Individual Report
JerRol
Chapter9.pptxChapter: 9 Informal Reports
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 2
Explain informational and analytical report functions, organizational strategies, and writing styles.
Learning Outcome 1
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Ch. 9 / Slide 3
Reporting in the Digital-Age Workplace
Routine reports keep managers informed about completed tasks, projects, and work in progress.
Reports help executives sift through huge amounts of digital and other data.
Report findings may be presented orally in meetings or shared digitally in e-mail messages, PDF files, or slide decks.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 4
Three Main Purposes of Business Reports
Convey information
Answer questions
Solve problems
Here’s the information you wanted.
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Here’s your answer.
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Here’s one solution.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 5
Characteristics of Business Reports
Informational reports
Analytical reports
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 6
Report Functions
Informational Reports
Present data without analysis or recommendations
Are routine and often periodic
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 7
Report Functions
Analytical Reports
Provide data or findings, analyses, and conclusions
May also supply recommendations
Intend to persuade readers
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 8
Audience Analysis and Report Organization
Direct Strategy
Readers
are informed
are supportive
want results first
Indirect Strategy
Readers
need to be educated
need to be persuaded
may be disappointed or hostile
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 9
Report Writing Style
Friendly, casual tone
First-person pronouns, contractions
Shorter sentences, familiar words
Conversational language
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Ch. 9 / Slide 10
Report Writing Style
Emphasis on objectivity, accuracy, fairness
Professional distance between writer and reader
May use third person (the researcher) and passive voice
Absence of humor, figures of speech, “editorializing”
Formal
Style
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 11
Learning Outcome 2
Describe typical report formats and understand the significance of effective headings.
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Ch. 9 / Slide 12
Report Formats
E-Mail and Memo Format
Manuscript Format
Letter Format
Digital slide decks
Infographics
Digital Formats and PDF Files
@
Forms and Templates
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 13
Informal Reports– Letter Format
Tips for Letter Reports:
Use letter format for short, informal reports sent to outsiders.
Organize the facts section into logical divisions identified by consistent headings.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Informal Reports– Letter Format
Tips for Letter Reports:
Single-space the body.
Double-space between paragraphs.
Leave one or two blank lines above each side heading.
Ch. 9 / Slide 14
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 15
Informal Reports– Letter Format
Tips for Letter Reports:
Create side margins of 1 to 1¼ inches.
Add a second-page heading, if necessary, consisting of the addressee’s name, the date, and the page number.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 16
Analytical Report – Memo Format
Tips for Memo Reports:
Use memo format for short (ten or fewer pages) informal reports within an organization.
Leave side margins of 1 to 1¼ inches.
Sign your initials on the From line on hard copies.
Consider attaching the memo to a cover e-mail for delivery.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 17
Informal Reports– E-Mail and Memo Formats
Tips for E-Mail and Memo Reports:
Chunk similar information into groups for quick comprehension.
Use concise headings to quickly identify groups.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 18
Informal Reports– Digital Formats and PDF Files
PDF documents are a popular delivery format.
Some reports are animated and may be hyperlinked to other content.
Slide presentations can be converted to video.
Slide decks are a condensed image-rich format not intended for verbal delivery.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 19
Types of Headings
Functional Headings
Executive Summary
Introduction
Findings
Discussion
Talking Headings
The Best Business Laptop Money Can Buy
Will Smartphones Replace PCs?
Texting: The New Smoking Gun
What’s New in Social Media?
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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Ch. 9 / Slide 20
Types of Headings
Combination Headings
Background: How Apple Won
Personnel: The Savvy Workforce
Production Costs: The Investment Is Paying Off
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 21
Effective Report Headings
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Write short but clear headings.
Experiment with wording that tells who, what, when, where, why, and how.
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Include at least one heading per report page.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 22
Effective Report Headings
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Try to create headings that are parallel.
Construct a hierarchy of heading levels using placement, size, and font.
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Don’t use more than three heading levels.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 23
Levels of Report Headings
TITLE
The title of a report, chapter heading, or major part should be centered in all caps.
First-Level Heading
A first-level heading is centered and bolded. It uses a smaller font size, and only primary words are capitalized.
Second-Level Heading
A second-level heading divides the topics introduced by the first level heading. It is bolded and left-aligned.
Third-Level Heading. Because it is part of the paragraph that follows, a third-level heading is also called a paragraph heading.
14 pt. sans serif font
12 pt. sans serif font
11 pt. sans serif font
2 inches
2 blank lines
2 blank lines
2 blank lines
1 blank line
1 blank line
1 blank line
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Ch. 9 / Slide 24
Identify the problem the report addresses, define the report purpose, and collect significant secondary and primary information to solve the problem.
Learning Outcome 3
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 25
Determine the Problem and Purpose
Problem Statement: What can we do about problem X?
Statement of Purpose: To recommend a plan for solving problem X.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 26
Collect Information From Secondary and Primary Sources
Company records printed and digital files
b. Printed materials books, newspapers, journals
c. Digital resources online databanks, websites, social media, blogs
Good reports are based on solid, accurate, and verifiable facts from sources such as
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 27
Collect Information From Secondary and Primary Sources
d. Observation colleagues, supervisors, customers, competitors
e. Surveys and questionnaires customer feedback
f. Interviews experts, target population
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Learning Outcome 4
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 28
Prepare short informational reports that describe routine tasks.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 29
Trip, Convention, and Conference Reports
Use headings and bullets to enhance readability.
Identify the event
(name, date, and location).
Preview the topics to be discussed.
Summarize the main topics that might benefit others in the organization.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 30
Trip, Convention, and Conference Reports
Offer to share the information.
Express appreciation.
Mention the value of the trip or event.
Submit itemized expenses, if requested, separately.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 31
Progress, or Interim, Reports
Specify the purpose and nature of the project.
Provide background information if necessary to inform the reader.
Describe the work completed thus far.
Explain the work currently in progress, including names, activities, methods used, and locations.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 32
Minutes of Meetings
Record briefly the discussions of old business, new business, announcements, and committee reports.
Begin with the group’s name, date, time, and place of meeting.
Identify the names of attendees and absentees.
State whether the previous minutes were approved or revised.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 33
Minutes of Meetings
Include a signature on formal minutes.
Include the precise wording of motions.
Record the votes and actions taken.
Conclude with the name of the person recording the minutes.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 34
Summaries
If requested, include your reaction or overall evaluation of the document.
State the main idea or purpose of the summary.
Highlight the research methods, findings, conclusions, and recommendations.
Omit illustrations, examples, and references.
Organize for readability by including headings and bulleted or enumerated lists.
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Learning Outcome 5
Ch. 9 / Slide 35
Prepare short analytical reports that solve business problems.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 36
Justification / Recommendation Reports
Direct strategy
Include a discussion of pros, cons, and costs.
Explain the problem or need briefly.
Announce the recommendation, solution, or action concisely and with action verbs.
Explain more fully the benefits of the recommendation or steps necessary to solve the problem.
Conclude with a summary specifying the recommendation and necessary action.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 37
Justification / Recommendation Reports
Indirect strategy
Discuss alternative solutions, beginning with the least likely to succeed.
Refer to the problem in general terms in the subject line or title.
Describe the problem or need your recommendation addresses.
Use specific examples, supporting statistics, and authoritative quotations to lend credibility.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 38
Justification / Recommendation Reports
Indirect strategy
Ask for authorization to proceed, if necessary.
Present the most promising alternative (your recommendation) last.
Show how the advantages of your recommendation outweigh its disadvantages.
Summarize your recommendation. Specify the action it requires, if appropriate.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 39
Feasibility Reports
Describe the problems that may result.
Announce your decision immediately.
Provide a description of the background and problem necessitating the proposal.
Discuss the benefits of the proposal.
Calculate the costs associated with the proposal.
Show the time frame necessary for implementing the proposal.
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© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 40
Yardstick Reports
Tell how the criteria were selected or developed.
Describe the problem or need.
Explain possible solutions and alternatives.
Establish criteria for comparing the alternatives.
Discuss and evaluate each alternative in terms of the criteria.
Draw conclusions and make recommendations.
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Chapter: 9 Informal Reports
Ch. 9 / Slide 41
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