Ch09 instructor
- 1. © 2010 Thomson South-Western Instructor Only Version CHAPTER 9CHAPTER 9 InformalInformal ReportsReports
- 2. Chapter 9, Slide 2Mary Ellen Guffey, Essentials of Business Communication, 8e Understanding Report BasicsUnderstanding Report Basics Formats Letter Memo Manuscript Printed form Digital Functions Informative reports Analytical reports Patterns Direct Pattern Indirect pattern Report Delivery In person U.S. mail Fax E-mail or online Online
- 3. Chapter 9, Slide 3Mary Ellen Guffey, Essentials of Business Communication, 8e If readers are informed If readers are supportive If readers are eager to have results first Direct Pattern PatternsPatterns The Direct Pattern
- 4. Chapter 1, Slide 4Mary Ellen Guffey, Essentials of Business Chapter 9, Slide 4Mary Ellen Guffey, Essentials of Business Communication, 8e Direct Pattern Informational Report Introduction/Background __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ Facts/Findings _________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ Summary ______________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ Analytical Report Introduction/Problem __________________________________ __________________________________ __________________________________ __________________________________ CONCLUSIONS/ RECOMMENDATIONS __________________________________ __________________________________ __________________________________ Facts/Findings __________________________________ __________________________________ __________________________________ Discussion/Analysis____________ __________________________________ __________________________________ __________________________________
- 5. Chapter 9, Slide 5Mary Ellen Guffey, Essentials of Business Communication, 8e PatternsPatterns The Indirect Pattern If readers need to be educated If readers need to be persuaded If readers may be disappointed or hostile Indirect Pattern
- 6. Chapter 1, Slide 6Mary Ellen Guffey, Essentials of Business Chapter 9, Slide 6Mary Ellen Guffey, Essentials of Business Communication, 8e Indirect Pattern Analytical Report Introduction/Problem __________________________________ __________________________________ __________________________________ __________________________________ Facts/Findings_________________ __________________________________ __________________________________ __________________________________ Discussion/Analysis__________________________________ __________________________________ __________________________________ CONCLUSIONS/ RECOMMENDATIONS____________ __________________________________ __________________________________ __________________________________
- 7. Chapter 9, Slide 7Mary Ellen Guffey, Essentials of Business Communication, 8e Information Report—Letter FormatInformation Report—Letter Format Click icon to view example. Adobe Acrobat Document
- 8. Chapter 9, Slide 8Mary Ellen Guffey, Essentials of Business Communication, 8e Letterhead stationery. Useful for informal reports sent to outsiders. LetterLetter Memo style. Useful for informal reports circulated within organizations. MemoMemo Plain paper. Useful for longer, more formal reports. ManuscriptManuscript Standardized forms. Useful for routine activities, such as expense reports. Printed formPrinted form Report DeliveryReport Delivery Viewed online. Useful for collaboration and for posting to company intranet. DigitalDigital
- 9. Chapter 9, Slide 9Mary Ellen Guffey, Essentials of Business Communication, 8e Guidelines for DevelopingGuidelines for Developing Informal ReportsInformal Reports Determine problem and purpose. Gather data. Organize data. Write first draft. Edit and revise. © ISTOCKPHOTO.COM / CHRIS SCHMIDT
- 10. Chapter 9, Slide 10Mary Ellen Guffey, Essentials of Business Communication, 8e Where to Gather Data for ReportsWhere to Gather Data for Reports Look in company records. Make personal observations. Use surveys, questionnaires, and inventories. Conduct interviews. Search printed material such as books, newspapers, and periodicals. Search databases and other electronic resources.
- 11. Chapter 1, Slide 11Mary Ellen Guffey, Essentials of Business Chapter 9, Slide 11Mary Ellen Guffey, Essentials of Business Communication, 8e Developing anDeveloping an AppropriateAppropriate Writing StyleWriting Style
- 12. Chapter 1, Slide 12Mary Ellen Guffey, Essentials of Business Chapter 9, Slide 12Mary Ellen Guffey, Essentials of Business Communication, 8e Report Writing Styles – Informal Style
- 13. Chapter 1, Slide 13Mary Ellen Guffey, Essentials of Business Chapter 9, Slide 13Mary Ellen Guffey, Essentials of Business Communication, 8e Report Writing Styles –Formal Style
- 14. Chapter 9, Slide 14Mary Ellen Guffey, Essentials of Business Communication, 8e Being Objective in Writing ReportsBeing Objective in Writing Reports Present both sides of an issue. Separate fact from opinion. Be sensitive and moderate in language. Cite sources carefully.
- 15. Chapter 9, Slide 15Mary Ellen Guffey, Essentials of Business Communication, 8e Making EffectiveMaking Effective Report HeadingsReport Headings Use appropriate heading levels. Strive for parallel construction within levels. Use first- and second-level headings for short reports. Capitalize and underline carefully. Keep headings short but clear.
- 16. Chapter 9, Slide 16Mary Ellen Guffey, Essentials of Business Communication, 8e Don't use headings as antecedents for pronouns. For example, avoid: Inserting Hypertext Links. These links . . . . Include at least one heading per report page. Making EffectiveMaking Effective Report HeadingsReport Headings
- 17. Chapter 9, Slide 17Mary Ellen Guffey, Essentials of Business Communication, 8e Preparing TypicalPreparing Typical Informal ReportsInformal Reports Information reports Progress reports Justification/recommendation reports Feasibility reports Minutes of meetings Summaries
- 18. Chapter 9, Slide 18Mary Ellen Guffey, Essentials of Business Communication, 8e Information ReportsInformation Reports Information reports provide findings without analysis or persuasion. For example, your boss asks you to investigate prepaid legal services as a possible employee benefit.
- 19. Chapter 9, Slide 19Mary Ellen Guffey, Essentials of Business Communication, 8e Information ReportsInformation Reports Explain why you are writing; define purpose. Describe credibility of data methods and sources. Provide background. Preview what is to follow. Findings ConclusionIntroduction
- 20. Chapter 9, Slide 20Mary Ellen Guffey, Essentials of Business Communication, 8e Information ReportsInformation Reports Organize chronologically, alphabetically, topically, by importance, or by another method. Group similar topics together. Use appropriate headings. ConclusionIntroduction Findings
- 21. Chapter 9, Slide 21Mary Ellen Guffey, Essentials of Business Communication, 8e Information ReportsInformation Reports Summarize findings. Suggest action to be taken. Express appreciation, if applicable. FindingsIntroduction Conclusion
- 22. Chapter 9, Slide 22Mary Ellen Guffey, Essentials of Business Communication, 8e Progress ReportsProgress Reports Progress reports explain the progress of continuing projects. For example, you must report on the progress of a golf tournament your organization is planning.
- 23. Chapter 9, Slide 23Mary Ellen Guffey, Essentials of Business Communication, 8e Progress ReportsProgress Reports Specify in the opening the purpose and nature of the project. Provide background information if the audience requires filling in. Describe the work completed.
- 24. Chapter 9, Slide 24Mary Ellen Guffey, Essentials of Business Communication, 8e Progress ReportsProgress Reports Explain the work currently in progress, including personnel, activities, methods, and locations. Anticipate problems and possible remedies. Discuss future activities and provide the expected completion date. © ISTOCKPHOTO.COM / CHRIS SCHMIDT
- 25. Chapter 9, Slide 25Mary Ellen Guffey, Essentials of Business Communication, 8e Progress Report – Memo FormatProgress Report – Memo Format Click icon to view example. Adobe Acrobat Document
- 26. Chapter 9, Slide 26Mary Ellen Guffey, Essentials of Business Communication, 8e Justification/Justification/ Recommendation ReportsRecommendation Reports Justification/recommendation reports are written to justify or recommend something, such as buying equipment, changing a procedure, hiring an employee, consolidating departments, and so forth.
- 27. Chapter 9, Slide 27Mary Ellen Guffey, Essentials of Business Communication, 8e Reader Response DeterminesReader Response Determines StructureStructure Problem Recommendations Facts Discussion Problem Facts Discussion Recommendations Indirect PatternDirect Pattern Reader willReader will likely agree withlikely agree with recommendationsrecommendations Reader willReader will likely agree withlikely agree with recommendationsrecommendations Reader mayReader may opposeoppose recommendationsrecommendations Reader mayReader may opposeoppose recommendationsrecommendations
- 28. Chapter 9, Slide 28Mary Ellen Guffey, Essentials of Business Communication, 8e Use direct organization for nonsensitive topics and recommendations that will be agreeable to readers. Use indirect organization when readers may oppose a recommendation or when circumstances suggest caution. Identify the problem or the need briefly. Announce the recommendation, solution, or action concisely and with action verbs. Justification/Justification/ Recommendation ReportsRecommendation Reports
- 29. Chapter 9, Slide 29Mary Ellen Guffey, Essentials of Business Communication, 8e Identify the problem or the need briefly. Announce the recommendation, solution, or action concisely and with action verbs. Explain more fully the benefits of the recommendation or steps to be taken to solve the problem. Present a discussion of pros, cons, and costs. Conclude with a summary specifying the recommendation and action to be taken. Direct PatternDirect Pattern
- 30. Chapter 9, Slide 30Mary Ellen Guffey, Essentials of Business Communication, 8e Make a general reference to the problem in subject line. Describe and establish credibility for the seriousness of the need or problem that your recommendation addresses. Discuss alternative solutions, beginning with the least likely to succeed. Present most promising alternative—your recommendation—last. Indirect PatternIndirect Pattern
- 31. Chapter 9, Slide 31Mary Ellen Guffey, Essentials of Business Communication, 8e Show how the advantages of your recommendation outweigh its disadvantages. Summarize your recommendation and any action required. Ask for authorization to proceed if necessary. Indirect PatternIndirect Pattern
- 32. Chapter 9, Slide 32Mary Ellen Guffey, Essentials of Business Communication, 8e Justification/RecommendationJustification/Recommendation Report—Memo FormatReport—Memo Format Click icon to view example. Adobe Acrobat Document
- 33. Chapter 9, Slide 33Mary Ellen Guffey, Essentials of Business Communication, 8e Feasibility ReportsFeasibility Reports Feasibility reports examine the practicality and advisability of following a course of action. For example, your company must decide whether to add a child- care facility.
- 34. Chapter 9, Slide 34Mary Ellen Guffey, Essentials of Business Communication, 8e Feasibility ReportsFeasibility Reports Begin by announcing your decision immediately. Describe the background and problem necessitating the proposal. Discuss the benefits of the proposal. Describe any problems that may result. Calculate the costs associated with the proposal, if appropriate. Show the time frame necessary for implementation of the proposal.
- 35. Chapter 9, Slide 35Mary Ellen Guffey, Essentials of Business Communication, 8e Feasibility Report – Memo FormatFeasibility Report – Memo Format Click icon to view example. Adobe Acrobat Document
- 36. Chapter 9, Slide 36Mary Ellen Guffey, Essentials of Business Communication, 8e Minutes of MeetingsMinutes of Meetings Meeting minutes summarize the proceedings of a meeting.
- 37. Chapter 9, Slide 37Mary Ellen Guffey, Essentials of Business Communication, 8e Minutes of MeetingsMinutes of Meetings Include name of group, date, time, place, name of the meeting. List names of attendees and absentees. Describe disposition of previous minutes. Record old business, new business, announcements, and reports. Include the precise wording of motions.
- 38. Chapter 9, Slide 38Mary Ellen Guffey, Essentials of Business Communication, 8e Minutes of MeetingsMinutes of Meetings Record the vote and action taken. Conclude with the name and signature of the individual recording the minutes.
- 39. Chapter 9, Slide 39Mary Ellen Guffey, Essentials of Business Communication, 8e Minutes of Meeting—Report FormatMinutes of Meeting—Report Format Click icon to view example. Adobe Acrobat Document
- 40. Chapter 9, Slide 40Mary Ellen Guffey, Essentials of Business Communication, 8e SummariesSummaries Summaries compress data from a longer publication, such as a business report, a magazine article, or a book chapter.
- 41. Chapter 9, Slide 41Mary Ellen Guffey, Essentials of Business Communication, 8e SummariesSummaries Present the goal or purpose of the document being summarized. Highlight the research methods (if appropriate), findings, conclusions, and recommendations. Omit illustrations, examples, and references. Organize for readability by including headings and bulleted or enumerated lists. Include your reactions or an overall evaluation of the document if asked to do so.
- 42. Chapter 9, Slide 42Mary Ellen Guffey, Essentials of Business Communication, 8e Executive SummaryExecutive Summary Click icon to view example. Adobe Acrobat Document
- 43. © 2010 Thomson South-Western Instructor Only Version ENDEND