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Business Report Assignment, Faculty: Mila Romaniuk

Due Date: July 30, 2015

Centennial College, Progress Campus

Logistics:

1. Apply the three step writing process to one of the two options presented below.

2. Work on the assignment alone, with a partner or with the members of your home group

3. Double submission: soft copy on D2L before the class and hard copy at the beginning of the class on July 30.

Option 1:

Type of written document: Short Business Memo Report

Assume that your office needs a piece of equipment such as photocopier, fax, digital camera, computer, printer, scanner, shredder, or alike. Do the research necessary to write a convincing internal proposal to your boss. You feel that your boss will be respective to your request, so you can use the direct approach.

Refer to the handout distributed in class. Module your work on the correct sample contained in the handout. Note, that depending on what you will be writing on, you may have more headings than shown in the sample.

Option 2

Type of written document: Unsolicited Proposal

Look around your campus, analyses your life as a student and think of a problem that you are interested in. May be it is related to campus parking, food services, students’ schedules, work load, social activities, specific course, or other. What type of solution may be possible? What type of initiative would you recommend to enhance the life of students at Centennial?

Write a proposal to obtain an approval for your new initiative. You are planning to send this proposal to the person that will have the authority to implement your initiative. It might be Ann Buller, the President of the College or the Dean of you school (Barry O’Brien) or other person of authority. Since the proposal is to be sent in an email message, you will need to plan your message carefully. You want the decision maker to give your proposed initiative serious consideration.

The proposal is unsolicited, so you will need to provide sound reasons to convince your audience that a new initiative is needed, and you will need to show how implementing your initiative will benefit the students. Your will need to establish the importance of and need for the program and provide some details about the implementation such as costs, timelines, and content. Explain why the initiative is needed, what content would be included, and how students will benefit. Make certain you explain why your reader should take action and add the initiative

When putting your proposal together, make sure you include the following:

· Description of problem/current situation/

· Needs analysis/Data Analysis

· Summary of research

· Recommendation to proceed with the development and implementation of your program/initiative

You may conduct any type of primary research: interviews, questionnaires, surveys of your colleagues. You may also conduct some secondary research by reviewing another university’s and college’s offerings. Citing other schools that have similar initiatives will support your proposal to implement the initiative. To strengthen your argument, you may also want to search for relevant articles in newspapers and periodicals.

For both options consider the following:

1. Include also Title page & References page in APA format

2. Follow the structure appropriate for the option chosen.

3. Use appropriate headings to guide the reader through the information.

4. Use the persuasive writing techniques you learned, including the AIDA approach

5. Include any Appendices if warranted

6. Review Format and Layout file posted in the Routine, Good-News, GoodWill Messages lectures folder for further tips

Business+Reports_Mila.ppt

Planning, writing and completing business reports and proposals

Mila Romaniuk

Tips for Success

“Written reports are essential for evaluating business opportunities. Without the facts, boards can’t act.”

— Gerry Roy,

Chief Corporate Officer and Legal Counsel,

Inualiut Regional Corporation

Business reports are systematic attempts to answer questions and solve problems.

What Are Business Reports?

Reports: Three Basic Categories

Information: Facts, feedback, data
Analytical: Information and analysis
Proposals: Persuasive recommendations

** The three-step process suits all kinds of report writing

Chapter 10-6

Plan

Research

Organize

Complete

Present

More Detailed Process to
Write Business Reports

Analyze the problem and specific audience.
Anticipate the audience and issues.

Key questions to ask. . . .

What is the problem/opportunity?

What is important to the audience?

What key issues need to be addressed?

P=A3

Plan

Research

Organize

Complete

Present

ROC

Use different types of research methodologies to provide most important persuasive data.

Key questions to ask. . .

What does the audience need to know to act or think differently?

How can your team best collect this information/data?

Plan

Research

Organize

Complete

Present

Adapting to Your Audience

Informal

Be less formal if the report is likely to meet approval or you know your readers
Use personal pronouns (I, we, our, you, your, etc.)

Formal

Use impersonal style
Emphasize objectivity
Eliminate personal pronouns
Avoid humour
Watch figurative language

Need for Objective Information

Present both sides of an issue.
Separate fact from opinion.
Gain credibility.
Cite sources carefully.

Activity: Researching for Effective Persuasion

In groups of 3-4 people. . .

Identify the types of research methodologies to use for effective persuasion. You must include either survey or interview as one of the methodologies.
State what information you would gather from each methodology.
State how you would use that information in your persuasion.

Reasons for
Documenting/Citing Data?

Strengthens your argument

Instructs the reader

Protects you from charges of plagiarism

Use APA for Centennial assignments

Writing an Outline

Your outline will dictate the organization of your research paper.

All research reports must have a minimum of two main points and no more than five main points.
If there are any sub points, there must be at least two. (There cannot be only one sub point.)
The headings must be short and clear. They must be written in a consistent format.
All reports must have at least one recommendation.

Application

I. Executive Summary

II. Problem

III Background

IV. Discussion of Findings

A. Highlights of Jamba Juice 1. Unique Health Experience

a. Nutritional content

b. Convenient nourishment

2. Established Business with Growth Potential

a. Community contribution

b. Corporate partnership

B. Positive Reasons to Become Partners

1. Improve Image

2. Offer a Useful Service

3. Promote a Healthier Lifestyle

Gains attention

Builds interest

Creates desire/need

Application

C. Advantages for 24 Hour Fitness

1. Minimal Effort Required

2. Value-added Service

3. Increased Profit Potential

4. Positive Aesthetic Impact

D. Fitness and Juice by the Numbers

1. Customer Satisfaction Survey

2. Profit Estimates

V. Conclusions and Recommendations

A. Review of Benefits

B. Proposal for Action

1. Launch Two-Store Implementation

2. Evaluate for Potential Expansion

VI. Appendix: Customer Survey

VI I. Works Cited

Creates desire/need

Motivates action

Another person's ideas, opinions, examples, or theory.
Any facts, statistics, and graphics that are not common knowledge.
Quotations of another person's actual spoken or written words.
Paraphrases of another person's spoken or written words.

What to Document/Cite

Organize Information

Reader comprehension, not writer convenience, should govern report organization.

Key Question to Ask. . . .

How will the audience best accept and understand the information?

ROC

Plan

Research

Organize

Complete

Present

Indirect Organizational Pattern

Indirect Pattern

Analytical Report

Introduction/Problem

Facts/Findings

Discussion/Analysis

Conclusions/Recommendations

Gain attention

Build interest; create desire/need to change

Motivate action

The direct approach anticipates no resistance to its message-for instance, "you've been hired," "your order is being shipped today," or even "the project will be done in one week." In direct message, the main point goes at the beginning, followed by details, explanations or evidence supporting it. It prevents the reader from getting bored and frustrated by having to search through paragraph of information to get in the main topic. An organized message saves the reader time by getting to the purpose of the message at once.

In indirect pattern the main point goes later in the message, after all the explanations or wade of different paragraphs. The indirect message shows that you respect your reader’s feelings, which may be hurt by the main point. Use indirect approach when:

the reader is going to be uninterested, unpleased or aware
your letter, memo, or e-mail message contains "bad news" of some type - a rejection of a request for funding, a report that a project won't be completed on time, a notice that an order hasn't been shipped yet.

Generally, his approach will serve you well if you are trying to offer something or relaying some important matters as it strategically delays the bad news until your reader has been prepared to accept or deal with it in a positive way.

Direct Organizational Pattern

Analytical Report

Introduction/Problem
Conclusion/Recommendation
Facts/Findings
Discussion/Analysis

Direct Pattern

Direct approach

Establish need for action
Introduce benefits
List steps required to achieve benefits
Explain each step
Summarize recommendations

Organizing Informational Reports

Chronological order is organized by chronology: e.g., 2000, 2001, 2002.

Geographical or spatial is organized by physical location

Topical or functional is organized by topic or function.

Helping Readers Find Their Way

Headings or links: Clarify structure and emphasize key points
Transitions: Tie ideas together and show relationships
Previews and reviews: Help readers get ready for new information, summarize current information

Chapter 11-8

Helping Readers Find Their Way

To help readers navigate a long report
the opening introduces the subject and indicates its importance
headings and lists highlight important ideas and provide clues
transitions tie ideas together and keep readers moving
previews and reviews introduce new information and summarize what’s been discussed
the ending summarizes ideas, conclusions, or recommendations.

Planning Proposals

Internal proposals
External proposals

Investment proposals

Grant proposals

Sales proposals

Solicited proposals: use direct approach

RFPs

Unsolicited proposals: use indirect approach

Chapter 10-35

Drafting Proposal Content

The most important consideration is whether the proposal is solicited or unsolicited: it affects organization, content, and tone
Your purpose is to persuade readers to act
Ensure your proposal is error-free, inviting, readable—errors will work against you

Chapter 11-9

Three Parts of Message

Introduction	Provides context Introduces subject matter Previews main idea Establishes tone
Body	Presents, analyzes, and interprets information Supports recommendations and conclusions
Close	Summarizes key points Emphasizes benefits Brings action items together
Reminders	Ensure all content is accurate, complete, balanced, clear Document your sources

An introduction (or executive summary in long reports)guides the reader into the report or proposal, focusing on the statement of purpose and suggesting the range of the information that follows. A synopsis is a brief overview of a report's most important points.

Developing Visual Literacy

Consistency (visual parallelism)
Contrast
Balance (formal or informal)
Emphasis
Convention
Simplicity (avoid “chartjunk”)

Chapter 11-16

Selecting the Best Visual

Chapter 11-17

Selecting the Best Visual (cont’d)

Chapter 11-18

Choosing the Right Visual

Tables
Use common, clearly identified units
Use the same units for all items in a column
Label column headings
Enhance readability
Document data sources

Chapter 11-19

Choosing the Right Visual (cont’d)

Line charts: Illustrate trends over time, relationship between two variables
Surface charts (area charts): Show cumulative effects
Bar charts: Portray numbers through relative height/length of bars
Pie charts: Show distribution of parts of a whole

Chapter 11-20

Choosing the Right Visual (cont’d)

Data visualization:
Extracts meaning from masses of data or puts data in context
May combine data with text to communicate complex or dynamic data
Flowcharts: Illustrate a sequence from start to finish
Organization charts: Illustrate positions, units, and functions and their interrelation

Chapter 11-21

Choosing the Right Visual (cont’d)

Maps: Show territories, routes, locations
Infographics: Help readers make connections between fragmented pieces of information
Photographs: May be functional or decorative; may show too much detail
Animation and video: Have unparalleled visual impact in many applications

Chapter 11-22

Plan

Research

Organize

Complete

Present

More Detailed Process to
Write Business Reports

Revising Reports and Proposals

Review organization, style, tone
Ensure content is clear, logical, reader-oriented
Revise until content is clear, concise, compelling
Make one last review: inconsistencies, errors, missing components
Ensure all links work, all files are active and available

Chapter 11-27

Producing Formal Reports and Proposals

May include features beyond text and visuals

Synopsis (abstract): a brief overview

Executive summary: fully developed “mini” report

Could also include cover, title page, letter of authorization, letter of transmittal, table of contents, list of illustrations, appendixes, bibliography, and index

Chapter 11-28

Distributing Your Reports and Proposals

Physical distribution:

Hire a professional courier or delivery service

Deliver the document in person

Electronic distribution:

- PDF preferred unless audience specifies otherwise

Chapter 11-29

BusinessReportTemplate-BUSN.docx

For Business Administration and Related Streams

How To Use The Business Report Template

(version 1.0)

Formal business reports are prepared in a different format than essays or other academic assignments. Preparing professional reports, and proposals, will help you communicate your ideas to your employers while also adding to your value as an employee. This is an important skill to develop and practice while here at Centennial.

Business writing should involve three key steps:

Planning Writing Completing

Planning:

· Analyzing the situation or topic. Defining the purpose, the “business problem” or “opportunity” that a report may address. Formulating a main message for your report - often this involves proposing a solution or response to the purpose. Developing an audience profile.

· Gathering information. In other words, primary and secondary research, as required.

· Organizing the information: Creating an outline or structure for the key points that need to be expressed.

Writing:

· Adapting to the audience. Developing a tone or style that is sensitive to audience needs while projecting and protecting your organization’s image and/or brand.

· Composing the message: Follow the outline prepared earlier, using carefully constructed paragraphs and sentences. Identify or create any visual or graphic representations of data that you want to use.

Completing:

· Revising: Proofread and edit for spelling, grammar and typographical errors. Re-write for conciseness and clarity.

To assist you with the formatting of such documents, we have prepared a template that you can use to guide you through the report preparation process.

· Download the template.

· Save one “master” copy to use again in the future.

· Save a new copy with a new file name that reflects your report or assignment.

· Instructions are given and highlighted in yellow. Read all instructions and delete them when you no longer need them.

· Replace all other elements (titles, headings, sample text, etc.) with YOUR content, as instructed.

· When you finish using the template, the final document should contain your own original work, formatted as a standard business report. All instructions or examples given in this template should be either deleted or replaced with your own content.

Instructions for the cover page:

The next page is a cover page and contains the report title (mandatory), a subtitle (optional) and information on the author, the intended audience (in this case, a professor), and the date it was prepared.

Every business report should have a title that reflects its content or “main message”. The title should be in the same font as the body of your work, but at least twice as large as your regular text. It should be centred, bold, underlined and should appear about one third to halfway down the page from the top. Depending on the nature and content of the report, you may decide that a subtitle is appropriate. For example, a report about recycling in Toronto might look like this:

Recycling In Toronto

Saving The City One Plastic Bottle At A Time

Titles do not require punctuation, although you can use a colon at the end of the title if you decide to use a subtitle. This is optional.

Guidelines regarding fonts and font sizes:

Use either a simple sans serif font (Ariel, Calabri, Tahoma) or Times New Roman (a simple serif font). Regardless of which font you select, use the same font for the entire document. Do not use italics at any point in your report. Use the following font sizes and configurations:

Cover Page Title: 22 point, bold, underlined, centered

Cover Page SubTitle: 16 point, centered

Headings: 16 point ,bold, underlined, centered

Subheadings: 13 point, bold, underlined left-justified

Body text: 11 point

DELETE THE ABOVE BEFORE YOU HAND IN YOUR WORK!

Running head: FULL TITLE OF THE ASSIGNMENT

Liz Clarke, Kerri Shields – For Distribution throughout the School of Business, Centennial College

The Title Of Your Report

The Subtitle of Your Report

Your Name

Your Student Number

Professor’s Name

Course Name

Course Code

Date Submitted

Executive Summary

Instructions:

The heading “Executive Summary” is standard and should remain unchanged on this page.

An Executive Summary is the last item that an author prepares when writing a business report. It should contain NO MORE than three paragraphs, each with three or four sentences. The Executive Summary should never exceed one page.

Paragraph One: Introduce the topic of the report.

Paragraph Two: Discuss the main problem(s) that the report examines.

Paragraph Three: Review, briefly, any conclusions or recommendations that the report offers.

A reader should get a reasonable representation of the overall content from reading these three paragraphs.

Table of Contents

These page numbers are provided as samples. Use the real page numbers for your report. Put actual headings and subheadings as per your actual report.

Introduction		1
First Topic Heading		1
	Subheading	1
	Subheading	1
	Subheading	2
Second Topic Heading		2
	Subheading	2
	Subheading	3
	Subheading	3
Third Topic Heading		3
	Subheading	3
	Subheading	4
	Subheading	4
Recommendations		4
Conclusion		4
References		5
Appendices		6
	Appendix One – Title	7
	Appendix Two – Title	8
	Appendix Three – Title	9
	Appendix Four – Title	10

Instructions:

The Table of Contents shows the reader where to find specific content areas. If you have prepared a strong outline prior to writing your report (highly recommended), the headings, subheadings and other information should be easily available and clearly organized. This example shows three headings and two subheadings for each, however this is just for the purposes of this example. There is no set amount for these elements. Use as many of each as you feel are appropriate to construct a complete report.

Insert the accurate page number for each corresponding element. It is often best to construct this table of contents after all content is prepared and edited. This will allow for fewer revisions to the table of contents.

The appendices show any data tables, charts, graphs, or visuals that you refer to within the body of the report. Such visual material should appear at the end in an appendix rather than taking up page space within the body of the report.

A note about page numbers: The first page of the report is the page that follows this table of contents and should contain a few introductory paragraphs to the topic, followed by the first major topic heading. However, the first page NUMBER should appear on page two. It is standard to leave the page number out on page one.

SHORT TITLE OF THE ASSIGNMENT

Introduction: About This Topic

Sample text for introduction … Lorem ipsum dolor sit amet, consectetur adipiscing elit. Vestibulum magna quam, auctor at congue nec, venenatis a felis. Nunc ornare, velit ac tincidunt volutpat, sapien velit consequat nulla, id dignissim est eros et risus. Vivamus consequat arcu tristique risus ornare a fringilla nisl consequat. Quisque at tristique eros. Duis sit amet eros sed nunc consequat mattis eu vitae quam. Nullam facilisis iaculis tortor id pulvinar. In pellentesque nisl quis risus eleifend placerat. Nam ac malesuada magna. Praesent tristique sem ac ipsum suscipit a ornare quam ultrices. Suspendisse at arcu nisl. Ut vel odio massa. Aenean eget ipsum eros, quis pellentesque neque. Etiam consequat vulputate purus, et posuere urna lacinia non. Proin tortor nisl, lacinia a faucibus condimentum, dictum eu mauris. Morbi velit ipsum, eleifend suscipit rhoncus in, elementum eget urna.

Vivamus sed felis et est commodo aliquet. Praesent quis urna ante. In sed dui odio, adipiscing mollis augue. In bibendum nibh ut ipsum lacinia ut luctus lacus vulputate. Quisque eget metus neque. Mauris commodo massa eu elit sodales ut scelerisque justo vestibulum. Phasellus semper ipsum sit amet dolor facilisis a fringilla tellus tincidunt. Etiam at magna lorem, ut rutrum elit. Suspendisse egestas consequat eros, et interdum felis placerat ut. Aenean ut lacus lectus, vitae dictum lacus. Praesent ac nisl diam, id vestibulum lacus. Nullam consectetur, leo nec imperdiet pellentesque, nisl risus venenatis nulla, quis tempus metus dolor dignissim sem. Aenean vitae scelerisque tortor. Morbi sem odio, sollicitudin sed porttitor at, ullamcorper sit amet diam. Pellentesque turpis nunc, viverra vel malesuada in, iaculis in magna.

Instructions:

In the introduction, write two or three paragraphs introducing the topic of the report and, in particular, explaining why it is important. Do not use subheadings here. Change the heading above to reflect your actual topic.

A good choice for line spacing is 1.15, as shown here. 1.5 is also acceptable. Double-spacing is not appropriate for business reports.

First Topic Heading

Subheading

Sample text … Lorem ipsum dolor sit amet, consectetur adipiscing elit. Vestibulum magna quam, auctor at congue nec, venenatis a felis. Nunc ornare, velit ac tincidunt volutpat, sapien velit consequat nulla, id dignissim est eros et risus. Vivamus consequat arcu tristique risus ornare a fringilla nisl consequat. Quisque at tristique eros. Duis sit amet eros sed nunc consequat mattis eu vitae quam. Nullam facilisis iaculis tortor id pulvinar. In pellentesque nisl quis risus eleifend placerat. Nam ac malesuada magna. Praesent tristique sem ac ipsum suscipit a ornare quam ultrices. Suspendisse at arcu nisl. Ut vel odio massa. Aenean eget ipsum eros, quis pellentesque neque. Etiam consequat vulputate purus, et posuere urna lacinia non. Proin tortor nisl, lacinia a faucibus condimentum, dictum eu mauris. Morbi velit ipsum, eleifend suscipit rhoncus in, elementum eget urna.

Subheading

Instructions:

The major difference between a “business report” and an “essay” is that a business report clearly divides its content into logically flowing topic areas, divided by headings and subheadings. These should ALWAYS correspond to a properly prepared outline – something that makes your task much easier. Use as many headings / subheadings as make sense for your report. There is no standard regarding the number of paragraphs or sentences per paragraph, although most paragraphs contain – at minimum – three sentences. Use as many or as few as make sense for what you have to say about your topic.

Please note: A heading or subheading should NEVER appear in the last 15% (i.e. at the bottom) of any page. In such a case, leave white space and start the next section at the top of the next page.

In-Text Citations: For all ideas, quotations or content, use standard APA in-text citation format of the author’s name followed year of publication. (Argenti 2006) The reader should then be able to refer to your reference page to find where you sourced your specific material.

Second Topic Heading

Subheading

Third Topic Heading

Subheading

Recommendations

First Recommendation

Second Recommendation

Third Recommendation

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In Conclusion

Instructions:

Most business reports are written with the purpose of presenting findings and offering recommendations. When preparing the conclusion, you may wish to review the main points from the introduction (for example, re-stating whatever business problem you were examining) and suggesting what positive results might follow should your recommendations be followed.

References

Argenti, P. A., & Foreman, J. (2006). The Power of Corporate Communication: Crafting the Voice and Image of Your Business. New York, NY: McGraw-Hill.

Hoover’s Online. (2007) Intel-Company Capsule. Retrieved September 6, 2007 from www.hoovers.com/intel-corporation/--ID_13787--/free-co-factsheet.xhtml.

Porter, M.E. & Kramer, M.R. (2002, December). The competitive advantage of corporate philanthropy. Harvard Business Review, 80(12), 56-68.

Instructions – APA Citation Style:

The American Psychological Association (APA) style is one of three standard formats used to cite works that have been used as research for reports and essays. ALL non-original ideas and content within a document MUST be cited or you may be plagiarizing – in other words, you may be presenting work that appears to be yours, but in fact is not. Your professor has the option to give a grade of zero for either the work, or the course, should a student be found plagiarizing.

The best way to avoid this is to use APA to cite EVERYTHING. Keep track of every article you read, every book, journal or website you use. Personal interviews with experts are great sources of information and must be cited in the text as well however do not need to be included in the reference page.

APA has the following attributes:

· Citations are formatted as hanging indents and appear alphabetically by author last name.

· Citations contain the following information (when available), IN THIS ORDER:

1. Author last name followed by initials

2. Year of publication (in parentheses)

3. Title information

4. Publication information

5. Date retrieved or accessed (for online journals and web sites)

6. Page range (for periodicals only)

7. URL (for online journals and websites)

The examples above offer three different types of citations for the reference page. There are dozens more that cover all possible situations. Examples can be found online if you search for “APA examples”, or you can refer to any reputable communications textbook for guidance.

Appendix One – Title

Chart Title

· List the source and the date here

Instructions:

Put all visual materials into appendices that appear at the end of your report. Each page should contain only ONE visual. Change the title of the appendix here to reflect your work. MAKE SURE you properly label the data, and that you use an explanatory chart title. The source for the visual should always be listed, as well as a date. This is particularly important if you are using data that might be questioned or may be obsolete.

Appendix Two – Title

Chart Title

· List the source and the date here

Appendix Three – Title

$C:\Program Files\Microsoft Office\MEDIA\CAGCAT10\j0285444.wmf$

Picture Title

· List the source and the date here

- 3 -

image1.wmf

Support_Doc_Business_Memo.docx

Memo Report

A memo report may be written to a reader who works in the same organisation as the writer. Because the writer is likely to know something about the reader and his/her requirements and level of knowledge of the subject matter, the memo report does not need to contain detailed background information about all of the things to which it refers. This report is written on memo paper and follows the memo format. However, it is longer than the conventional memo (two pages or more) and is therefore divided into separate, labelled sections. The memo report is usually written in the first person and active voice (e.g. “I consider that …” rather than “It is considered that …”) and is more informal than a letter report

From: Flang, S. (2008). Report writing: purpose, planning and structure. Charles Sturt University, Australia

Memo

To:

From: Communication Center

Date: August 16, 2010

Subject: Constructing a Coherent and Readable Memo

Constructing an effective memo requires you to consider two key issues: the form of your memo and the process by which you write. By considering both, you should be able to construct a memo that conveys key ideas quickly and that takes a form the audience finds easy to read.

Addressing the Form of Your Memo Includes Five Key Dimensions

In order to maximize the impact of your memo, pay attention to the following:

· The opening of your memo must identify the What, Why, and How. In combination, the subject line and the first two or three sentences should explain what the topic is, why the topic is important to the reader, and how the memo will proceed.

· The headings should be in the informative style. Your handbook for the Writing Workshop contains a document titled, "Informative Headings Improve Memo's Readability." This document will explain the three styles of headings.

· The transitions should provide clear road signs for the reader. Simple phrases such as, "second," "in addition," or "however" will clarify the relationship between points in your memo.

· The visual design should include white space and visual variety. Too much text and not enough white space makes the memo look daunting and difficult to read. Bulleted lists, italics, headings, or graphs will add white space and make the document more visually appealing.

· The close should provide a specific action request, suggested means for implementing, justified deadline, and a reminder of the key benefits.

Improving the Process of Memo Writing Requires Editing

In addition to reviewing the memo's form, good business writers should be concerned with the writing process. Key to this process is editing. An effective edit will take place on three levels:

· Headings. Are your headings in the informative style and are they parallel?

· Paragraph. Does each paragraph develop a single point? Does the topic sentence appear first?

· Supporting evidence. Does every assertion have elaboration? Does that elaboration include some form of quote, statistic, fact, example, or logic?

Concluding Your Memo Requires Final Review of the Product

Now that you have improved the form of your memo and used an effective process, it is time to give your memo a last "glance." Are you comfortable with the style of your writing? Do you avoid jargon? Have you double-checked punctuation and grammar?

When you take the time to construct your memos following these guidelines, you will have a finished piece that is coherent and easy to read—something that will quickly establish your reputation as an effective communicator!

From: Syverson, J., Littlefield H., 92010), Business Administration 3033: Business Communication, Center for Writing, University of Minnesota

center for writing | UNIVERSITY OF MINNESOTA page 1

This material is intended to give ideas for teaching and learning activities.

Posted with permission. Copyright belongs to the creator. © 2010 JoAnn Syverson and Holly Littlefield

center for writing | UNIVERSITY OF MINNESOTA page 1

This material is intended to give ideas for teaching and learning activities.

Posted with permission. Copyright belongs to the creator. © 2010 JoAnn Syverson and Holly Littlefield

Writing a report.pdf

Writing a report

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What is a report? A report is a text written to communicate information. Some reports only communicate information, while other reports not only communicate information, but also analyse and evaluate that information. In your courses in the Business School the reports you are required to write belong to the latter category.

What kinds of reports are you required to write in the Business School? Many of the assignments in your courses will be called reports. These assignments all have something in common as they will require you to do some research in order to have information to communicate. They will also require you to undertake some analysis of data or issues. The method of analysis you will use will be based on a methodology that you learn as part of your course. The assignments will also require you to draw conclusions and possibly make recommendations based on your analysis. However, there are many different kinds of reports and you need to be aware of the specific requirements of each. Some reports have similar purposes to the reports you might be required to write in professional situations. These include financial reports, case study reports (see EDU handout on Writing a Case Analysis), feasibility reports, risk management reports and project reports. Other reports are of a more general nature and focus more on academic issues. You are frequently asked to write academic research reports in your courses as well as professional ones. How do reports differ from essays?

Reports differ from essays in organisation

In an essay you are required to develop a logical argument in response to a particular question. The intended reader of your essay is your lecturer or tutor. Your lecturer or tutor is interested to see how well you can construct a convincing argument based on sound reasoning and appropriate use of evidence. Usually there are no sub-headings to indicate the structure of an essay. The connection between stages of your argument must be marked very clearly by transition sentences that summarise what came before in order to introduce the next stage of the argument. A reader cannot read some parts of your essay to learn what they want to know. A reader must read your entire essay to understand how well you can argue.

Business School

Writing a Report

Writing a report

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In a report you can indicate the structure clearly by using sub-headings for each section. Each section has a distinct purpose. Sometimes the reader may want to read one section of your report only so each section must contain the type of information the reader expects to find in that section.

Reports differ from essays in reader/writer relationship

Often you are writing your report not only for your lecturer to read, but also for an imagined client in the business world. You should use language that is as clear and direct as possible as you need to imagine you are writing for very busy people. Your language also needs to be on the one hand respectful, because your reader is your 'client' or 'employer', but, on the other hand, it needs to be authoritative, because you are the one with expert knowledge. When you are writing an essay, in contrast, your reader is your lecturer or your tutor. Your relationship with your lecturer or tutor is more like that of an apprentice with a master. You want to display the extent to which you are learning to write about issues in the way that your lecturer or tutor can write about them. In spite of these differences reports and essays are similar in that the writing must be based on analysis and critical thinking. The expression must be clear and precise and without grammatical error. Why are you asked to write so many reports in the Business School? When you graduate with a degree from the Australian School of Business it is assumed that you have written and spoken communication skills that make you readily employable in commerce and economics related fields. All the report assignments that you are asked to write are designed to ensure that you have excellent report writing skills relevant to workplace requirements by the time you finish your degree. Are reports written for university courses the same as professional reports? Often the reports you are asked to write in your courses are for an imagined client and an imagined professional situation so in many respects the reports you write are very similar to professional reports. However they are usually not just professional reports pure and simple. You are writing these reports in an academic context and so you must show evidence in your report that you have a very good understanding of the relevant theory that relates to the issues presented in your report. You need to show that you can apply the theory in your analysis and discussion of the issues. Sometimes your lecturers will give you an assignment that is called a "report essay". This may seem strange at first. A "report essay" is a hybrid assignment type. In setting this type of assignment the lecturer is usually indicating that you are required to pay particular attention to displaying your ability to construct an argument based on sound logic and appropriate evidence in the context of a report format.

Writing a report

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What is the structure of a report? Reports have a very clear structure that is signalled by subheadings. The table provided in this handout shows the purpose of each section and the appropriate contents for each section. Not all the sections are required in every report you write. The notes indicate which sections are always included and which sections may be included depending on the requirements of the assignment. You should note, however, that some reports require that you use an analytical tool that has an associated report structure. If that is the case then use that report structure even if it differs from the one given in this handout. What format should be used for the report? Each section of your report should have a clear heading and each subsection a clear subheading. This allows the reader to access quickly the information important to him or her. Your headings and subheadings should make it clear to the reader how each part of the report is related to other parts. The "styles" tool on your word processor can help you choose the appropriate font and size for each level of heading. There is nothing more confusing for readers than a report in which the headings and subheadings look exactly the same. It is also important to make good use of space. Leave enough space between each section to indicate that one section is finished and another will begin. What are appropriate headings and subheadings? The headings and subheadings you choose are very important. They will appear in the Table of Contents as well as in the body of the report. They are the reader's first impression of what you have to say. The headings and subheadings should be clear and consistent in style. In some reports you may have several main sections with headings such as INTRODUCTION, LITERATURE REVIEW, METHODOLOGY, FINDINGS, DISCUSSION, and CONCLUSION. These will not always appear in all reports, and, whether or not you have these sections, you will certainly have many subsections for which you have to choose the wording yourself. The following are some pointers for the wording of headings and subheadings:  Use nouns or noun phrases for your headings, e.g. Competitive advantages of Company X;

Macro-economic indicators in China.  Make sure your subheadings are as parallel as possible, e.g. "Decrease in costs" would be

parallel with "Increase in passenger numbers" but not with "Increasing passenger numbers". The first two begin with abstract nouns, while the third begins with a gerund.

 Do not use questions as headings (such as in this document). Questions are used for informal documents in which the writer addresses the reader directly. You are expected to be more formal in the reports you write in your courses.

Writing a report

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Section Contents Notes

TITLE PAGE The title of the report Student's name and ID Course Tutorial time Tutor's name Date

A title page is almost always required but the details of what you write might vary. Sometimes your tutor supplies you with a title page.

LETTER OF TRANSMITTAL

This is a very brief covering letter to the person who requested the report. It indicates the terms of reference, the scope of the report and the problems addressed. It is a record of the transmittal of the report, identifies the writer and other who contributed.

In most of the reports you write in the Faculty this will not be necessary. You will only be required to do this for a very formal report based on a professional model, e.g. in International Business courses.

EXECUTIVE SUMMARY

This is a short summary of the whole report (for busy executives to read!). It summarises the report's purpose, findings, conclusions and recommendations. It is like an abstract or a synopsis and for your assignments not more than a page.

Again, this will not be necessary with short reports. Check the assignment requirements. If you need to write an executive summary, do so after you have finished your report. Make sure it is on a separate page.

TABLE OF CONTENTS

This lists the main sections of the report as well as the second and third level headings with the page numbers on which each occurs.

Again, you will not be required to do this for every report. It is not necessary with short reports. If you have used 'styles' with your word processor for your headings then you can get your word processor to insert the Table of Contents (TOC) for you.

INTRODUCTION The introduction usually includes:  Brief background information  Purpose  Scope  Outline  Definition of terms

This provides an overview of the report. Some of what is in the introduction will also be in the executive summaryt. They are read separately for separate purposes. It is important to make the purpose of the report very clear in the introduction.

Writing a report

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BODY This is the main part of your report. The sections will vary according to the type of report.  Background information  Theoretical framework  Review of literature  Methodology  Findings  Discussion of findings

You will not necessarily have all these sections in all reports. The assignment question will often indicate which sections you should have. Use a subheading and/or numbers for each section. In most reports you write at university the theoretical framework is very important. First you present a theoretical framework, then your research findings, and then a discussion of your findings in the light of the theoretical framework. Your findings are facts, but your discussions are opinions. Your language should reflect this difference.

CONCLUSION The conclusion provides a summary and evaluation of the report's findings with the key recommendations. It may also identify the limitations of the report.

You will always need to write a conclusion. As with discussion of your findings, the language you use in your conclusion will be appropriately qualified.

RECOMMENDATIONS The recommendations are a summary in point or numbered form of solutions or courses of action that follow logically from your interpretation of your findings.

You will not always be required to list recommendations in a separate section. Recommendations are usually 'should' statements. They are specific, indicating who should do what, where, when, how, and (sometimes) at what cost.

APPENDIX This is where you put charts, tables and other information that is too detailed to put in the body of your report.

If the tables and charts are very important you may need to include them in the body of the report.

REFERENCES This section provides a list of all the books, articles, web sites, interviews etc you have referred to in your report.

Many reports in the workplace do not have this section, but most reports you write at university will require you to refer to the literature in your field. In most of your courses you will be required to use the Harvard referencing system.

Should you use 'academic English' in a report? Students are sometimes confused because in English for academic purposes (EAP) courses they learn that the passive voice and abstract expressions are frequently used in academic writing, but when they read advice in books on professional writing they are told to try to avoid such language Reports written at university do require academic writing and what you have learned about sentence construction in EAP courses is relevant for your writing of reports in an academic context. Books written to give advice on writing in the workplace are trying to encourage writers to avoid unnecessarily complex and difficult language. Sometimes in the workplace it may be possible to write reports using "we" and "I" and "you" because the person or

Writing a report

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people who will read the report are well known to the writer. This is not the case with the reports you write at university so you should maintain a less familiar tone. In order to do this you will probably sometimes have to use the passive voice. This is fine. The passive voice is used quite often in English because it makes it easy for us to put the events, ideas and objects that interest us at the beginning of sentences rather than the people who are responsible for these. What makes a good report?

A good report:

 makes the purpose of the report very clear in the introduction  does not assume in the introduction a prior reading of the executive summary  presents information that is both sufficient and accurate  explains clearly the methodology or theoretical framework used to analyse the

information  uses the theoretical framework well in order to illuminate the findings  uses qualifying expressions in the discussion of the findings  has headings and subheadings that are clear and parallel in format  uses a format that is appropriate to the report type  summarises all sections of the report in the executive summary  states recommended actions in clear concise statements and justifies these in relation

to the findings of the report  uses language appropriate to the assumed relationship between the writer and the

reader Where can I get more detailed information about writing reports? The following references may be helpful: Cotesta, P. V., Crosling, G. M., Murphy, H. M. 1998, Writing for Accounting Students, Butterworths, Sydney.

Dwyer, J. 2000, The Business Communication Handbook, 5th edn, Pearson, French's Forest, NSW.

Windschuttle, K. & Elliot, E. 1999, Writing, Researching, Communicating, 3rd edn, Sydney, McGraw-Hill.

Woodward-Kron, R. 1997, Writing in Commerce, Rev. edn. CALT, The University of Newcastle, Australia.

thill_excellence_5ce_ch12.pptx

Copyright © 2015 Pearson Canada Inc.

12-1

EXCELLENCE IN BUSINESS COMMUNICATION 5th Canadian Edition

John V. Thill

Courtland L. Bovée

Ava Cross

Copyright © 2009 Pearson Education Canada

1 - 1

1

Copyright © 2015 Pearson Canada Inc.

12-2

Chapter 12

Writing Reports and Proposals

Copyright © 2009 Pearson Education Canada

1 - 2

2

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12-3

Writing For Your Audience

Explain how to adapt your audiences when writing reports and proposals.

OBJECTIVE 1

3

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12-4

“Relationship” With Your Reader

Establish a good relationship with your audience:

Use the “you” attitude.

Emphasize the positive.

Establish your credibility.

Be polite.

Use bias-free language.

Project the company’s image.

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12-5

Writing For Effectiveness

Describe five characteristics of effective report content.

OBJECTIVE 2

5

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12-6

Build Credibility With Your Reader

Your reader is more likely to trust you (and your findings!) if you present information that is:

Accurate

Complete

Balanced

Clear/logical

Documented

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12-7

Writing For Strength of Argument

Explain six strategies to strengthen your proposal argument.

OBJECTIVE 3

7

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12-8

Demonstrate Your Strength

Highlight your knowledge and credibility.

Provide correct information and relevant examples.

Research the competition.

Prove that your proposal is workable.

Adopt a “you” attitude.

Package your proposal attractively.

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12-9

Writing For Logical Sequence

Determine the topics commonly covered in a proposal introduction, body, and closing.

OBJECTIVE 4

9

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Sensible Sequence

INTRODUCTION background or statement of problem, a solution, scope, report organization

BODY proposed solution, a work plan, a statement of qualifications, cost(s)

CLOSING summary of key points, reader benefits, merits of proposed approach, outline of why you or your firm are the ones to do the work, request for a decision

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12-11

HELP READERS NAVIGATE

Words

Sentences

Paragraphs

Readability

Frameworks

Relationships

Introductions

Summaries

Overviews

Previews

and Reviews

Transitional

Devices

Headings

and Links

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12-12

TECHNOLOGY FOR REPORTS AND PROPOSALS

Templates

Electronic Forms

Multimedia

Documents

Embedded and

Linked Documents

Electronic

Documents

Proposal-Writing

Software

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12-13

THE POWER OF THE WEB

OBJECTIVE 5

Identify five characteristics of effective writing in online reports.

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12-14

DRAFTING ONLINE CONTENT

Build trust with intended audiences

Adapt content for global audience

Create compelling content

Use a concise, skimmable format

Include effective links

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12-15

Collaborating on Wikis

Let go of traditional expectations of authorship

Encourage all team members to improve one another’s work

Use page templates to make sure your content matches the rest of the wiki

Use the separate editing and discussion capabilities appropriately

Take advantage of the sandbox, if available

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12-16

Selecting Visuals For Quality & Impact

Discuss six principles of graphic design that can improve the quality of your visuals.

OBJECTIVE 6

16

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12-17

VISUAL DESIGN PRINCIPLES

To be a more effective visual communicator, consider these principles:

Consistency

Contrast

Balance

Emphasis

Convention

Simplicity

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12-18

Ethics of Visual Communication

Consider all possible interpretations

Provide enough background info

Don’t hide visual information that runs counter to your argument

Don’t oversimplify complex situations

Don’t imply cause-and-effect relationships without providing proof

Avoid emotional manipulation

Be careful when grouping data

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12-19

Which Graphic Is Best?

Sales comparison by regions

Sequence of events leading to a safety incident

Percentage of profits designated for community initiatives

Complex data being presented in an oral presentation

Housing market price trends

Explanation of corporate hierarchy

Comparison of responses to a survey by ages of respondents

Description of specifications for a proposed redesign of office space.

LET’S

DISCUSS

Table

Bar chart

Pie chart

Line chart

Flow chart

Map

Drawing

Organization chart

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12-20

Selecting Visuals For Meaning and Credibility

Explain how to choose which points in your message to illustrate.

OBJECTIVE 7

20

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12-21

If Your Point is…

Too complex to describe concisely

Numeric data that doesn’t lend itself well to sentence presentation

One that would benefit from the special emphasis afforded by illustration

Connected to another point or series of points in the document

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Assess the meaning of the visual; ask yourself whether there are any underlying distortions.

When Deciding What to Present Visually…

Think of the five Cs:

Clear

Complete

Concise

Connected

Compelling

Check the accuracy of the visual

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Consider whether a diagram would be more effective Sometimes photographs communicate too much information; a simplified diagram might be more suitable

Learn how to use basic image-processing functions Know the difference between resizing and cropping, etc.

Make sure the photographs have communication value

Avoid using photographs simply for decorative value.

Be aware of copyrights and model permissions

When finding photos you wish to use, check to see if the owner has posted licensing terms

Guidelines for Using Photographs Successfully

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12-24

Integrating Graphics

Introduce graphics in the text.

Place them near the text they illustrate.

Choose titles and legends that convey a message and explain the graphic clearly.

Match title and legend style to heading style (informative or descriptive).

Phrase all legends and titles consistently throughout the report.

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12-25

Verifying the Quality and Integrity of Your Visuals

Ask the following questions:

Is the visual accurate?

Check for mistakes such as typographical errors and misaligned elements

Is the visual properly documented?

Anticipate any questions your audience may have and address them with additional information

Use shortened citations (with complete citations elsewhere) to avoid cluttering your graphic

Is the visual honest?

Make sure your visuals communicate truthful messages

Copyright © 2015 Pearson Canada Inc.

12-26

Test Your Knowledge

Why is the “you” attitude important with long or complex reports or proposals?

What is key advice for wiki collaborators?

How are audiences likely to react if they spot several errors in your reports?

What strategies strengthen your proposal arguments?

How do online reports differ from hard-copy reports?

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12-27

Test Your Knowledge Continued

How do visuals enhance the communication impact of your writing?

How do you select report content for visuals?

How do you verify the accuracy of visuals?

What tools can you use to help readers follow the structure and flow of information in a long report?

What ethical issue is raised by the use of technology to alter photographs in reports?

thill_excellence_5ce_ch11.pptx

Copyright © 2015 Pearson Canada Inc.

11-1

EXCELLENCE IN BUSINESS COMMUNICATION 5th Canadian Edition

John V. Thill

Courtland L. Bovée

Ava Cross

Copyright © 2009 Pearson Education Canada

1 - 1

1

Copyright © 2015 Pearson Canada Inc.

11-2

Chapter 11

Planning Reports and Proposals

Copyright © 2009 Pearson Education Canada

1 - 2

2

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11-3

Choosing a Report Template

Distinguish between informational reports, analytical reports, and proposals.

Objective 1

3

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11-4

Types of Business Reports

Informational reports

focus on facts and are intended to educate readers

Analytical reports

provide data analyses, interpretation, and conclusions.

Proposals

are designed to get products, plans, or projects accepted, usually by outside agencies.

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11-5

Preparing a Work Plan

A work plan might include the following:

Statement of the problem or opportunity

Statement of the purpose and scope of your investigation

Discussion of the tasks that need to be accomplished

Review of project assignments, schedules, resource requirements

Plans for following up

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11-6

Proposals

What is a proposal?

a special type of analytical report that gets products, plans, or projects accepted by outsiders.

How do proposals differ from justifications?

Proposals are legally binding and often compete for a client’s business. Justifications do neither.

What is the difference between a solicited and unsolicited proposal?

Clients request solicited proposals. Unsolicited proposals are initiated by organizations to obtain business or funding.

Quick

Quiz

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11-7

Researching Made Easy (and Effective!)

Describe an effective process for conducting business research and explain how to evaluate the credibility of an information source.

Objective 2

7

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11-8

Embrace Process

Plan your research. 1

Locate required data and information. 2

Process the results of your research. 3

Apply your findings. 4

Manage information efficiently. 5

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11-9

Locating Data and Information

Evaluate sources by asking the following questions:

Does the source have a reputation for honesty and reliability?

Is the source potentially biased?

What is the purpose of the material?

Is the author credible?

Where did the source get its information?

Can you verify the material independently?

Is the material current?

Is the material complete?

9

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11-10

Using Your Research Results

Analyzing data

The mean: the sum of all the items in the group divided by the number of items

The median: the midpoint of a series

The mode: the number that occurs more often than any other in the sample

Trends: Any repeatable pattern taking place over time (growth, decline, cyclical)

10

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11-11

Using Your Research Results Continued

Paraphrasing

Fully understand the passage’s meaning

Use language that matches the flow and tone of your report

Check that you have not altered the original meaning

Use quotation marks to identify unique terms or phrases you have borrowed

Record the source

11

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11-12

Selecting the Appropriate Type of Research

Explain the role of secondary research, and describe the two basic categories of online research tools

Objective 3

12

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11-13

Secondary Information: Resources in a Library

Newspapers and periodicals

Business books

Directories

Almanacs and statistical resources

Government publications

Electronic databases

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11-14

Two Kinds of Online Research…

Search Tools

Google

Bing

Online Databases

Monitoring Tools

TweetBeep

Let’s Discuss

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11-15

Searching a Database

Think before you search

Read the instructions

Review search and display options

Vary your terms

Look beyond the first page of results

Part of your tuition is allocated to resources acquisition. Talk to the information specialists in your school library. They love to help!

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11-16

To create or not to create

Explain the role of primary research and identify the two most common forms of primary research for business communication purposes

Objective 4

16

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11-17

Conducting surveys

Clear instructions

Ask for info they can remember

Keep it short

Make the answers easy to analyze

Avoid ambiguous questions

Avoid leading questions

Ask one question at a time

Make the survey adaptive

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11-18

Interviews

The second common source of primary research for business

Open-ended questions

Can provide deeper insights, opinions, and information

Closed-ended questions

Elicit a specific answer, such as yes or no

Focus groups

A form of group interview

A moderator guides the group through a series of discussion questions while a research team observes

18

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11-19

Prepare Your Questions

Use the appropriate type of question to get the information you need.

Use a mix of question types.

Edit questions for neutrality and objectivity.

Plan the sequence of questions.

Identify the questions you really need answers to.

Limit the number of questions.

Aim for conversation, not interrogation!

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11-20

Consider Your Interviewee’s Comfort level

What would be the benefits of providing the interviewee with the questions a day or two before the interview?

What would be the drawbacks of tape-recording an interview?

Let’s Discuss

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11-21

Planning to succeed…

Explain how to plan informational reports and website content

Objective 5

21

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11-22

We Use Informational reports to:

Monitor and control operations

Implement policies and procedures

Demonstrate compliance

Document progress

Let’s Discuss

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11-23

Organizing Informational reports

Often the direct approach is preferred and the options for organization include:

Comparison

Importance

Sequence

Chronology

Geography

Category

23

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11-24

Organizing website content

Break your information into chunks

Let your readers be in control

Plan your site structure and navigation

before you write

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11-25

Organizing Made Easy

Describe the three most common ways to organize analytical reports.

Objective 6

25

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11-26

Focus on conclusions…

…when your readers are receptive to your ideas

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11-27

Focus on recommendations…

…when your audience wants to know what you think they should do.

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11-28

Focus on logical arguments…

…when your audience is skeptical

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11-29

Planning proposals

Explain how to plan proposals.

Objective 7

29

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11-30

How do informational reports differ from analytical reports?

What is included in a work plan for a report, and why is it important?

What is the difference between the mean, the median, and the mode?

What is paraphrasing, and what is its purpose?

Test Your Knowledge

Let’s Assess

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11-31

How does primary information differ from secondary information

What are the disadvantages of using search engines?

What are the guidelines for conducting effective surveys?

Test Your Knowledge

continued

Let’s Assess

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11-32

What types of questions can be posed during an interview?

What principles are important when creating website content?

How does a conclusion differ from a recommendation?

Test Your Knowledge

continued

Let’s Assess