Types of business reports Presentation Transcript

1. Typical Business Reports 2. Business Communication Chapter 13 TYPICAL BUSINESS REPORTS 3. Why we are here: It attempts to provide a moral justification, rationale or even establish clear rules as to What is the Purpose of Writing a Business Report and how we give you more ideas & comprehensive business report compiling. What is the purpose of the Business Report 4. Audience : When writing the report, you need to consider the audience you are writing for, whether it is the CEO or will the report be available to all staff concerned? Research : The true value of the research may be assessed through a report since the written report may be the "only tangible product of hundreds of hours of work. Compiling: Reports communicate information which has been compiled as a result of research and analysis of data and of issues. Audience Research Compiling Basic Strategies 5. Brilliant report, Kimble. I cant tell where the facts end and the fiction begins. " A Report Judges An Organization " Good report Morton, work on it a little more until it sounds like one of mine. Nice work on this report, Carlton. With this information we can easily lay-off fifty percent of our employees. Unfortunately youll be the first to go. 6. Writing Informational Report Informational report is to provide required data/information to wish to know about the things in a specific and complete form. Depending on the seriousness, they may have to be discussed later on.. Once you have this list, it will be easy for you to contact someone to clarify any information. Informational Report 7. Methodology 1- Analyze Topic 2- Brainstorm 3- Plan 4- Construct Rough Plan 5 Research 6 - Revise 7- Start Sorting 8 - Make Draft & Proofread Submit your Work Informational Report 8. Gather and Complete Report Reports can cover a wide range of topics, but usually focus on transmitting information with a clear purpose, to a specific audience. Good reports are documents that are accurate, objective and complete. Such reports are prepared for information purposes only and do NOT include Institute recommendations on the course of action or the preferred application of the data contained therein. The majority of reports are Informational Reports when the management wish to know about the new company, products, operations, new policies or starting a business for mutual benefits. Business Informational Report Use the Business Information Report to give you the insight you need to evaluate a firms operations, profitability, and stability. Also use it to evaluate the experience of the business and business background of its principals. The Business Information Report includes valuable information that can help you make better business decisions. Report is packed with information, analysis, and interpretations to enhance your decision making process. Information includes payment records, public, filings, financial information, banking commentary, business background of principals and a description of the firms operation. Informational Report 9. Informational Report Trade / Market Summary Operation Production Analysis Finance Evaluate Comprehensive to transmit Information Special Events

10. Situational Periodic Progress & Interim Convention & Conference Types of Reports Investigative Compliance Analytical Justification & Recommendation Feasibility Yardstick Typical Business Reports (Chapter # 13) 11. Periodic Report This section is traditionally allocated the most marks, so it is well worth your investment in time to do it thoroughly. The Periodic report is to help the Management to make their policies, procedures, operation, products according to the consumer requirement and by this report management can decide how to develop their organization for more mutual benefits. 12. How it is Enhancing Using Periodic Reports will help you Make daily credit decisions Limit your risk exposure Determine the stability of new or existing customers Plan for sales calls Find out about changes that can impact credit relationships Evaluate potential vendors and suppliers Check the background of new clients Identify corporate relationships and potential conflicts of interest Provide business details for research needs 13. Significance Statement of Management Arrangement Statement of Integrity Factors affecting the Co. Property Monitoring Main conclusion re values Conclusions Periodic Reports Typical Elements 14. Subject Value Factors affecting products values Management Actions Possible Periodic Report Format - matrix Due date & comments Lead agency (& others involved) Priority & scale Monitoring Criteria for Organisation listing 15. Specimen Reports Take a Momentary Look Periodic Report Informational Report 16. Situational Reports Reports that are targeted to nonrecurring situations .i.e. unlike periodic reports, situations that dont have a definite pattern of occurrence. e.g. Trip Convention & Conference reports Progress reports 17. Situational Reports Characteristics Style Written like Memos Tone Follow an informal tone Length Usually Short. Could vary on authorizer expectation 18. Situational Reports Trip, Convention & Conference reports Submitted by employees when they return from a business trip, convention or a conference. Keep organizations informed how well their money was spent. Also inform management about new procedures, equipment and laws and supply information affecting products operations and service. 19. Situational Reports Format of Trip, Convention & Conference reports Begin With Identifying the event , mention the topics to be discussed. Body Three to five important points, carefully selected. Expenses Include your expenses on a separate sheet on request. End With Expression of appreciation, synthesizing value of the event. 20. Situational Reports Example : Trip, Convention & Conference reports Training Conference on Employment Interviewing 21. Situational Reports Things to be kept in mind. There could be lots and lots of information. You should be selective. Avoid using chronological order (First X happened then Y), organizing by importance is a good idea. Select topics, the reader might be most interested in. 22. Situational Reports Explain continuing projects, including work completed, work in progress, future activities, and completion date . Describes the projects status and progress. Keeps the management informed whether the project is going in the right direction. Progress and Interim reports 23. Situational Reports Format of Progress reports Begin with Purpose & nature of project. Body Provide background information if audience require. Describe the work

completed. Current progress of work. Problems and possible remedies End With Discussion of future activities and completion date. 24. Situational Reports Example : Progress reports Progress on research on location for a telefilm scene 25. Situational Reports Things to be kept in mind. Keep the audience in mind. E.g. Include background information for your director as he/she might not tend to remember the project specifications. Dont hesitate to include the problems faced in the project. 26. Investigative Reports Investigative reports are generally assigned reports which focus on examining a situation or problem . e.g. Report on doing business with and Australian company. 27. Investigative Reports Format of Investigative Reports Begin with Introducing the problem. Body Facts, findings, discussion etc. End With Summarizing 28. Compliance Reports Compliance Reports present data in compliance with local, state and federal laws. Government regulating agencies require organizations to submit reports verifying compliance with laws Usually answer the questions to how much profit, the organization earned and the taxes owed. 29. Compliance Reports Format of compliance reports Begin with Background information Preview of major sections Body The Content. Data, figures etc End With Summary of report objective 30. Compliance Reports Example : Compliance reports Report Description Trucking Company Safety Compliance Report 31. Compliance Reports Things to be kept in mind. Correctness of data. Accuracy of data. 32. Analytical Reports 33. Major components: Introduction Findings Conclusions Recommendations Writing Analytical Reports 34. Writing Analytical Reports (contd..) Introduction Explain why the report is being written. Preview the reports organization. Summarize the conclusions and recommendations ( for receptive audiences) 35. Writing Analytical Reports (contd..) Findings Discuss the pros and cons of each alternative. Establish criteria to evaluate alternatives. Support the findings with evidence(: facts, statistics, expert opinion, survey data, and other proof) Use headings, enumerations, lists, tables, and graphics to focus attention. 36. Writing Analytical Reports (contd..) Conclusion Develop reasonable conclusion that answer the research question Justify the conclusion with highlights from the finding 37. Writing Analytical Reports (contd..) Recommendations Make recommendations, if asked. Use action verbs. Explain needed action. Must based on the findings 38. Justification/recommendation reports Feasibility reports Yardstick reports Research reports Typical Business Analytical Reports 39. Purpose Make recommendations to management Provide data to solve problems and make decisions. Examples Buying equipment Changing a procedure Hiring an employee Contents Problem/Need Facts Discussion (pros & cons) Recommendation Sample A Justification Report Justification/Recommendation Reports 40. Indirect Approach Problem Facts Discussion Recommendations Direct Approach Problem Recommendations Facts Discussion Justification/Recommendation Reports (contd..) Organizing Report Data

41. Direct approach Receptive/Open-minded audience Nonsensitive Topic (e.g. justifying a purchase) Indirect approach Skeptical/Hostile audience Sensitive Topic (e.g. justifying ways for employees to quit smoking) Justification/Recommendation Reports (contd..) Choosing Approach 42. Purpose Analyze problems and predict whether alternatives will be practical or advisable Help in decision making (among alternatives) Examples Should we move to another part of the country? Should we rent, lease or buy? What is the best location for our company? Content Decision Background Benefits Potential Problems Associated Cost Time frame for implementing the solution Sample A Feasibility Report Feasibility Reports 43. Informational Reports Periodic Reports Situational Reports Progress Reports Investigative and compliance Reports Analytical Reports Justification/Recommendation Reports Feasibility Report Yardstick Reports Research Reports 44. Yardstick Reports 45. Yardstick Reports The term "yardstick" is used in reference to anything which serves as a test or standard of measurement, comparison or judgment. Usage of Yardstick Reports. 46. Yardstick reports Problem statement Alternative solutions Establish criteria's Conclusions Recommendations 47. Example Comparison of different manufactures for buying a piece of equipment 48. Format of Yardstick Reports Introduction purpose & overview. Problem Statement background. Solutions & Alternatives. Established criteria's Compare Alternatives Use Table or grid . Conclusion & Recommendations 49. Sample Yardstick Report A popular cellular network company (Mobilink) is planning to open their new franchise at the NWFP Province of Pakistan Sample Report 50. Research Studies 51. Research Studies Reports Problem statement Hypothesis Present data Perform Analysis Conclusions Recommendations (optional) 52. Research Studies Follows Indirect Pattern Starts with Problem discussion Explore possible solutions Reason for selecting a particular solution 53. Format of Research Studies Report Abstract Introduction Sources & Methods Results of Study data Conclusion Recommendation 54. Introduction Background Problem or Purpose Significance Scope 55. Sources and Methods Secondary Sources Books, journals etc Primary Sources Observations Surveys 56. Results of Study Present Data Organize colleted data. Conclusion Recommendations References 57. Example of Research Report Sample Report 58. Conclusion Periodic Reports Situational Reports Progress Reports Investigative and compliance Reports Justification/Recommendation Reports Feasibility Report Yardstick Reports Research Reports 59. Mary Ellen Guffey, Business Communication :Process and Product www.glanhafren.ac.uk/LearnCent www.homepages.wmich.edu/rpttypes References 60. Thank You ! Thank you very much for your kind consideration