Chapter 12 Business Report Basics Business Report Basics

Chapter 12 Business Report Basics

Business Report Basics Characteristics of Reports Structure and Organization Report Writing Process Research Report Data Ch. 11, Slide 2

Preparing to Write Business Reports © Photodisc / Getty Images What are business reports? Business reports are systematic attempts to answer questions and solve problems. Ch. 11, Slide 3

What Are Business Reports? Business reports are systematic attempts to answer questions and solve problems. They include the following activities. §Planning §Research §Organization §Presentation Ch. 12, Slide 4

Preparing to Write Business Report functions § Informational § reports Analytical reports Writing style § Formal § Informal Report patterns § Direct pattern § Indirect pattern Ch. 11, Slide 5

Preparing to Write Business Report formats Letter Memo Manuscript Printed forms Digital © TRBfoto / Photodisc / Getty Images § § § Ch. 11, Slide 6

Ten Truths You Should Know About Reports Everyone writes reports. Most reports flow upward. Most business reports are informal. Ch. 11, Slide 7

Ten Truths You Should Know About Reports Three formats are most popular: Memo format Letter format Manuscript format Ch. 11, Slide 8

Ten Truths You Should Know About Reports differ from memos and letters. Today’s reports take advantage of computer technologies. Many reports are collaborative efforts. Ch. 11, Slide 9

Ten Truths You Should Know About Reports Ethical report writers interpret facts fairly. Organization is imposed on data. The writer is the reader’s servant. Ch. 11, Slide 10

Report Formats § § Letter format Memo format Manuscript format Printed forms Ch. 12, Slide 11

Report Formats § Letter Format § Short informal reports addressed outside the organization Ch. 12, Slide 12

Report Formats § Memo Format § Short informal reports that stay within the organization Ch. 12, Slide 13

Report Formats § Manuscript Format § Longer, more formal Ch. 12, Slide 14

Report Formats § Printed Forms § Prepared forms used for repetitive data Ch. 12, Slide 15

Audience Analysis and Report Organization The Direct Pattern If readers are informed If readers are supportive If readers are eager to have results first Direct Pattern Ch. 11, Slide 16

Direct Pattern Analytical Report Informational Report Introduction/Problem Introduction/Background __________________________________ __________________________________ Facts/Findings __________________________________ __________________________ Summary __________________________________ __________________________________ ____________________________ CONCLUSIONS/ RECOMMENDATIONS __________________________________ Facts/Findings __________________________________ Discussion/Analysis __________________________________ Ch. 11, Slide 17

Audience Analysis and Report Organization The Indirect Pattern If readers need to be educated If readers need to be persuaded If readers may be disappointed or hostile Indirect Pattern Ch. 11, Slide 18

Indirect Pattern Analytical Report Introduction/Problem __________________________________ Facts/Findings __________________________________ Discussion/Analysis __________________________________ CONCLUSIONS/ RECOMMENDATIONS __________________________________ Ch. 11, Slide 19

Report Formats Letter format Ch. 12, Slide 20

Center for Consumers of Legal Services Informational Report—Letter Format P. O. Box 260 Richmond, VA 23234 (804) 248 - 8931 www. cclegalservices. com September 7, 2007 Ms. Lisa Burgess, Secretary Lake Austin Homeowners 3902 Oak Hill Drive Austin, TX 78134 Dear Ms. Burgess: As executive director of the Center for Consumers of Legal Services, I'm pleased to send you this information describing how your homeowners’ association can sponsor a legal services plan for its members. After an introduction with background data, this report will discuss three steps necessary for your group to start its plan. Introduction A legal services plan promotes preventative law by letting members talk to attorneys whenever problems arise. Prompt legal advice often avoids or prevents expensive litigation. Because groups can supply a flow of business to the plan's attorneys, groups can negotiate free consultation, follow-up, and discounts. Ch. 11, Slide 21

Informational Report—Letter (Continued) Two kinds of plans are commonly available. The first, a free plan, offers free legal consultation along with discounts for services when the participating groups are sufficiently large to generate business for the plan's attorneys. These plans actually act as a substitute for advertising for attorneys. The second common type is the prepaid plan. Prepaid plans provide more benefits, but members must pay annual fees, usually $200 or more a year. Over 30 million people are covered by legal services plans today, and a majority belong to free plans. Since you inquired about a free plan for your homeowners' association, the following information describes how to set up such a program. Determine the Benefits Your Group Needs The first step in establishing a free legal service is to meet with the members of your group to decide what benefits they want. Typical benefits include the following: Free consultation. Members may consult a participating attorney--by phone or in the attorney's office--to discuss any matter. The number of consultations is unlimited, provided each is about a separate matter. Consultations are generally limited to 30 minutes, but they include substantive analysis and advice. Free document review. Important papers--such as leases, insurance policies, and installment sales contracts--may be reviewed with legal counsel. Members may ask questions and receive an explanation of terms. Ch. 11, Slide 22

Report Formats Memo format Ch. 12, Slide 23

Analytical Report—Memo Format Atlantic Environmental, Inc. Interoffice Memo DATE: March 7, 2008 TO: Kermit Fox, President FROM: Cynthia M. Rashid, Environmental Engineer SUBJECT: Investigation of Mountain Park Commercial Site For Allegheny Realty, Inc. , I've completed a preliminary investigation of its Mountain Park property listing. The following recommendations are based on my physical inspection of the site, official records, and interviews with officials and persons knowledgeable about the site. Recommendations To reduce its potential environmental liability, Allegheny Realty should take the following steps in regard to its Mountain Park listing: • Conduct an immediate asbestos survey at the site, including inspection of ceiling insulation material, floor tiles, and insulation around a gas-fired heater vent pipe at 2539 Mountain View Drive. Ch. 11, Slide 24

Analytical Report—Memo (Continued) • Prepare an environmental audit of the generators of hazardous waste currently operating at the site, including Mountain Technology. • Obtain lids for the dumpsters situated in the parking areas and ensure that the lids are kept closed. Findings and Analyses My preliminary assessment of the site and its immediate vicinity revealed rooms with damaged floor tiles on the first and second floors of 2539 Mountain View Drive. Apparently, in recent remodeling efforts, these tiles had been cracked and broken. Examination of the ceiling and attic revealed further possible contamination from asbestos. The insulation for the hot-water tank was in poor condition. Located on the property is Mountain Technology, a possible hazardous waste generator. Although I could not examine its interior, this company has the potential for producing hazardous material contamination. In the parking area large dumpsters collect trash and debris from several businesses. These dumpsters were uncovered, thus posing a risk to the general public. Ch. 11, Slide 25

Indirect Pattern Analytical Report Introduction/Problem __________________________________ Facts/Findings __________________________________ Discussion/Analysis __________________________________ CONCLUSIONS/ RECOMMENDATIONS __________________________________ Ch. 11, Slide 26

Analytical Report— Manuscript Format REDUCING VEHICLE EMISSIONS AND SMOG IN THE LOS ANGELES BASIN INTRODUCTION Pacific Enterprises, Inc. , is pleased to submit this report to the Air Resources Board of Los Angeles County in response to its request of April 18. This report examines the problem of vehicle emissions in the Los Angeles Basin. Moreover, it reviews proposed solutions and recommends a course of action that will lead to a significant reduction in the hydrocarbon and nitrogen oxide emissions of older vehicles. Background and Discussion of Problem The County of Los Angeles has battled dirty air for five decades. The largest stationary polluters (manufacturers, petroleum refineries, and electric power plants, for example) are no longer considered a major source of pollution. Today, the biggest smog producers are older automobiles, trucks, and buses. Newer vehicles, as a result of improved technology and government regulation, have sharply reduced their emissions. However, nearly 400, 000 pre-1980 vehicles continue to operate on Southern California's streets and freeways. A recent statefunded study (Rutman 37) estimated that 50 percent of the smog generated in Southern California comes from these older vehicles. Ch. 11, Slide 27

Analytical Report— Manuscript (Continued) However, many of these vehicles are either undetected or exempted from meeting the clean-air standards. Little has been done to solve this problem because retrofitting these old cars with modern pollution control systems would cost more than many of them are worth. Two innovative solutions were recently proposed. Reducing Smog by Eliminating Older Cars Two large organizations, Unocal and Ford Motor Company, suggested a buy-out program to eliminate older cars. To demonstrate its effectiveness, the two firms bought more than RECOMMENDATIONS Based on our findings and the conclusions discussed earlier, we submit the following recommendations to you: 1. Study the progress of Germany's attempt to reduce smog by retrofitting older vehicles with computer-controlled fuel management systems. 2. Encourage Ford Motor Company and Unocal to continue their buy-out programs in exchange for temporary smog credits. 3. Invite Neutronics Enterprises in Carlsbad, California, to test its Lambda emission. Ch. 11, Slide control system at your El Monte test center. 28

Work Plan for a Formal Report § Statement of problem § Statement of purpose § Sources and methods of data collection § Tentative outline § Work schedule Ch. 11, Slide 29

Researching Report Data Ch. 12, Slide 30

Researching Report Data Secondary Print Data § Books – card catalog, online catalog § Periodicals – print indexes, electronic indexes Ch. 11, Slide 31

Researching Report Data Secondary Electronic Data § Electronic databases ABI/INFORM Lexis. Nexis Academic Factiva EBSCO § Web search tools Google MSN Search Yahoo Search AOL Ch. 11, Slide 32

Researching Report Data Secondary Electronic Data Evaluating Web sources How current is the information? How credible is the author or source? What is the purpose of the site? Do the facts seem reliable? Ch. 11, Slide 33

Tips for Searching the Web § § Use two or three search tools. Know your search tool. Understand case sensitivity. Use nouns as search terms and up to eight words in a query. § Combine keywords into phrases. § Omit articles and prepositions. Ch. 11, Slide 34

Tips for Searching the Web § § § Use wild cards. Learn basic Boolean search strategies. Bookmark the best sources. Repeat your search a week later. Keep trying. Evaluate your Web sources for currency, authority, content, and accuracy. Ch. 11, Slide 35

Researching Report Data § Basic Boolean Search Strategies • AND – identifies documents containing all of the specified words: employee AND productivity AND morale • OR – identifies documents containing at least one of the specified words: employee OR productivity OR morale Ch. 12, Slide 36

Researching Report Data § Basic Boolean Search Strategies, cont. • NOT – excludes documents containing the specified word(s): employee productivity NOT morale • NEAR: – finds documents containing target words within a specified distance, for example, 10 words: employee NEAR productivity Ch. 12, Slide 37

Researching Primary Data Surveys Interviews Observation Experimentation Ch. 11, Slide 38

Documenting Data Reasons for crediting sources § Strengthens your argument § Protects you from charges of plagiarism § Instructs readers Ch. 11, Slide 39

Documenting Data Learn what to document § Another person's ideas, opinions, examples, or theory § Any facts, statistics, graphs, and drawings that are not common knowledge § Quotations of another person's actual spoken or written words § Paraphrases of another person's spoken or written words Ch. 11, Slide 40

Documenting Data Learn to paraphrase § Read the original material carefully so that you can comprehend its full meaning. § Write your own version without looking at the original. § Do not repeat the grammatical structure of the original, and do not merely replace words of the original with synonyms. § Reread the original to be sure you covered the main points but did not borrow specific language. Ch. 11, Slide 41

Documenting Data Two documentation formats § Modern Language Association Author’s name and page (Smith 100) placed in text; complete references in "Works Cited. " § American Psychological Association Author’s name, date of publication, and page number placed near the text reference (Jones, 2006, p. 99). Complete references listed at the end of the report in "References. ” Ch. 11, Slide 42

Illustrating Report Data Ch. 12, Slide 43

Illustrating Report Data n Forms • and objectives of graphics Photograph, map, illustration To create authenticity, to spotlight a location, and to show an item in use

Illustrating Report Data Functions of graphics § § To clarify data To create visual interest To condense and simplify data To make numerical data meaningful Ch. 11, Slide 45

Illustrating Report Data n Forms • and objectives of graphics Table To show exact figures and values Class Agree Disagree Undecided Seniors 738 123 54 Juniors 345 34 76 Sophomores 123 234 78 Freshmen 45 567 123

Illustrating Report Data n Forms • and objectives of graphics Bar chart To compare one item with others

Bar Charts n Bar charts make visual comparisons. They can compare related items, illustrate changes in data over time, and show segments as parts of wholes. n Bar charts may be vertical, horizontal, grouped, or segmented. Avoid showing too much information, thus producing clutter and confusion.

Bar Charts n The length of each bar and segment should be proportional. n Dollar or percentage amounts should start at zero.

Vertical Bar Chart Ch. 11, Slide 50

Vertical Bar Chart § § §Scale §value Figure 1 2006 MPM INCOME BY DIVISION Figure number Figure title §Millions of Dollars § 40 §$32. 2 § 30 §$22. 0 §$24. 3 § 20 § 10 § 0 §Theme §Motion §Videos §Parks §Pictures §Source: Industry Profiles (New York: Data. Pro, 2002), 225. §Scale captions §Source note

Vertical Bar Chart § Use bar charts to make visual comparisons. Compare related items, illustrate changes in data over time, or show segments as parts of wholes. § Make bar charts in vertical, horizontal, grouped, or segmented forms. Avoid shoeing too much information, thus producing clutter and confusion. § Make the length of each bar and segment proportional. § Start dollar or percentage amounts at zero. Ch. 11, Slide 52

Illustrating Report Data n Forms • and objectives of graphics Line chart To demonstrate changes in quantitative data over time

Illustrating Report Data n Forms • and objectives of graphics Pie graph To visualize a whole unit and the proportion of its components

Pie Graph § 2006 MPM INCOME BY DIVISION §DVDs & Videos

Pie Chart Ch. 11, Slide 56

Pie Chart § Use pie charts to show a whole and the proportion of its components. § Generally begin at the 12 o’clock position, drawing the largest wedge first. § Include, if possible, the actual percentage or absolute value for each wedge. § Use four to eight segments for best results; if necessary, group small portions into one wedge called “Other. ” § Distinguish wedges with color, shading, or crosshatching. § Keep all labels horizontal. Ch. 11, Slide 57

Illustrating Report Data n Forms • and objectives of graphics Flow chart To display a process or procedure §Receive §Test §Repair §Re-box §Re-stock §Floor §Shelves §Ship

Illustrating Report Data n Forms • and objectives of graphics Organization chart To define a hierarchy of elements §Charles Eubank §President §William Dixon §Joan Williams §Wayne Lu §Vice President §Sales §Vice President §Design §Vice President §Production §Clarice Brown §John Deleuze §George La. Porte §Manager §Foreman

Illustrating Report Data Forms and Objectives § Photograph, map, illustration To create authenticity, to spotlight a location, and to show an item in use Ch. 11, Slide 60

End Ch. 11, Slide 61