Business Communication Unit - 3 ( PPT )
- 1. UNIT 3: REPORT WRITING AKHIL RAJ, DEPARTMENT OF MANAGEMENT STUDIES RAMANUJAN COLLEGE
- 2. REPORT • A report is an official document written with utmost professionalism by a person having adequate knowledge about the subject and a fair amount of flair for writing. • A report should be able to present the content in a systematic way and with utmost clarity. • It must follow a consistent format and must naturally lead to a logical end. • Main Purpose of Report • To provide information, thereby enabling others to make a decision or take necessary action.
- 3. PURPOSE OF REPORT WRITING • 1. Help us to keep records. • 2. Tell about success and failures. • 3.Help others know what an organization is doing. • 4. Help to communicate to investors/sponsors. • 5. Help in evaluation.
- 4. SIX P’S OF DRAFTING A REPORT Principle of Purpose This implies the objective for report writing Principle of Organisation This implies the logical sequencing. Principle of Clarity This implies using simple words Principle of Brevity This implies conciseness – brief reports are easy to prepare and interpret. Principle of Scheduling This implies proper delegation of work- to minimize burden while preparation. To provide sufficient time to collect data and present the report. Principle of Cost This implies the cost effectiveness factor.
- 5. TYPES OF REPORTS • 1. Monthly Progress Report. • 2. Community Project Report. • 3. Routine Reports. • 4. Field Trip Reports. • 5. Meeting Reports. • 6. Workshop Reports.
- 6. TYPES OF REPORTS • 1. Monthly Progress Report: • A monthly progress report provides an update on the status of a project, initiative, or task over the course of a month. • It is used to track progress, identify any issues, and ensure that goals are being met on time. • The format of monthly progress report is as follows: • - i. Activities. • -ii. Results of those activities.
- 7. TYPES OF REPORTS • 2. Community Project Reports: • A community project report is typically used to detail the progress, outcomes, and impact of a project within a community. • It serves as a formal record of activities & outcomes. • It is often prepared for funders, partners, or the community itself- NGOs. • 3. Routine Reports: • A routine report (or status report) is a periodic (e.g., weekly, bi-weekly, or daily) update that provides a snapshot of ongoing work, tasks, or operations. • These reports are used to track standard activities.
- 8. TYPES OF REPORTS • 4. Field Trip Report: • A field trip report is used to document the activities, observations, and learning outcomes from a field trip or educational excursion. • It highlights what was learned, the key experiences, and any relevant observations during the trip. • A field trip report should emphasize on the following: • 1. What was the purpose? • 2. Did you achieve it? • 3. To what extent? • 4. What observations did you make? • 5. The results of the trip. • 6. Do you recommend any changes on the basis of these observations.
- 9. TYPES OF REPORTS • 5. Meeting Reports: A meeting report summarizes the key points discussed, decisions made, and actions assigned during a meeting. • It serves as a record for future reference and ensures all participants are consenting to the decisions made. • 6. Workshop Reports: • A workshop report documents the content, activities, and outcomes of a workshop. • It’s typically used to summarize what was covered, how participants engaged in the workshop, and the key insights gained.
- 10. FORMAL REPORT • A formal report is a structured document used to communicate detailed information, findings, analysis, and recommendations about a specific subject or project. • They are usually written in a formal tone, following a specific format to ensure clarity and consistency. • Purpose of a Formal Report • - To Inform • - To help make decisions. • - To keep as a record- to be used as a reference.
- 11. FORMAL REPORT • Components of a Formal Report: • 1. Title Page- (Title of the report, name of the author & date) • 2. Table of Contents- (Index Page). • 3. Executive Summary- Brief Summary. • 4. Conclusion/Deliverables
- 12. ESSENTIALS OF REPORT WRITING • 1. Know your readers: • - Who are your readers? • -What do you need to explain? • -What are the points that you have to focus on? • - What would be the approximate length of your report. • 2. Sketching Out the Report- preparing an outline of the report. • - Decide what must go in the report. • -Deciding pictures to be used in the report. • -Highlight areas that need to be emphasized. • -Write in your own language.
- 13. ESSENTIALS OF REPORT WRITING • 3. Organising the Material • - Deciding the sequence of the report. • -Eliminate duplicate and words that repeat often. • -Formulate a rough draft before generating the final version.
- 14. WHAT DOES A GOOD REPORT WRITING INVOLVES? • 1. Conveying ideas, not just raw data. Even the ideas have a structure, an order and a hierarchy. • 2. Conveying what is important. • 3. Writing concisely and clearly. • 4. Giving good examples/pictures/feedback data. • 5. Presenting information in a reader friendly way.
- 15. FORMAT FOR ORGANIZING A REPORT • A report which is not very formal in nature and is meant for intra-organization purpose is written in a simple letter form. • It contains vital inputs like- date, address, salutation, introduction, body, a complementary close and signature. • It consist of three phases/sections- first phase, second phase, third phase. • Report writing style may also vary depending on the purpose.
- 16. ANIL ORTHOCARE LTD BAWANA, DELHI-110039 Date: December 03, 2024. The Director, Anil Orthocare Ltd, Bawana, Delhi-110039 Subject: Sales performance report for the Quarter 3, 2024. Dear Sir, In accordance to your instructions, I submit a summarized sales performance report for Q3 2024, highlighting key figures, trends, and areas for improvement. Our new orthocare equipment accounted for 40% of total sales, showing a 10% increase from the previous quarter. We gained 250 new customers in Q3, a 20% increase from Q2 2024. To make our equipment more popular and highly competitive, necessary arrangements be made for regular advertisement through popular television channels. I would also like to acknowledge the support of my fellow colleagues in accomplishing the task on time. Yours faithfully, A.B. Chatterjee Senior HR Manager
- 17. ANIL ORTHOCARE LTD BAWANA, DELHI-110039 Date: 03.12.2024 SUMMARIZED REPORT ON SALES PERFORMANCE OF Q3, 2024. This is a summarized sales performance report for Q3 2024, highlighting key figures, trends, and areas for improvement. The objective of this quarter was to reap in twice the profits, than the previous quarter. The new orthocare equipment accounted for 40% of total sales, showing a 10% increase from the previous quarter. The company also gained 250 new customers in Q3, a 20% increase from Q2 2024. The necessary promotional efforts were decided to make the equipment more popular and highly competitive, through regular advertisements on popular television channels. The quarter ended with a satisfactory performance of sales growth, as reflected in the figures and was widely appreciated by the investors group. Many of them extended a collaboration request for the upcoming quarter. Prepared by: Akhil Raj
- 18. NEED FOR WRITING FIELD/INDUSTRIAL VISIT REPORT • To keep as a reference record. • To effectively understand the learning outcomes. • To display about the organization’s initiatives to the public.
- 19. STAGES OR STEPS IN REPORT WRITING ON FIELDWORK/ INDUSTRIAL VISITS/BUSINESS CONCERNS • Stage 1: Collection, Analysis & Interpretation of Data • - Collecting the data from personal observations, interviews, surveys, self-research or previous reports. • - To classify it and arrange it in a logical manner. • -To interpret the data using pie charts, bar graphs etc. • Stage 2: Drafting the Report • Making sections for writing the report. • - Introduction (Brief Overview, Purpose & Objective). • -Body of Report (Data representation, Findings, Facts, classification & Interpretation). • -Conclusion- (recommendations, suggestions or closing remarks)
- 20. STAGES OR STEPS IN REPORT WRITING ON FIELDWORK/ INDUSTRIAL VISITS/BUSINESS CONCERNS • Stage 3: Editing • - Examine the final draft once to see- whether it serves the purpose or not. • -Check for errors in charts, data figures etc. • - Check overall- for spellings, punctuations, grammatical errors, if any. • - Attach a supplementary list consisting of glossary, bibliography, index, appendix, etc. • - your report is ready for submission.
- 21. SUMMARIZING ANNUAL REPORT OF COMPANIES • A report that is published annually and projects the overall performance of the company in that financial year. • It is a ready reference for all the stakeholders, and government/non- government bodies to get a first-hand view about the financial health and stability of the company. • An annual report is the mirror of a company’s performance and profile.
- 22. STRUCTURE OF ANNUAL REPORT OF A COMPANY • 1. Operational Overview • - Brief opening note. • - Current financial position (profit). • 2. Appropriations, if any • - Allocation of finances to different purposes. (Highlight the major ones). • 3. Performance of Divisions • - Brief about performance of each division. • - Overall performance figure of all divisions.
- 23. STRUCTURE OF ANNUAL REPORT OF A COMPANY • 4. General Facts • - Meeting decisions. (stating the important one’s). • - Info’s like- resignation/appointment/re-appointment/promotion/termination • 5. Appreciation • -Thanking & Appreciation to the employees & fellow managers.
- 24. MINUTES OF A MEETING • Minutes are a record of what happened in a meeting. • Minutes of a meeting act as official record of all the decisions taken/changes made/policies taken by the concerned authorities in the organization.
- 26. NOTIFICATION OR AGENDA • Before a meeting is convened, a notice is issued to apprise the members of the day, date, time, venue and agenda of the meeting.
- 29. INFO TO BE INCLUDED IN MOM • 1. Overview of the Meeting. • 2. Agenda of the Meeting. • 3. Topics Discussed. • 4. Decisions Reached. • 5. Action to be taken. • 6. Deadlines, if any. • 7.Next meeting details- brief. • 8. Signature of all members/attendees.
- 30. TYPES OF MEETING • 1. Meeting of the board of directors- on quarterly basis to review company's performance and take important decisions. • 2. Annual General Body Meetings: To be attended by every member, once a year to review the working of company and record grievances. • 3. Statutory Meetings: To form rules and regulations for the company and employees. • 4. Committee Meetings: Between the experts from different departments. • 5. Command Meetings: Generally taken by superiors to give feedback to the subordinates. • 6. Emergent Meetings: Called for, when a situation needs immediate attention and action.
- 31. THANK YOU !!!