Business Analytical Report
Writing Business Reports
10
Professional Writing and Speaking
Baker, Baker, and Robles
Chapter 10 Structure
Writing Business Reports
Definition of Business Reports
Report Writing Process
Business Report Categories
Review and Revision of Reports
Business Messages vs. Reports
Research and Report Processes
(Continued on next slide)
Research and Report Processes
(Continued from previous slide)
Planning the Report
Business Report Structure
Introduction
Research Methods
Findings
Conclusions
Recommendations
Scientific & Academic Report Structure
(IMRAD)
Introduction
Methods
Results and
Discussion
Team Writing
All Write All. The entire team composes together. Consistent style, but can be tedious, frustrating, and inefficient.
Each Writes Part. Team members divide and delegate the writing and share in giving feedback. Time efficient and equitable workloads, but inconsistent writing style. Works well for long reports.
One Writes All. One person writes the entire report. Team gives feedback. Unfair workload but consistent style. Works well for short reports.
Team Writing
Select an effective team.
Establish meeting times and deadlines.
Create an outline.
Assign tasks.
Clarify writing standards for style and design.
Establish a system for review and revision.
Give positive reinforcement.
Long Report Sections
Long Report Section Samples
Background
Purpose
Agenda
Two years ago, Western Bakeries, Inc., acquired Tony’s Bakeries, a Northern California firm consisting of three bakeries located in Sacramento, Redding, and Chico. Since that time, Tony’s Bakeries has been declining in profitability. The decline two years ago was 5.2
percent; last year the decline was an additional 7.6 percent.
We conducted a study to identify the reasons for the loss in profitability and to recommend appropriate solutions.
The following report sections explain the research methods, findings, conclusions, and recommendations resulting from this research.
Long Report Section Samples
Definition of terms
Research methods
■ 301 Redirect: A permanent redirect from the company’s old website to its new website.
■ Bounce rate: The percentage of visitors who visit your site and then leave, or bounce, rather than continue to view other pages at that site.
We analyzed Tony’s fundamental business operations, policies, and procedures to identify points of inefficiency, waste, or mismanagement. We also interviewed all store managers and employees to learn what they think is going well and what could be improved. Finally, we observed customers during their shopping and analyzed all website customer ratings and reviews.
Long Report Section Samples
Findings (what?)
Conclusions (so what?)
Recommendations (now what?)
Customers rate Tony’s product quality at 3.4/5.0.
Customer-service problems are causing a decline in customer patronage at Tony’s.
Provide ongoing customer-service training for Tony’s employees, give employees rewards for good customer service, implement job enrichment, and give small tokens of customer appreciation, such as one free donut for every dozen purchased.
Long Report Example
Short Reports
May have limited data and scope and involve less-important matter
Usually written in first person
Flexible formatting expectations, often sent as emails or memos attached to emails
Usually no table of contents or other front matter
May have attachments or appendixes
Begin with introduction, including background, statement of problem, recommendations, and agenda
Give recommendations
Write the body of the information, with needed graphics
Give conclusions and recommendations
Description
Structure
Sample short report opening, agenda, and beginning of body
Short Report
Sample short report closing, including a decision matrix, conclusions, and recommendations
Short Report
Slide Report Advantages
Slide information is more reader-friendly than hard-copy information.
Slides can be easily copied and shared with others.
Slide reports can contain hyperlinks for easy navigation throughout the report.
Slide reports are usually more visually appealing than traditional reports, with more variety in typography and greater use of business graphics.
4
Slide Report Sample
Progress reports
Performance reports
Informational reports
Analytical reports
Business Report Categories
Progress reports update managers on the progress and status of projects.
Business Report Categories
Performance reports indicate to what degree an organization or group is measuring up to prescribed standards.
Business Report Categories
Informational reports explain and clarify information needed by management for awareness and decision making.
Business Report Categories
Analytical reports are one-time documents that
seek to solve problems, explore business opportunities, or make informed decisions.
Business Report Categories
For decision-making reports
Structure Options for Evaluation Text
DOCS Review
Design
Report format and HATS (Headings, Art, Typography, Spacing)
Organization
Approach, OABC, and information structure
Content
5 C’s (clear, complete, correct, considerate, and convincing) and CLOUD for paragraphs (cohesion, length, organization, unity, and development)
Style
SPELL check (structure, punctuation, errors, language, and length)
Remember
Writing Business Reports
Definition of Business Reports
Report Writing Process
Business Report Categories
Review and Revision of Reports