Writing Business Report

1. Writing Business Report Dr. Mosheer Amer May 2012

2. What is a business Report? See Worksheet

3. What is a business Report? Business Reportis an impartial, objective, planned presentation of facts to one or more persons for specific, significant business purpose. The facts relate to events, conditions, qualities, progress, results, products, problems, or suggested solutions. Reports state facts that are used by management to make decisions. They are written in an objective style. They are organized to communicate quickly the main ideas first and supporting details afterward. The purpose of the report is to inform, recommend, facilitate action, persuade, instruct or record.

4. Scope and Style of Business Reports • The scope and style of reports vary widely. It depends on three key factors: the report's intended audience, the report's purpose and the type of information to be communicated. A report should: • Be written in a style appropriate for its recipients • Be clear and concise • Follow a logical structure, with clear section headings • Be arranged according to a standard format • Provide one or more recommendations • Have appendices attached as sources of additional information.

5. What are the types of Reports? See Worksheet

6. Basic Report Types Informational Analytical

7. Basic Report Types • Informational reports present data, facts, feedback, and other types of information without analysis or recommendations. • Analytical reports present both information and analysis, and may include recommendations.

8. Other Report Types • Progress reportskeep management informed about work completed, work in progress, work remaining. They are issued at regular intervals throughout the life of a project. • Evaluation reports show how ideas, plans or theories are practical. They examine the usefulness of proposed ideas or theories. For example, when a new product is proposed, an evaluation report is completed to determine its real chances for success.

9. Other Report Types 3. Proposal Reports identify problems and suggest plans of actions for solving them. They may be internal to recommend improvements within organisations), or external to present plans to solve problems for outside organisations (companies and government) for a fee. Their goal is to secure a contract, grant, or permission to proceed. Good proposal writing convinces readers through persuasion and expertise. Proposals persuade by showing favourable benefits: efficiency, effectiveness, easiness, cost ratio, etc. 4. Project-completion reports

10. Other Report Types 5. Field reports: Theyrequire the report writer to combine theory and analysis with observation and practice. A field report requires both a description of an observed person, place or event and an analysis of this description. 6. Technical Reports: They are often used to report on technical information to others. Technical reports require writers to bring theory and real world situations together, and to present the information in a structured and accessible format.

11. Other Report Types 7. Business Reports: They are used in economics, business and commerce disciplines because learning to report on business and financial information and issues is important in business work and real life situations. For example, you may be asked to: • Analyse a company’s financial data and write a report detailing their findings. • Research and develop a marketing campaign for a product and write a report presenting the proposal to the company. • Report on the management structure of a company and make recommendations for its improvement.

12. Steps in Writing Reports • What are the steps that should be followed in writing business reports?

13. Analyze Situation Revise Analyze the Audience Gather Information Produce Select Medium Proofread Write the Message Get Organized Distribute Steps in Writing Reports Planning Writing Completing

14. Why Is It Being Prepared? What Must Be Done? What Will It Deliver? When Will It Be Done? Analyzing the Situation Define the Purpose Prepare the Work Plan

15. Elements of the Work Plan Problem or Opportunity Purpose and Scope Tasks to Be Accomplished Final Products or Outcomes Schedules and Requirements Plans for Following Up Working Outline

16. Purpose Audience Priorities Gathering Information

17. Media Requirements Feedback Preferences Document Uses Subject Matter Selecting the Right Medium Audience Members Hardcopy Format Digital Format

18. Direct Approach Indirect Approach Conclusions and Recommendations Overall Findings Overall Findings Discussion and Support Objective Support Conclusions and Recommendations Organizing the Information

19. Audience Analysis and Report Organization The Direct Approach If readers are supportive If readers are informed If readers are eager to have results first Direct approach

20. Direct Approach Informational Report Introduction/Background __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ Facts/Findings ___________________________________________________ __________________________________________________________________________________________________________________________________________________________________________ Summary __________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Analytical Report Introduction/Problem __________________________________ __________________________________ __________________________________ __________________________________ CONCLUSIONS/ RECOMMENDATIONS ______________________________________________________________________________________________________ Facts/Findings ______________________________________________________________________________________________________ Discussion/Analysis____________ ______________________________________________________________________________________________________

21. Audience Analysis and Report Organization The Indirect Approach If readers need to be educated If readers may be disappointed or hostile If readers need to be persuaded Indirect Approach

22. Indirect Approach Analytical Report Introduction/Problem __________________________________ __________________________________ __________________________________ __________________________________ Facts/Findings_________________ __________________________________ __________________________________ __________________________________ Discussion/Analysis __________________________________ __________________________________ __________________________________ CONCLUSIONS/ RECOMMENDATIONS____________ __________________________________ __________________________________ __________________________________

23. What Are Your Sources of Information?

24. Data and Information Secondary Sources Primary Sources

25. Reports and Memos Print Resources Other Documents Online Resources Secondary Sources Inside the Company Outside the Company

26. Business Books Directories Electronic Databases Encyclopedias Newspapers Statistical Resources Periodicals Government Publications Finding Information at the Library

27. Documents Observations/ Interviews Experiments Primary Sources

28. Documenting Data Reasons for documenting sources • Strengthens your argument • Protects you from charges of plagiarism • Instructs readers

29. Quoting Paraphrasing Summarizing Using Your Information Sources

30. Drawing Good Conclusions Making Feasible Recommendations Applying the Findings

31. Focus on Recommendations • Establish the need for action • Introduce the overall benefits • List the required steps • Explain each step more fully • Summarize the recommendations

32. Report Format Title page Abstract/Executive Summary Table of contents Introduction Discussion Conclusions Recommendations References