Business Report
amir2428
f2014_comm212_ch11em-2.pptx
Objectives
Distinguish between formal reports and proposals.
Identify elements of informal and formal proposals
Conduct research by generating primary data and collecting secondary data
Apply standards for evaluating research material from a variety of sources
Apply the writing process to formal reports
Develop a report work plan for a formal report
Identify elements of formal reports and document sources
Draw conclusions and develop recommendations from report data.
Types of reports
Proposals
Announcing the work to be done
Formal Report
Completion of the work
Proposals
Proposals suggest solutions to problems.
The direct approach is most commonly used.
The goal is to persuade readers to follow, agree to, or approve of a request for action, business, or funding.
Proposals
Introduction:
Overview
Scope
Qualifications
Start and completion dates
Previous work completed
1st Section
Proposals
Background:
Problem details
Purpose and goal
Client needs and benefits
Proposal, Method, Schedule:
Detailed solutions:
Product or service
Feasibility
Procedure and timeframe
Project timeline
Costs/Budget:
Cost breakdown
2nd Section
Proposals
Staffing, Qualifications:
Expertise and credentials
Resources/facilities
Benefits:
Benefits or advantages to the reader
2nd Section
Proposals
Request for Authorization:
Expiry date for the proposal
Request for permission to proceed
Additional information
3rd Section
Formal Report
Front matter
Body
Back matter
Formal Report
Copy of the Request for Proposals
Cover letter
Title page
Table of contents
List of figures
Executive summary
Front matter
Formal Report
Copy of the Request for Proposals
Cover letter
Title page
Table of contents
List of figures
Executive summary
Front matter
Formal Report
Title Page
Refer to sample title page on Moodle
Table of Content
Refer to sample table of content on Moodle
List of Figures / List of Tables
Only if your report has more then 5 figures or tables combined.
Front matter
Formal Report
Front matter
Formal Report
Front matter
Formal Report
Executive Summary or Abstract:
One page summary of highlights (10% of report length)
Non-technical language (executive summary)
Technical language (abstract)
Give complete overview of report
Highlights conclusions and recommendations
Front matter
1/3
Subject Matter
Include the problem statement
Method of Analysis + Topics covered
1/3 Conclusion
Summarize your findings relevant for your recommendations
Set the stage for recommendations
1/3 Recommendations
You may use bullet points for these.
Must relate to the problem statement
Your own interpretation
Formal Report
Front matter
Formal Report
This report provides an analysis and evaluation of the current and prospective profitability, liquidity and financial stability of Outdoor Equipment Ltd. Methods of analysis include trend, horizontal and vertical analyses as well as ratios such as Debt, Current and Quick ratios. Other calculations include rates of return on Shareholders Equity and Total Assets and earnings per share to name a few. All calculations can be found in the appendices. Results of data analyzed show that all ratios are below industry averages. In particular, comparative performance is poor in the areas of profit margins, liquidity, credit control, and inventory management.
The report finds the prospects of the company in its current position are not positive. The major areas of weakness require further investigation and remedial action by management.
Recommendations discussed include:
improving the average collection period for accounts receivable·
improving/increasing inventory turnover·
reducing prepayments and perhaps increasing inventory levels
Formal Report
Introduction
Problem Statement / Purpose Statement
Background
Detailed proposal, method
Schedule
Budget or cost analysis
Staffing
Authorization
Benefits, conclusion
Recommendation
Body
Formal Report
Introduction
Problem Statement / Purpose Statement
Background
Detailed proposal, method
Schedule
Budget or cost analysis
Staffing
Authorization
Benefits, conclusion
Recommendation
Body
Introduction
Bring up the topic of your report.
Give general guidelines as to what will/will not be researched
Formal Report
Body
Statement of purpose / Statement of problem
Use what is given to you in the instructions
Background
Puts the report in perspective in terms of the situation it was written in.
Give overview of your field in Montreal
Data driven section
Provide information for the reader to understand the context of the report
Formal Report
Body
Detailed proposal (Limitations)
Provide detailed information regarding your findings
What are you looking for?
How much time do you have?
Is it important for the report?
Formal Report
Body
Paper, human, electronic:
In-house
Publicly available
Restricted
Secondary research:
Library or online research
Primary research:
Your thoughts, observations, and experiences
Your interviews, surveys, and ideas
Formal Report – Researching and Data
Body
Online:
Keywords:
Search engines
Library databases
Web sources:
Use more than just Wikipedia.
Consider the quality, relevance, and value of the source.
Formal Report - Researching and Data
Body
Print sources:
Periodical guides and indexes
In-house documents and reports
Interviews:
Who? Why? What? Where? When? and How?
Open-ended questions
Observations:
Subjective
Specific and measurable?
Formal Report
Body
Conclusion
Summary of the paper
Provide the generic guidelines of the findings
State how this report accomplished it’s goal (Statement of problem)
Offer a future research
Where does your report stop but would require future research.
Formal Report
Body
Recommendations
Based on the research, what should other students in their first year looking to get into your field do?
What do you suggest to other wishing to follow a similar career path as yourself.
Sign this section.
Formal Report
Body
Formal Reports
References:
Bibliographic list of sources
APA
Appendix:
Graphics, statistical analyses, tables, generic résumés, photographs, and samples
De-clutters the proposal body
Labelled A, B, C
Back matter
Formal Reports
Appendix A:
Up-to-date copy of your resume or Linked-in page
Appendix B
Add any additional information you feel is important to put your reader in context
Appendix X
What did you like about this course / dislike & how to improve it.
Back matter
Formal Reports
What is APA style of referencing?
http://library.concordia.ca/help/howto/ apa.php
In-text
Martineau (2013) explains that the average salary for a recently graduated marketing student should be around …
“The average salary for a marketing graduate should be …” (Martineau 2013)
Formal Reports
Bibliography – APA style
Entries are arranged alphabetically by the author's last name or by the title if there is no author
For each entry, the first line is typed flush with the left margin. Additional lines are indented as a group a few spaces to the right of the left margin (hanging indent)
Formal Reports
Cooper, A., & Humphreys, K. (2008). The uncertainty is killing me: Self-triage decision making and information availability. E-Journal of Applied Psychology, 4(1). Retrieved from http://ojs.lib.swin.edu.au/index.php/ejap/
There should not be any hyperlinks.
See more at: http://library.concordia.ca/help/howto/apa.php#sthash.net56xLP.dpuf
Formal Reports
Use an impersonal tone.
Mix sentence and paragraph lengths.
Use consistent verb tenses.
Place angle brackets <> around shortened URLs.
Follow a style guide or the house style.
Don’t use contractions.
Don’t use “I” and “we.”
Formal Reports
Create a work plan
What sections should you begin with
What information are you missing / How will you get it
How will the report be done
When will it be done / Schedule of each section
Make a checklist regarding everything that needs to be done
Do not wait to the last minute for formatting.
Formal Reports
Time Management Tips
Determine how and when you work best.
Set priorities.
Start early and plan extra time for problems.
Break tasks into smaller parts.
Ask for help when needed.
Inform your team or client if you will miss deadlines.
