Chapter 9 Informal Reports Essentials of Business Communication

Understanding Report Basics © 2013 Cengage Learning ● All Rights Reserved Functions Patterns § Informational § Analytical § Direct § Indirect Formats Report Delivery § § § § § Letter Memo/E-Mail Manuscript Preprinted forms Digital In person Mail Fax E-mail Online Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 2

Report Functions © 2013 Cengage Learning ● All Rights Reserved Informational Present data without analysis or recommendations Analytical Present data or findings, analyses, conclusions, and recommendations Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 3

Report Patterns The Direct Strategy If readers are informed If readers are supportive If readers are eager to have results first © 2013 Cengage Learning ● All Rights Reserved Direct Strategy Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 4

Direct Strategy © 2013 Cengage Learning ● All Rights Reserved Analytical Report Informational Report Introduction/Problem Introduction/Background __________________________________ __________________________________ Facts/Findings __________________________________ __________________________ Summary __________________________________ __________________________________ ____________________________ CONCLUSIONS/ RECOMMENDATIONS __________________________________ Facts/Findings __________________________________ Discussion/Analysis __________________________________ Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 5

Report Patterns The Indirect Strategy If readers need to be educated If readers need to be persuaded If readers may be disappointed or hostile © 2013 Cengage Learning ● All Rights Reserved Indirect Strategy Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 6

Indirect Strategy © 2013 Cengage Learning ● All Rights Reserved Analytical Report Introduction/Problem __________________________________ Facts/Findings __________________________________ Discussion/Analysis __________________________________ CONCLUSIONS/ RECOMMENDATIONS __________________________________ Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 7

Report Formats Letter For informal reports sent to outsiders For informal reports sent within Memo/E-Mail organizations © 2013 Cengage Learning ● All Rights Reserved Manuscript For longer, more formal reports. Preprinted forms For routine activities, such as expense reports. Digital Useful for collaboration and for posting online Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 8

Developing Informal Reports © 2013 Cengage Learning ● All Rights Reserved § Determine problem and purpose. § Gather data. § Organize data. § Write first draft. § Edit and revise. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 9

Gathering Data for Reports © 2013 Cengage Learning ● All Rights Reserved § Company records § Printed materials (books, newspapers, and periodicals) § Electronic resources (Web, electronic databases, online resources) § Personal observation and experience § Surveys, questionnaires, and inventories § Interviews Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 10

Typical Informal Reports © 2013 Cengage Learning ● All Rights Reserved u Information reports v Progress reports w Justification/recommendation reports x Feasibility reports y Minutes of meetings z Summaries Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 11

Information Reports What do they do? © 2013 Cengage Learning ● All Rights Reserved • Collect and organize information • Provide findings without analysis or persuasion Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 12

Writing Plan: Information Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved § Explain why you are writing; define purpose. § Describe credibility of data methods and sources. § Provide background information. § Preview what is to follow. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 13

Writing Plan: Information Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved § Organize facts/findings in a logical sequence: • Chronological • Alphabetical • Geographical • Topical • Journalism style • By importance/complexity § Group similar topics together. § Use appropriate headings. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 14

Writing Plan: Information Reports Introduction © 2013 Cengage Learning ● All Rights Reserved § § Findings Conclusion Summarize findings. Synthesize reactions. Suggest action to be taken. Express appreciation, if applicable. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 15

Progress Reports What do they do? © 2013 Cengage Learning ● All Rights Reserved • Explain the progress of continuing projects • May be internal or external Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 16

Writing Plan: Progress Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved § Specify the purpose and nature of the project. § Provide background information. § Preview what is to follow. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 17

Writing Plan: Progress Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved § Describe work completed. § Explain work currently in progress (personnel, activities, methods, locations). § Describe current problems. § Anticipate problems and possible remedies. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 18

Writing Plan: Progress Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved § Discuss future activities. § Provide expected completion date. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 19

Justification/Recommendation Reports What do they do? © 2013 Cengage Learning ● All Rights Reserved Justify or recommend something (buying equipment, changing a procedure, hiring an employee, etc. ) Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 20

Determining Organizational Pattern When reader will likely agree with recommendations When reader may oppose recommendations © 2013 Cengage Learning ● All Rights Reserved Direct Strategy Indirect Strategy § § § § Problem Recommendations Facts Discussion Problem Facts Discussion Recommendations Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 21

Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved Direct Strategy § Identify problem or need briefly. § Announce recommendation, solution, or action. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 22

Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved Direct Strategy § Explain benefits of recommendation or steps necessary to solve problem. § Discuss pros, cons, costs. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 23

Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved Direct Strategy § End with summary specifying recommendation. § Outline necessary action. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 24

Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved Indirect Strategy § Describe problem or need. § Use specific examples and supporting statistics. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 25

Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved Indirect Strategy § Discuss alternative solutions. § Present your recommendation and its advantages. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 26

Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved Indirect Strategy § Summarize your recommendation. § Ask for authorization to proceed. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 27

Feasibility Reports What do they do? © 2013 Cengage Learning ● All Rights Reserved • Examine the practicality and advisability of a course of action • Ask: Will this plan or proposal work? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 28

Writing Plan: Feasibility Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved § Announce your decision immediately. § Describe the background and problem necessitating the proposal. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 29

Writing Plan: Feasibility Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved § Discuss the benefits of the proposal. § Describe any problems that may result. § Calculate the costs associated with the proposal, if appropriate. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 30

Writing Plan: Feasibility Reports Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved Show the time frame necessary for implementation of the proposal. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 31

Minutes of Meetings What do they do? © 2013 Cengage Learning ● All Rights Reserved • Summarize the proceedings of meetings • Provide record of action items and exact wording of motions Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 32

Writing Plan: Minutes of Meetings Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved § Provide name of group and date, time, and place of meeting. § Identify names of attendees and absentees. § State whether previous minutes were approved or revised. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 33

Writing Plan: Minutes of Meetings Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved § Record old business, new business, announcements, and reports. § Include precise wording of motions. § Record votes and actions taken. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 34

Writing Plan: Minutes of Meetings Introduction Findings Conclusion © 2013 Cengage Learning ● All Rights Reserved Conclude with name and signature of person recording the minutes. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 35

Summaries What do they do? © 2013 Cengage Learning ● All Rights Reserved • Compress the main points from books, articles, Web sites, meetings, and conventions • Save time because they can reduce reports or articles by 85 to 90 percent Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 36

Preparing Summaries © 2013 Cengage Learning ● All Rights Reserved § Present the goal or purpose of the document being summarized. § Highlight the research methods (if appropriate), findings, conclusions, and recommendations. § Omit illustrations, examples, and references. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 37

Preparing Summaries © 2013 Cengage Learning ● All Rights Reserved § Include headings and bulleted or numbered lists. § Paraphrase; do not copy from the document. § Include your reactions or an overall evaluation of the document if asked to do so. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 38

Developing an Appropriate Writing Style © 2013 Cengage Learning ● All Rights Reserved Mary

Informal Report Writing Style Uses © 2013 Cengage Learning ● All Rights Reserved § Short, routine reports aimed at familiar audiences § Noncontroversial reports § Most reports to company insiders Effect Feeling of warmth, personal involvement, closeness Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 40

Informal Report Writing Style Characteristics © 2013 Cengage Learning ● All Rights Reserved § Use of first-person pronouns (I, we, us) § Use of contractions (can’t, don’t, I’ll) § Emphasis on active-voice verbs (I conducted the study) § Shorter sentences, familiar words § Occasional use of humor, metaphors § Acceptance of author’s opinions, ideas Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 41

Formal Report Writing Style © 2013 Cengage Learning ● All Rights Reserved Uses Effect § Theses § Research studies § Controversial and complex reports, especially to outsiders § Impression of objectivity, accuracy, professionalism, fairness § Distance created between writer and reader Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 42

Formal Report Writing Style Characteristics © 2013 Cengage Learning ● All Rights Reserved § Absence of first-person pronouns; use of third person (the researcher, the writer) § Absence of contractions (cannot, do not) § Use of passive-voice verbs (the study was conducted) § Complex sentences, long words § Absence of humor, colorful adjectives, adverbs § Elimination of author’s “editorializing” Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 43

Being Objective in Writing Reports © 2013 Cengage Learning ● All Rights Reserved § Present both sides of an issue. § Separate fact from opinion. § Be sensitive and moderate in language. § Cite sources carefully. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 44

Report Headings © 2013 Cengage Learning ● All Rights Reserved Benefits § Serve as an outline of the report § Highlight major ideas and categories § Act as guides for locating information § Provide resting points for the mind and the eye § Organize data into meaningful blocks Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 45

Report Headings § Functional headings describe functions or general topics Background, Findings, Benefits, Costs © 2013 Cengage Learning ● All Rights Reserved § Talking headings describe content and provide more information Benefits of Offering a Wellness Program Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 46

Effective Report Headings © 2013 Cengage Learning ● All Rights Reserved § Use appropriate heading levels. § Strive for parallel construction within levels. § Use first- and second-level headings for short reports. § Capitalize and underline carefully. § Keep headings short but clear. § Include at least one heading per report page. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 47

“Writing is not only alive and well in the business world, but writing whose style reflects flair, eloquence and a confident sense of self can springboard employees forward in their careers. ” © 2013 Cengage Learning ● All Rights Reserved --Christine Mowat, professor, University of Calgary Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 9, Slide 48