Study Guide EXAM#3

CHAPTERS 9-12
Fall 2010

Ch.9

1. Know the definition of a report – orderly, objective message used to convey

information from one organizational area to another or from one organization to
another to assist in decision making or problem solving.
2. Know the different types of reports – formal report: carefully constructed,
logically organized and objective, contains much detail, and is written in a style
that tends to eliminate personal pronouns // informal report: short message written
in natural or personal language ex. internal memo
3. List of terms from homework –
Ch. 9
Terms to Know
1. Formal Report

2. Informal Report

3. Informational Report – carries objective information from one

area of an organization to another ex. annual reports, financial
statements, sales report, absent employees, turnover

4. Analytical Report – presents suggested solutions to problems ex

scientific research, real estate appraisal, feasibility

5. Vertical and Lateral Reports – direction report travels // upward-

directed or downward directed // vertical report – contribute to
management control // lateral – assist in coordination in
organization

6. Internal and External Reports – internal – production or sales

reports travel within organization // external report – company’s
annual report to stockholders

7. Periodic Report – issued on regularly scheduled dates, generally

upward and server management control purposes

8. Functional Report – serves specific purpose within a company ex

accounting reports, marketing reports, financial reports,
personnel – take functional designation from their ultimate user
 9. What is the problem solving process? 1 recognize and define the
problem 2 select a method of solution 3 collect and organize the
data and document the sources 4 arrive at an answer

10. Problem Statement and Hypothesis – problem statement:

statement of the problem is the particular problem that is to be
solved by the research // hypothesis – statement to proved or
disproved through research // null hypothesis states there is no
relationship or difference will be found in the factors being
studied

11. Scope - helps to establish boundaries in which the report

will be researched and prepared

12. Limitations and Delimitations – limitations: boundaries

imposed outside the control of the researcher // delimitations;
boundaries chosen by the researcher to make the project more
manageable

13. Primary research and Secondary research – secondary

research – provides information that has already been created by
others // primary research – relies on firsthand data responses
from pertinent individuals or observations of people

14. Hidden Internet – electronic databases where the provider

may charge access to articles either by subscription fee or
document delivery fee

15. Plagiarism – presentation of someone else’s ideas or words

as your own

16. Documenting Sources of Information

17. Figure 9-7 The report process

18. Finding – a specific measurable fact from research study

19. Conclusion – summation of major facts and evidence

derived from findings

20. Recommendation – suggested action based on research

Ch.10
1. Table – presents data in columns and rows which aid in clarifying large qtys of data in
a small space
2. Bar Chart – effective graphic from comparing qtys. Horizontal or vertical bars
indicates qty – vettical bar may show changes in number GANTT chart – tracks progress
3. Line Chart – depicts change in quantitative data over time and illustrates trends //
vertical axis for amount and horizontal axis from time // being vertical at zero / divide
vertical and horizontal scales into equal amts
4. Pie Chart – shows how the parts of a whole are distributed – showing % - ineffective in
showing quantitiatve totals or comparisons
5. Map – shows geographical relationships
6. Flow Chart – step by step diagram of a procedure or a graphical depiction of a system
or organization
7. Photo – used in annual reports to help the general audience understand complex
comcepts and to make the document more appealing to read

4. Recognizing and Defining the problem: problem statement, statement of purpose,

null hypothesis – statement of purpose: goal of the study and includes the aims or
objectives the researcher hopes to accomplish
5. Know about limiting the scope of the problem:limitations,delimitations
6. Secondary and Primary Research: types, hidden internet
7. The Report Process: Research – primary/secondary // Condensation: compiling
using notes, cards or inputting into a computer (direct quotations, pharphrased
citations) // Combination: charts tables graphs summaries // Assimilation: analysis
findings conculstion recommendations // Writing: finished report
8. Know difference between summary, conclusion, and recommendation
9. Class notes

Ch. 10

1. Know definitions of the different graphics:tables, bar chart,pie chart, diagram,

photo, objects & models, etc. (fig. 10-1)
2. Know how to label the graphics-For example, line charts use the vertical axis for
amounts and horizontal axis for time.
3. Know low tech visual aids discussed in class: chalk board, white board, posters,
transparencies, handouts.
4. Know what graphics do: introduce, show, analyze, interpret,
5. Class notes

Ch. 11

1. Know parts of a formal report: Preliminary: half title page, title page,
authorization, transmittal, table of contents, table of figures, executive summary //
Report Text: intro,body,analysis // Addenda: references, appendixes, index
2. Preliminary parts: For example, difference between executive summary and
conclusion – Executive Summary: abstract, overview, summarizes the essential
elements in an entire report // title page: title, author, date, person requesting
data// table of contents: analytical overview of report
 3. Report Text: Intro, body, conclusions
4. Addenda – include materials used in research that are not appropriate ti be include
in the report itself.
5. Enhancing credibility – avoid emotional terms, identify assumptions, label
opinions, use documentation
6. Short reports:features, types of short reports – memo, email, letter reports
7. Class notes

Ch. 12

1. Know your Audience – who, why , what

2. Delivery Method, Vocal Qualities – memorized: written ahead of time and
momorized and recited // Manuscript or scripted: writing speech word for word
and reading it to audience // impromptu: speaker called on without notice
VOCAL- pitch; heightness or lowness of voice // volume – loundness of tones //
rate – speed at which words are spoken
3. Delivery Style – BEFORE; prepare thoroughly, prepare effective presentation
support tools, practice do not reherseae, seek feedback, request introduction
DURING: confidence, warmth, enthusiasm, smile, refine gestures, eye contact,
strong vocal qualitiues, watch audience, use visuals effectively

4. Interpretations of Body Language During the Presentation

5. Characteristics of Introduction, Body, and Closing
6. Advantages to using visual aids, clarify, simplify
7. Types of presentation visuals – handouts, boards and flip charts, overhead
transparencies, electronic presentations, 35mm slides, objects
8. Effective slide content
9. Effective use of color as discussed in class
10. Class notes

*You are also responsible for the iTunes assignments regarding Business Plans.