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
3
4. Basic Strategies
Audience: When writing the report, you n ce
need to consider the audience you are die
Au
writing for, whether it is the CEO or will
the report be available to all staff
concerned?
r ch
s ea
Research: The true value of the research Re
may be assessed through a report since
the written report may be the "only
tangible product of hundreds of hours of ng
p il i
work. Com
Compiling: Reports communicate
information which has been compiled as
a result of research and analysis of data
and of issues.
4
5. "A Report Judges An Organization"
“Good report
Morton, work on it a
little more until it
sounds like one of
mine.”
Brilliant report, Kimble. I
can’t tell where the facts
”Nice work on this report,
end and the fiction begins.”
Carlton. With this information
we can easily lay-off fifty
percent of our employees.
Unfortunately you’ll be the first
to go.”
5
6. Informational Report
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.
6
7. Informational Report
4- Construct 8 - Make Draft
Rough Plan & Proofread
3- Plan 7- Start Sorting
Methodology
2- Brainstorm 6 - Revise
1- Analyze Topic 5 - Research
Submit your Work
7
8. Informational Report
Gather and Complete Report Business Informational Report
Reports can cover a wide range of Use the Business Information Report to
topics, but usually focus on give you the insight you need to evaluate a
transmitting information with a clear firm’s operations, profitability, and stability.
purpose, to a specific audience. Also use it to evaluate the experience of
the business and business background of
Good reports are documents that are its principals.
accurate, objective and complete.
The Business Information Report includes
Such reports are prepared for valuable information that can help you
information purposes only and do make better business decisions.
NOT include Institute
recommendations on the course of
action or the preferred application of Report is packed with information, analysis,
the data contained therein. and interpretations to enhance your
decision making process.
The majority of reports are
Informational Reports when the Information includes payment records,
management wish to know about the public, filings, financial information, banking
new company, products, operations, commentary, business background of
new policies or starting a business principals and a description of the firm’s
for mutual benefits.
operation.
8
9. Comprehensive to transmit
Information
Trade / Market Production
Summary Analysis
Informational
Operation Finance
Report
Evaluate Special Events
9
10. Typical Business Reports
(Chapter # 13)
Yardstick
Feasibility
Investigative
of
Periodic Justification &
e s ts
Recommendation
yp o r
T p
Situational Re Analytical
Compliance
Convention & Progress
Conference & Interim
10
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.
11
12. How it is Enhancing
Using Periodic Report’s will help you
Make daily credit Plan for sales calls Check the background
decisions Find out about of
Limit your risk changes that can new clients
exposure impact credit Identify corporate
Determine the relationships relationships and
stability of new or Evaluate potential potential
existing customers vendors and suppliers conflicts of interest
Provide business
details
for research needs
12
13. es
s alu
on ev
u si nr
ncl sio
Co clu
on
in c
Ma
Periodic Reports – Typical Elements
13
y
ert
rop
.P
Co
ng the
ori ing
nit ect
Mo saf f
tor
Fac
ity
egr ent
Int em
of
ent ang
tem Arr
Sta ent
em
nag
Ma
of
ent
tem
Sta nce
ica
nif
Sig
14. Possible Periodic Report Format -
matrix
Criteria for
Organisation Monitoring
listing
Subject Priority &
Value scale
Factors Lead agency
affecting (& others
products involved)
values
Management Due date &
Actions comments
14
16. Situational Reports
Reports that are targeted to nonrecurring
situations .i.e. unlike periodic reports, situations
that don’t have a definite pattern of occurrence.
e.g.
TripConvention & Conference reports
Progress reports
16
17. Situational Reports
Characteristics
Style
Written like Memos
Tone
Follow an informal tone
Length
Usually Short. Could vary on authorizer expectation
17
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.
18
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.
19
20. Situational Reports
Example : Trip, Convention & Conference
reports
Training Conference on Employment Interviewing
20
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.
21
22. Situational Reports
Progress and Interim 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.
22
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.
23
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.
Don’t hesitate to include the problems faced in the
project.
25
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.
26
27. Investigative Reports
Format of Investigative Reports
Begin with
Introducing the problem.
Body
Facts, findings, discussion etc.
End With
Summarizing
27
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.
28
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
29
30. Compliance Reports
Example : Compliance reports
Report
Description
Trucking Company Safety Compliance Report
30
34. Writing Analytical Reports (contd..)
Introduction
Explain why the report is being written.
Preview the report’s organization.
Summarize the conclusions and
recommendations ( for receptive audiences)
34
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.
35
36. Writing Analytical Reports (contd..)
Conclusion
Develop reasonable conclusion that answer the
research question
Justify the conclusion with highlights from the
finding
36
37. Writing Analytical Reports (contd..)
Recommendations
Make recommendations, if asked.
Use action verbs. Explain needed
action.
Must based on the findings
37
38. Typical Business Analytical Reports
Justification/recommendation reports
Feasibilityreports
Yardstick reports
Research reports
38
39. Justification/Recommendation Reports
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
39
41. Justification/Recommendation Reports (contd..)
Choosing Approach
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)
41
42. Feasibility Reports
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
42
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.
45
46. Yardstick reports
Problem statement
Alternative solutions
Establish criteria's
Conclusions
Recommendations
46
47. Example
Comparison of different manufactures for
buying a piece of equipment
47
48. Format of Yardstick Reports
Introduction
purpose & overview.
Problem Statement
background.
Solutions & Alternatives.
Established criteria's
Compare Alternatives
Use Table or grid .
Conclusion & Recommendations
48
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
49
51. Research Studies Reports
Problem statement
Hypothesis
Present data
Perform Analysis
Conclusions
Recommendations (optional)
51
52. Research Studies
Follows Indirect Pattern
Startswith Problem discussion
Explore possible solutions
Reason for selecting a particular solution
52
53. Format of Research Studies Report
Abstract
Introduction
Sources & Methods
Results of Study
data
Conclusion
Recommendation
53
54. Introduction
Background
Problem or Purpose
Significance
Scope
54
So far we have seen two broad categories of reports that Are …. Informational Reports. They present data but does not analyze that data or makes any conclusions. Analytical reports not only provides data but also analyze’s that data and draw conclusions. I would be presenting on Yardstick and research reports
Think for a while about the term yardstick Yardstick >> is a stick that is about 3 feet long. It is basically a measuring tool that is used in making measurements or comparision. Same is the case here with yard stcik reports Look at the picture When ever we measure some thing we have to use a standard unit This unit becomes the criteria of measeurement.
Used by higher level management in order to compare, measure different alternative solutions
Lets Take a look at the definition of yardstick reports. A yardstick report is a type of report that Discusses a problem statement Provide one or more alternate solutions to the problem Each of the alternative solution is measured or weighed against the criteria. Writer then provides conclusions and make recommendations. What diffrentiates yardstick reports from other reports is the The Consistency that it provides in comparing various alternative Solutions.
Assume your company decides to buy an equipment from a manufacturer you have to compare or evaluate different manufactures. One critera of comparison might be the cost of equipment that is provide by different manufacuters
A typical Format of Yardstick report is given below. Report starts with the introduction This sections describes the purpose of report and provides an overview of the organization of report. Discuss the problem briefly with a little background information. This section discusses the multiple solutions and alternates that are available. Writer then tells how he has established different criteria's that he is using to evaluate alternatives. This is the main part of yard stick report where writer performs the comparison between each of the Solution and alternatives In this section the writer highlights the differences or similarities between the solutions we can use tabular format to summarize complex data Writer then provide the conclusion and gives his recommendation with an obvious reason .
Are used by different business organizations in order to conduct a thorough studies of a particular problem. They uses a scientific approach to solve a particular problem
Research reports discusses a problem statement or purpose statement Suggest ways on how to solve that problem. Present data that has been collected during the research leading to conclusions. Analyze that data Draw conclusions and make recommendations.
They guide the reader through out the report so that the conclusions seems rational to the reader.