of text into manageable and readable segments

    • Functional headings: a short heading (such as Introduction, Discussion of Findings, and Conclusion) that describes report functions or general topics

      • One or two word labels

      • Don’t tell you much about what is in the report

      • Useful for routine reports

    • Talking headings: a longer heading that provides more information and sparks interest

      • Be careful they actually contribute to ideas and not detract

    • Guidelines to create effective report headings

      • Construct a clear hierarchy of heading levels.

        • Hierarchy: organization that shows the level of importance of the parts or headings in a document

        • One to three heading levels

        • Placement, size, and font should match the other headings in that level.

        • The hierarchy must be clear to the reader

      • Capitalize and emphasize carefully.

        • All capital letters for main titles,(ex: a report or chapter title)

        • For first- and second-level headings:

          • Capitalize the first letter of main words (anything that isn’t articles, conjunctions, and prepositions unless they are the first or last words in the heading.

          • Headings generally appear in bold font

      • Create grammatically equal (parallel) heading levels.

        • Try to create headings that are grammatically equal, or parallel, within the same level.

        • Ex: Developing Product Teams and Presenting Plan to Management are parallel headings; they both begin with an action word ending in -ing.

      • For short reports use one or two heading levels.

        • First-level headings might be bold and left-aligned

        • Second-level headings might be bold paragraph headings

      • Include at least one heading per report page, but don’t end the page with a stand-alone heading.

        • Headings increase the readability and add visual appeal to report pages

        • Headings break up blocks of text and reveal the topic.

        • Move a separated heading to the top of the following page

      • Apply punctuation correctly.

        • A stand-alone bold heading does not require end punctuation

        • A paragraph heading is followed by a period, which separates it from the text that follows

      • Keep headings short but clear.

        • One-word headings are emphatic but not always clear (Ex: Project does not describe anything)

        • A better heading would be [Company name] Internship Expectations.

        • Keep your headings brief (no more than eight words), but meaningful.

        • Clarity > brevity

9-3 Identifying the Problem, Defining the Purpose, and Collecting Data

  • Business reports are systematic attempts to compile data, answer questions, and solve problems.

  • Determine the Problem and Purpose

    • The first step: analyze or determine the problem the report will address.

      • Prepare a written problem statement to clarify the task.

    • Next: A statement of purpose defines the report’s purpose and scope.

      • Develop questions that help clarify the purpose:

        • Should the company compare the costs of buying and leasing cars?

        • Should the company gather current data on reimbursement costs for those driving personal cars?

        • Will the report writers evaluate the data and recommend a course of action?

        • Should the sales reps’ reactions be considered?

      • Then write a statement of purpose that answers the questions.

      • A written purpose statement limits the scope and provides a standard that keeps the project on target.

      • Choose action verbs telling what you intend to do: analyze, choose, investigate, compare, justify, evaluate, explain, establish, determine, etc.

      • Some reports need a simple statement of purpose (ex: to investigate expanded teller hours). Many reports, though, need expanded purpose statements.

  • Collect Information From Secondary and Primary Sources

    • A good report is based on solid, accurate, verifiable facts (research).

    • Two types of data:

      • Primary data: data that results from firsthand experience and observation.

      • Secondary data: data that comes from reading what others have experienced or observed and recorded.

    • Typical sources for informal reports are

      • Company records

        • Begin with an analysis of company records and files

        • Past performance and methods used to solve previous problems

      • Printed material

        • Physical libraries or e-libraries

        • Includes

          • Books

          • Newspapers

          • Periodicals (magazines and journals)

      • Digital resources

        • Extensive current and historical info

        • Can get info from government sites, news media, periodicals, nonprofits, and businesses

        • Social media can be used (Facebook comments, Twitter feeds, forum messages, and blog posts)

        • Most data for short informal posts are digital

      • Observation

        • Simply observing people and their habits

        • A primary source

        • May yield incomplete results

      • Surveys and questionnaires

        • Current user or customer feedback

        • A primary source

      • Interviews

        • Talking with individuals directly concerned with the problem

        • A primary source

        • Allow you to gather data from experts in their fields

9-4 Preparing Short Informational Reports

  • Informational reports often describe periodic, recurring activities (such as monthly sales or weekly customer calls) as well as situational, nonrecurring events (such as trips, conferences, and special projects).

    • Short informational reports may include safety compliance reports and summaries of longer publications.

    • Most informational reports have a neutral or receptive audience. (Informative not persuasive)

    • Nonsensitive data

    • Conversational, informal, direct, and

  • Trip, Convention, and Conference Reports

    • Employees typically submit reports to document trips and events they attended and what they learned.

      • Documentation to show that their money was well spent in funding the travel.

      • Inform management about business trends, procedures, legal requirements, or other information that would affect their operations and products.

    • When writing a trip or conference report, select the most relevant material and organize it directly and coherently.

      • Focus on 3-5 important topics which will become the body of the report

      • Add an introduction and a closing, and your report is organized.

      • General outline for trip and event reports:

        • Identify the event (name, date, and location)

        • Preview the topics that were discussed

        • In the body, summarize the main topics. Use headings and bullets to enhance readability.

        • Close by expressing appreciation, mentioning the value of the trip or event, and offering to share the information.

        • Itemize your expenses, if requested, on a separate sheet.

  • Progress or Interim Reports

    • Progress report: a report that monitors the headway and status of continuing projects; also called an “interim report”

    • Continuing projects often require progress reports to give status updates on the project.

    • May be external (to customers) or internal (to management).

    • Guideline to progress reports:

      • Specify the purpose and nature of the project.

      • Provide background information and context.

      • Describe the work completed so far.

        • Explain the WIP, including names, activities, methods used, and locations.

        • Describe current and anticipated problems and possible remedies.

      • Discuss plans and completion dates in the closing.

  • Minutes of meetings

    • Minutes: a record/summarization of the proceedings of a meeting

    • Most businesses send out team meeting minutes soon after meetings end.

    • Companies use templates for recording meeting minutes.

      • Formal, traditional minutes are written for more formal meetings and legislative bodies.

    • Guide to taking formal minutes:

      • Begin with name of the group, as well as the date, time, and place of the meeting.

        • International Association of Administrative Professionals

        • Planning Committee Meeting

        • March 14, 2019, 10 a.m.

        • Conference Room B. Hilton Gardena Hotel

      • Identify the attendees and absentees.

        • Present: Ann Smith, John Lee…

        • Absent: Dan Lowry

      • State whether the previous minutes were approved or revised.

        • Call to Order/Approval of Agenda/Approval of Minutes

        • The meeting was called to order by Chair Ellen Schlange at 10:05 a.m. The agenda was unanimously approved as distributed. Minutes from the February 1 meeting were read and approved.

      • Record briefly the discussions of old business, new business, announcements, and committee reports.

        • Reports of Officers and Committees

        • Unfinished Business

        • New Business

      • Include the precise wording of motions; record the votes and actions taken.

      • Conclude with adjournment and the name of the person recording the minutes.

      • Formal minutes may require a signature.

  • Summaries

    • Summary: compresses the main points from a book, report, article, website, meeting, or convention.

    • Saves time by reducing a report or article by 85 to 95 percent.

      • Ex: summaries that condense technical reports, periodical articles, or books so that a reader can skim the main ideas quickly.

        her report includes headings to highlight the article’s main ideas.

      • Summary guidelines:

        • State the main idea or purpose and the source of the piece being summarized.

        • Explain why the article was written.

        • Include major points but omit illustrations, examples, and references.

        • If summarizing a report, highlight its research methods, findings, conclusions, and recommendations.

        • Organize for readability by including headings and lists.

        • Paraphrase

        • If requested to do so, include your reaction or overall evaluation of the document.

    • Executive summary: summarizes a long report, proposal, or business plan, concentrating on what management needs to know

  • Preparing Short Analytical Reports

    • Informational reports generally provide data only, whereas analytical reports present more than information.

      • Writers of analytical reports evaluate the data and typically try to persuade the reader to accept the conclusions and act on the recommendations.

      • Informational reports emphasize facts; analytical reports emphasize reasoning and conclusions.

    • Three common types of analytical business reports:

      • Justification/recommendation reports

        • Ex: justifying/recommending buying equipment, changing a procedure, hiring an employee, consolidating departments, or investing funds

        • Aka internal proposals: a proposal that is written for an internal audience

        • Often formatted

      • Feasibility reports

        • Feasibility reports: a report that examines the practicality and advisability of proceeding with a plan of action

          • Answer the question, “Will this plan or proposal work?”

          • Typically internal reports written to advise on consolidating departments, offering a wellness program to employees, hiring an outside firm to handle accounting or social media, etc.

          • May also be written by consultants called in to investigate a problem.

          • The focus is on the decision: rejecting or proceeding with the proposed option.

          • Present information objectively.

          • Suggestions:

            • Announce the decision immediately

            • Tell the background and the problem this will solve

            • The pros of the proposal

            • The cons of the proposal

            • Calculate the costs

            • Show time frame

            • Conclude with an action request

      • Yardstick reports

        • A report that establishes criteria as a yardstick to compare alternatives in solving a problem

        • Examine problems with two or more solutions, establish criteria, and compare the alternatives.

          • Costs

          • Long-term benefits

          • Expected participation level

        • Effective for companies that must establish specifications for purchases and compare each manufacturer.

        • Also effective when exact specifications cannot be established.

        • A common decision this helps make is choosing which inexpensive job perk to offer employees (free food and beverages, flexible scheduling and telecommuting options, on-site gyms, and fitness classes)

          • Perk: nontraditional benefits that appeal to current and future employees

        • Typical approach:

          • Description of the problem

          • Explain possible solutions and alternatives

          • Establish criteria for comparing the alternatives and tell how the criteria were selected or developed

          • Discuss and evaluate each alternative in terms of the criteria

          • Draw conclusions and make recommendations

    • For some situations, you will organize analytical reports directly (the conclusions and recommendations near the beginning).

      • Pros of direct style

        • Saves time

        • When the reader has confidence in the writer (because of experience or credentials)

        • When the topic is routine or familiar and the reader is supportive

      • Cons of direct syle

        • If you present recommendations too quickly, the reader may immediately object to an idea you had not anticipated would trigger a negative reaction.

        • A reader may believe that you have oversimplified or overlooked something noteworthy if you lay out all the recommendations before explaining how you arrived at them.

      • Sequence

        • Identify the problem

        • Announce the recommendation, solution, or action concisely and with action verbs.

        • Explain the benefits of the recommendation or steps necessary to solve the problem.

        • Include a discussion of pros, cons, and costs.

        • Conclude with a summary specifying the recommendation and necessary action.

    • When you must lead the reader through the process of discovering the solution or recommendation, use the indirect strategy

      • Present conclusions and recommendations last

      • Reader but oppose a recommendation

      • Sequence

        • Refer to the problem in general terms in the subject line.

        • Describe the problem.

          • Use specific examples, supporting statistics, and authoritative quotes to lend credibility to the seriousness of the problem.

        • Discuss alternative solutions, beginning with the least likely to succeed.

        • Present the most promising alternative (your recommendation) last.

        • Show how the advantages of your recommendation outweigh its disadvantages.

        • Summarize your recommendation and specify the action it requires.

        • Ask for authorization to proceed if necessary.

    • Analytical reports answer specific questions, aid in decision-making, and provide conclusions to help management answer questions.


Practice Quiz

  • All the following are purposes of reports except __________.

    a. to solve problems

    b. to comply with governmental regulations

    c. to convey information

    d. to answer questions

  • You should organize a report using the indirect strategy when the reader must be educated or persuaded.

  • You are writing a short report to a familiar audience and plan to use an informal writing style. What can you do to make your writing informal? Use contractions such as won't, it's, let's, and we're.

  • You are preparing a short informal report to send to a client. You will most likely use a letter format.

  • Which of the following is an example of a talking heading?

    a. Wellness Incentive

    b. Study Reveals Higher Insurance Premiums

    c. Insurance Costs

    d. Problem

  • Belinda is writing a report and wants to use headings to help her readers understand the organization and to add visual appeal. What advice should she follow?

    a. Avoid the use of bolding on any heading.

    b. Capitalize the first letter of each word in a heading.

    c. Create headings using complete sentences.

    d. Include at least one heading per page.

  • The first step in writing a report is determining the report problem.

  • Which of the following is an example of a report purpose statement?

    a. Research indicates that employees who exercise experience fewer absences.

    b. This report will investigate the feasibility of an on-site exercise facility for all employees.

    c. An on-site employee exercise facility would improve morale.

    d. Many employees would benefit from an on-site exercise facility.

  • Which statement about primary and secondary research is most accurate?

    a. Secondary data result from firsthand experience and observation.

    b. Secondary data are easier and cheaper to gather than primary Data.

    c. Business reports must include both primary and secondary research.

    d. Primary data result from reading what others have experienced or observed and written down.

  • What advice should you follow when writing a progress report? Explain the work currently in progress, including personnel, activities, methods, and locations.

  • You are in charge of preparing the minutes for a recent board meeting. All the following should be included in these formal minutes except__________.

    a. the names of only the individuals attending the meeting (you should include the absentees as well in their own section)

    b. the precise wording of each motion presented

    c. a summary of all group discussions

    d. your name and signature

  • Your law firm has just been named co-counsel in a large lawsuit, and you have been given the task of condensing the original 500-page complaint into a shorter report for your partners to read. What kind of report would you most likely write? Summary

  • Your company needs a new wireless provider, and you have been assigned to research the alternatives and to determine the new provider. After conducting your research, what kind of report would you most likely write to reveal your results? Justification/recommendation report

  • Which of the following is not included in a feasibility report?

    a. The background and problem necessitating the proposal

    b. Problems that may result from implementation

    c. Persuasive techniques

    d. Costs of implementing the proposal

  • A yardstick report should develop specific criteria to compare alternatives.

  • (T/F) Informational reports provide data or findings, analyses, and conclusions. False. Informational reports provide data without analysis.

  • (T/F) The reader's anticipated reaction and the content of a report determine the organizational strategy. True

  • (T/F) An informal writing style is appropriate for external reports. False. It is always better to employ formal style for external reports unless specified otherwise.

  • (T/F) The format of a report depends on its length, topic, audience, and purpose. True

  • (T/F) Smart report writers avoid the use of headings in a report because they know that headings distract readers from the important information. False

  • (T/F) One of the most important steps in writing a report is gathering information. True

  • (T/F) A trip report is a type of informational report. True

  • (T/F) You are serving on a task force that is planning an event that will take place in six months. Management wants to be periodically informed of your group's activities. Your report to management will most likely be a justification or recommendation report. False. These reports will be progress reports.

  • (T/F) A yardstick report helps a company decide whether to proceed with a plan of action. False. A feasibility report does that.

  • (T/F) Justification/recommendation reports are written for external audiences. False. Justification/recommendation reports are usually written to internal management.