INFORMATIONAL REPORTS 1 TO EDUCATE THE READER 2

• INFORMATIONAL REPORTS 1. TO EDUCATE THE READER 2. INFORMATION ALONE IS THE FOCUS ANALYTICAL REPORTS 1. TO PERSUADE READERS TO ACCEPT SOME CONCLUSION OR RECOMMENDATION 2. END IS EITHER A DECISION OR AN ACTION 3. ANALYTICAL REPORTS ARE WRITTEN TO RESPOND TO SPECIAL CIRCUMSTANCES

EXAMPLES O INFORMATIONAL REPORTS Reports for monitoring and controlling operations Reports on statements of policies and procedures Most Compliance reports Most Personal Activity Reports Some Justification Reports Some Reports on Client work Some Proposals

READER COMPREHENSION IN INFORMATIONAL REPORT In Informational Reports main focus is Reader Comprehension not the Reader Reaction because to simple informational reports readers will normally respond unemotionally So the information can be presented in direct fashion But the information should be provided logically and accurately to make the reader understand to make the reader use the information in practical way

STRUCTURING IDEAS IN A REPORT Topical Organization Can be Based on Order of Importance Chronological order Location Spatial Relationship Categories etc. Logical Organization Can be Based on Arrangement around the Logic you developed

DETAILED EXAMPLES OF SUBDIVIDING THE INFORMATIONAL REPORTS For monthly Status Reports of an organization the Organizational Structure can serve as dividing framework For Example Mr Milton VP of an agricultural company Summarizes results for his group as a whole And then for each of the six departments under his supervision For reports describing working of a Machine Each machine component can correspond to a part of the report

DETAILED EXAMPLES OF SUBDIVIDING THE INFORMATIONAL REPORTS For reports describing an event The report can be organized chronologically For reports describing how to do something The report can be organized by steps in procedure For Some Informational Reports specially the Compliance Reports The report can be organized by the instructions supplied by the person who requested the Information

TWO EXAMPLES OF INFORMATIONAL REPORTS(PERIODIC REPORTS , PERSONAL ACTIVITY REPORTS ) Periodic Report A monitor/control report that describes what has happened in a department or division during a particular period. These are floated after a regular interval of time. Purpose To Keep the corporate mangers up-to-date So that A corrective action can be taken if required

FORMAT OF PERIODIC REPORTS Usually written in memo format Do not need much introduction ; subject line on memo is enough Should follow the same general format and organization from time to time

SEQUENCE OF THE PERIODIC REPORT MOST OF THE TIME Overview of the routine responsibilities and discussion of special projects i) Brief discussion of writers routine responsibilities ii) In some the overview focuses on statistical or financial results iii)Otherwise is written in paragraph form. iv)Brief description of any new projects , activities during the said period can also be given Plan for Coming Period Schedule of the activities planned in nest reporting period

SEQUENCE OF THE PERIODIC REPORT MOST OF THE TIME Analysis of the Problem Discusses the possible causes and solutions of any problem If the problem requires high-level attention This analysis can be set off as a separate section

IMPORTANT THING TO REMEMBER IN PERIODIC REPORTS In Periodic Reports Be honest about problems as well as accomplishments Bad news more important than a good news Because an immediate action and corrective measure is required in case of a problem whereas good news often does not.

EXAMPLE OF A PERIODIC REPORT Prepared by: Liz Rockwell, Director of campus recruiting for the Lowa office of an accounting firm. Rockwell has this to say about her report “Campus recruiting is a big deal for our firm because we hire most of our staff right out of college. Between January and April we visit eight or ten campuses and screen about 500 candidates in an effort to hire roughly 20 people. During the recruiting season I prepare a memo twice a month to let my boss know where we stand. The rest of the year I submit my report on monthly basis. ”