INTRODUCTION TO REPORT WRITING AND PLANNNING THE PROJECTREPORT

INTRODUCTION TO REPORT WRITING AND PLANNNING THE PROJECT/REPORT

Overview. . INTRODUCTION 1. Definition of business report 2. Importance of writing a business report Jean 3. Purpose of the business report 4. Types of business report 5. Criteria of an effective report 6. The report writing process Khanh

Overview. . PLANNING THE PROJECT/REPORT 1. Position Valli 2. Problem 3. Possibilities Roland 4. Proposals

Introduction Definition of a business report A business report is an orderly and objective communication of factual information that serves some business purpose • Orderly • Objective Logical and coherent Done in unbiased manner

WHY IS A REPORT IMPORTANT? Introduction üMeans of communications among members in an organization üReport are sometimes source of information that become part of new report üUsually go up to organizational hierarchy who use them to make decisions

PURPOSES OF A BUSINESS REPORT Introduction 2 general purposes Inform Persuade

Informational Introduction üMonitoring and controlling daily operation. üKept as historical data for future decision making. üComply with legal or regulatory requirements.

Persuasive persuasive Introduction üTo implement new policy, system. üRequest for purchasing. üTo market the product.

WHAT IS AN EFFECTIVE REPORT? Introduction ü Proper use of English Eg: choosing words that are more expressive ü Informative or factual ü Confident Eg: no vague or unsure terms. ü Descriptive and logical ü Accurate and convincing ü Complete ü Meet the reader’s needs

TYPES OF REPORT Introduction Types of Reports Function §Informational §Analytical Time Form §Progress §Memorandum §Periodic §Letter §Special §Manuscript

TYPES OF REPORT: Function Introduction Reports categorized by FUNCTION Informational reports Eg: Incident report, police report Analytical reports Eg: Feasibility report

TYPES OF REPORT: Time Introduction Reports categorized by TIME Progress Report Periodic Report Special Report Eg: Academic report on how something has changed. Eg: Sales report during specific period of time. Eg: Report done when certain unexpected things happen.

TYPES OF REPORT: Form Introduction Reports categorized by FORM ü Letter ü Memo ü Manuscript

TYPES OF REPORT: Other types Introduction Other types of reports Case study report Eg: Report on research Recommendation report Eg: Report on how practical a proposal is

Of Re. Po. RT Wri. Tin. G The Reader is the most important person. Keep the report as short as possible Organize for the convenience of the report user. All references should be correct in all details. The writing should be accurate, concise and unobtrusive. The right diagrams with the right labels should be in the right place for the reader. Summaries give the whole picture in miniature. Reports should be checked for technical errors, typing errors and inconsistency. The report should look as good as it is. The Reader really is the most important person.

Process Planning the report Designing the research tools Collecting and analyzing the data Organizing the information Writing the report Editing/Proofreading the report

For example… Planning the Report The Vice president of Softex Company requested a report from the sales manager to explain declining sales in year 2000.

Planning the Report Planning 1 4 2 3

Planning the Report Position üReader üBackground information üScope üLimitations

Position – Reader 1. Primary reader ü Authorises the report § Vice President of Softex Company 2. Secondary reader ü Others who may read the report § CEO of the Softex Company

Position – Background information that readers need. üWho authorized the report §Vice president of Softex Company üWhat factors determined the need for the report §Depleting sales in the year 2000 üOther important information about the company § Softex company’s missions §Product information

Position – Scope üDefines the boundaries of investigation. §Sales figures since the start of sales of Softex Company. §Past marketing strategies employed üIndicates size & complexity of report. üExplicitly states which issues will be covered and which issues you will not cover.

Position – Limitations Factors that hinder or limit the quality of your findings of the report. ü Inadequate time/resources §Lack of access to sources of data §

Planning the Report Problem Statement üPurpose Statement ü

Problem- Problem Statement üDefined by the person authorizing the report. §Vice president of Softex company üDefines what you are investigating. §What caused sales figures to decline in the year 2000? §What steps should be taken to increase sales?

Problem- Purpose Statement üDefines the objective of the report üPhrased with an infinitive phrase §“The purpose of the report is to analyze the decline in sales in 2000 and to suggest ways to increase sales in 2002”

QUIZ!! The Vice president of Singapore Tourism Board requested a report from the General manager to explain declining tourist arrivals in the year 2000.

The Vice president of Singapore Tourism Board requested a report from the General manager to explain declining tourist arrivals in the year 2000. Problem statement? a) Why is the number of tourist arrivals in Singapore increasing? b) Why is the number of tourist arrivals in Singapore declining? c) Why is the vice president still single?

The Vice president of Singapore Tourism Board requested a report from the General manager to explain declining tourist arrivals in the year 2000. Statement of purpose? ØTo analyze various sectors in the tourist industry and to recommend solutions that will best meet our company’s current and future needs. ØTo evaluate the impact of declining tourist arrivals.

Possibilities – Problem Factoring üWhat do we do next? üProblem factoring: Identify areas relevant to problem “The depleting sales may be due to a lack of marketing efforts, wrong marketing strategies…”

Possibilities – ‘Karma’ üWhy the need for problem factoring? üIdentify causes of problem & form hypotheses relevant to problem

Possibilities – Hypothesis üDefinition of hypothesis? üA possible explanation to explain certain facts providing grounds for researching “The lack of marketing efforts may be due to the low commission rate of sales managers, laziness of sales staff…”

Proposals üDefinition of proposal – suggestion put forward for consideration üHypotheses are basis of proposals “We can increase the commission of our sales managers & terminate the contracts of the lazy ones…”

Conclusion Report writing Introduction Definition of business report Importance of writing a business report Purpose of the business report Criteria for an effective report Types of business report Report Writing Process Planning the report Position Problem Possibilities Proposal

Questions