Chapter # 5
Writing Business
Reports
1

Business Reports Definition.
Business Report is an impartial, objective, planned
presentation of facts to one or more persons for specific,
significant business purpose.
The report facts could relate to events, conditions, qualities,
progress, results, products, problems, or suggested
solutions.
2
Preparation before Writing Reports

Define the Problem, Purpose, and Scope

Consider Who will Receive the Report

Determine Ideas to Include

Collect Needed Material
Secondary/ Primary

Sort, Analyze, and Interpret Data

Organize Data and Prepare Final Outline
3
Reports
Effective
Writing
Effective
Visual Aids
4
Audience Adaptation
The “You” Attitude
Style and Language
Appropriate Tone
Cultural Sensitivity
5
Composing Reports
Introduction
Body
Conclusion
Report Context
Presentation
Main Points
Subject/Purpose
Analysis
Benefits
Main Ideas
Interpretation
Action Items
Overall Tone
Support
Action Details
6
Drafting Report Content
Accurate
Balanced
Complete
Clear and
Logical
Documented
Properly
Chapter 11 - 7
Report Introduction
Authorization
Opportunity or Purpose
Scope of Coverage
Background
Sources and Methods
Terms and Definitions
Limitations
Report Organization
Chapter 11 - 8
The Report Body
Explanations of problem or opportunity
Facts, statistics, and trends
Results of studies or investigations
Discussion and analysis of potential actions
Advantages, disadvantages, costs, and benefits
-9
The Report Body
Procedures or steps in a process
Methods and approaches
Criteria for evaluating options
Conclusions and recommendations
Support for conclusions and recommendations
Chapter 11 - 10
The Report Closing
Summary
Conclusions
Recommendations
Action Plans
Chapter 11 - 11
Content of Report
Attention
Interest
Introduction
Solicited
Proposal
Unsolicited
Proposal
Body
Closing
Action
Desire
Chapter 11 - 12
Strategies for Success
Demonstrate
Your Knowledge
Provide
Concrete Examples
Research
the Competition
Offer a
Workable Proposal
Relate to Your
Audience’s Needs
Present an
Attractive Package
Chapter 11 - 13
The Power of Images
• Enhance textual messages
• Replace verbal messages
• Convey complex information
• Hold people’s attention
• Communicate with diverse audiences
• Convey connotative meaning
Chapter 11 - 14
Consistency
Interpret Images
Emphasis
Contrast
Visual
Literacy
Convention
Balance
Create Images
Simplicity
Chapter 11 - 15
The Ethics of Visual
Communication
Consider All Possible Interpretations
Provide Appropriate Context
Do Not Conceal Negative Information
Do Not Exaggerate Support Information
Chapter 11 - 16
The Ethics of Visual
Communication
Do Not Oversimplify Complex Situations
Do Not Imply Cause and Effect
Avoid Manipulation or Coercion
Be Careful How You Aggregate Data
Chapter 11 - 17
Choosing Points
to Illustrate
Clear
Complete
Concise
Connected
The 5 C’s of Visual Design
Compelling
Chapter 11 - 18
Pick the Right Visuals
Data and
Information
Concepts
and Ideas
Chapter 11 - 19
Preparing Data Tables
Common Units
Consistent Usage
Column Headings
Chapter 11 - 20
Preparing Data Tables
Rows and Columns
Totals and Averages
Data Sources
Chapter 11 - 21
Line and Surface Charts
70%
Trends
60%
Variables
50%
40%
Relationships
2008
2009
2010
2011
Chapter 11 - 22
Average Kiln Temps
Temperature °F
2500
2000
1500
1000
500
0
8:00
AM
9:00
AM
10:00 11:00 12:00
AM
AM
Noon
Kiln A
1:00
PM
2:00
PM
3:00
PM
4:00
PM
5:00
PM
Kiln B
Chapter 11 - 23
Home Game Ticket Sales
90,000
Average Per Game
80,000
70,000
60,000
50,000
40,000
30,000
20,000
10,000
0
2005
2006
2007
Other
Students
2008
Families
2009
Alumni
2010
2011
Staff
Chapter 11 - 24
Using Bar Charts
Compare Items
Show Changes
Indicate Composition
Show Relative Sizes
Chapter 11 - 25
CommuniCo
Staff Computer Skills
100%
90%
80%
70%
60%
50%
East
40%
30%
20%
10%
0%
E-mail
Instant
Message
Graphics
Spread
Sheets
Desktop
Publish
Database
Develop
HTML/XML
Chapter 11 - 26
CommuniCo Preferred
Communication Media
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%
Sales
IM
Engineering
E-mail
Telephone
Text Message
Admin
Face-to-Face
Chapter 11 - 27
16,000
$8,000
14,000
$7,000
12,000
$6,000
10,000
$5,000
8,000
$4,000
6,000
$3,000
4,000
$2,000
2,000
$1,000
0
$0
2006
2007
2008
Head Count
2009
2010
2011
Training Costs
Chapter 11 - 28
Training Costs
Head Count
CommuniCo Employee
Training Costs
Using Pie Charts
Show Distribution
Show Percentages
Compare Segments
Chapter 11 - 29
Percentage of Time Spent Online
By Age Group
10%
30%
15%
21%
24%
Age 25-34
Age 35-49
Age 18-24
Age 8-17
Age 50+
Chapter 11 - 30
Data Visualization
Data Limits
Graphic Variety
Data Complexity
Chapter 11 - 31
Information,
Concepts, and Ideas
Organization Charts
Flow Charts
Maps
Drawings
Diagrams
Photographs
Animation
Video
Chapter 11 - 32
Flow Chart of the Report Writing Process
Keyboard
Input
Yes
Edit
First
Hard Copy
Edit
Next
Hard Copy
OK?
No
Add?
Keyboard
Input/Edit
Yes
Submit
Report
Keyboard
Input/Edit
No
Style and
Spelling
Style and
Spelling
Chapter 11 - 33
The Chain of Command
Chief Executive
Officer
Executive
Vice President
Executive
Vice President
President
Vice
President
Vice
President
Vice
President
Vice
President
Vice
President
Region
1
Region
2
Region
3
Region
4
Region
5
District
A
District
B
District
C
District
D
District
E
District
F
District
G
Chapter 11 - 34
Maps as Visual Aids
Distribution Routes
Simple Maps
Market
Territories
Geographic
Information Systems
Facilities
Locations
Online Resources
Chapter 11 - 35
Drawings and Diagrams
Networks
Processes
Operations
Procedures
Chapter 11 - 36
Photographic Images
Decorative
Value
Copyright
Issues
Functional
Value
Level of
Detail
Ethical
Concerns
Chapter 11 - 37
Animation and Video
Shapes and Text
Computer Animation
Digital Video
Chapter 11 - 38
Creating Visual Aids
Software
Templates
Style
Quality
Chapter 11 - 39
Integrate Text and Visuals
Balance Text & Visuals
Maximize
Access
Reference Visuals
Minimize
Disruption
Position Visuals
Titles, Captions, Legends
Chapter 11 - 40
Verifying Visual Quality
Accuracy
Documentation
Honesty
Chapter 11 - 41
Components of a Business
Report
1. Cover Page
2. Table of Contents
3. Body
•
•
•
Title/headings
Headers and footers
Proper referencing
4. Endnotes/Footnotes
5. Bibliography
Chapter 11 - 42
Components of a Business
Report
1. Title Page:
–
–
–
–
–
Name of the report
Name, title and
organization of the
individual receiving
the report
Picture that is relevant
to the report
Authors name, title,
and organization
Date submitted
ANALYSIS OF STRATEGIES THE RAPTORS COULD EMPLOY TO WIN
Presented to:
Ms. Duke
Business Studies Teacher
Glenforest S.S.
Prepared by:
David Guido
BTT 10 student
September 23, 2008
Chapter 11 - 43
Components of a Business
Report
2. Table of Contents:
–
–
–
TABLE OF CONTENTS
Show the beginning
page number of where
each report heading
appears in the report
Connect the page
numbers and headings
with spaced dots
(leaders)
Do not number this page
INTRODUCTION……………………………………...2
History of the Raptors………………………...4
Purpose of the study…………………………..5
RESULTS OF STUDY
Players…………………………………………6
Coaches………………………………………...6
Fans…………………………………………….7
CONCLUSION……………………………………….8
RECOMMENDATIONS……………………………..9
BIBLIOGRAPHY…………………………………….10
Chapter 11 - 44
Components of a Business
Report
3. Introduction:
– Explain the purpose
of the report
– Describe its
background and
significance
– Close the
introduction by
previewing the
reports organization
ANALYSIS OF STRATEGIES THE RAPTORS COULD EMPLOY TO WIN
INTRODUCTION
Report report report report report report report retport report Based based
based report report report Based report report report report Report report report
report report report report report report report.
Report report report report report report report report report report. Based
based based report report report Based report report report report Report report
report report report report report report report report.
History of the Raptors
Report report report report report report report retport report Based based
based report report. Based report report report report Report report report
report report report report report report.
Chapter 11 - 45
Components of a Business
Report
4. Body/Results of study
–
–
–
–
Discuss, analyze, and
interpret the research
findings
Discuss proposed solution
to the problem
Arrange findings in logical
sequence
Use clear, descriptive
headings as well as charts,
graphs and pictures to
emphasize your points.
RESULTS OF THE STUDY
Players
Report report report report report report
report retport report Based based based
report report report Based report report
report report Report report report report
report report report report report report.
Coaches
Report report report report report report
report report report report. Based based
based report report report Based report
report report report Report report report
report report report report report report
report.
.
Chapter 11 - 46
Components of a Business Report
5.
Conclusion and Recommendation
–
–
6.
Explain what the findings mean in relation to the
original problem
Use numbered recommendations that suggest actions
for solving the problem
Bibliography( the study f the history f books in
terms f their classifcation,printing and
publication.)
–
Cite work throughout the report as well as in the
bibliography. Please see website:tepamla.htm
Gillis, Justin. "Beyond Cloning: Milking Cows for
Medicine" Toronto Star 9 May 2005. 12 October 2005.
http://www.thestar.com/back_issues/ED1456/opinion.h
tml
OR
Taber, Clarence Wilbur. Taber's Cyclopedia Medical
Dictionary. 14th Ed. Philadelphia: F.A. Davis
Company, 1981.
Chapter 11 - 47
Thank You
Chapter 11 - 48