chapter 7 business report 2
DESCRIPTION
Business reportTRANSCRIPT
B2000 B2000 Business Business
CommunicationsCommunications
Chapter ThirteenChapter Thirteen
TYPICAL BUSINESS TYPICAL BUSINESS REPORTSREPORTS
B2000 B2000 Business Business
CommunicationsCommunications
Chapter ThirteenChapter Thirteen
What Is a Business Report?What Is a Business Report?
Oral presentation or document that—Oral presentation or document that—– Gives informationGives information– Requests funding or approvalRequests funding or approval– Analyzes company or market dataAnalyzes company or market data– Makes recommendations for changeMakes recommendations for change
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Chapter ThirteenChapter Thirteen
What Are Business What Are Business Reports?Reports?
Business reports are syBusiness reports are sysstematic tematic attempts to answer questions and attempts to answer questions and solve problems. They include the solve problems. They include the following activities.following activities.
PlanningPlanning ResearchResearch OrganizationOrganization PresentationPresentation
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Chapter ThirteenChapter Thirteen
Functions Functions And Purposes ofAnd Purposes of
ReportsReports
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Chapter ThirteenChapter Thirteen
Functions of ReportsFunctions of ReportsThere are Two Types of There are Two Types of
Business Reports Business Reports 1. Information reports1. Information reports
Are written to present data without Are written to present data without analyses or recommendations.analyses or recommendations.
Examples:Examples:– Trip reportsTrip reports– Compliance reportsCompliance reports
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Chapter ThirteenChapter Thirteen Analytical reportsAnalytical reports
Analytical reports provide data analyses and Analytical reports provide data analyses and conclusions on the issue that the writer has conclusions on the issue that the writer has been asked to investigate. been asked to investigate.
Such reports often provide recommendations Such reports often provide recommendations for the readers to consider, but only on for the readers to consider, but only on request. request.
ExamplesExamples– Feasibility reportsFeasibility reports– Justification or recommendation reportsJustification or recommendation reports– Yardstick reports Yardstick reports
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Chapter ThirteenChapter Thirteen Purposes of ReportsPurposes of Reports
Provide Provide informationinformation
InformationalInformational report contains report contains objective statistical data or facts. objective statistical data or facts. Writer does not interpret or draw Writer does not interpret or draw conclusions from dataconclusions from data
Analyze data Analyze data and and informationinformation
AnalyticalAnalytical reports may suggest reports may suggest possible interpretations of data or possible interpretations of data or offer solutions to problemsoffer solutions to problems
Persuade Persuade
PersuasivePersuasive reports present reports present andand interpret data and suggest a interpret data and suggest a course of actioncourse of action
Type of Report Purpose of Report
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Chapter ThirteenChapter Thirteen
Types of Informational Types of Informational Reports Reports
(1 of 2)(1 of 2)
Memos Memos
Written by one person, sent Written by one person, sent internally to one or more peopleinternally to one or more people
Give brief, Give brief, generalgeneral information information
Progress or Progress or interiminterim
Describe Describe statusstatus of projects of projects State work done, to be doneState work done, to be done Identify Identify potentialpotential problemsproblems
ComplianceCompliance
Offers Offers proofproof that business that business meets government regulationsmeets government regulations
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Chapter ThirteenChapter Thirteen
Types of Informational Reports Types of Informational Reports (2 of 2)(2 of 2)
Annual Annual
Describe developments of Describe developments of organization during past yearorganization during past year
Valuable public relations toolValuable public relations tool
Policy and Policy and procedureprocedure
Outlines, explains, and setsOutlines, explains, and sets terms for company policiesterms for company policies
States how to complyStates how to comply
MinutesMinutes
Details actions, discussions in Details actions, discussions in business meetingsbusiness meetings
Reminds meeting participants; Reminds meeting participants; updates non-participantsupdates non-participants
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Chapter ThirteenChapter ThirteenTips for Creating Tips for Creating Good Business Good Business
ReportsReports
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Chapter ThirteenChapter Thirteen
Ten Truths About Business Ten Truths About Business ReportsReports
Everyone writes reports.Everyone writes reports. Most reports flow Most reports flow upward.upward. Most reports are informal.Most reports are informal. Three report formats are most common:Three report formats are most common:
Memo formatMemo format Letter formatLetter format Manuscript Manuscript formatformat
Reports differ from memos and letters.Reports differ from memos and letters.
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Chapter ThirteenChapter Thirteen
Ten Truths About Business Ten Truths About Business ReportsReports
Today’s reports are written on Today’s reports are written on computers.computers.
Some reports are Some reports are collaborativecollaborative efforts.efforts.
EthicalEthical report writers report writers interpretinterpret facts fairly.facts fairly.
The writer is the The writer is the reader’s reader’s servantservant..
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Chapter ThirteenChapter Thirteen
Applying the Writing Applying the Writing ProcessProcess
to Reportsto ReportsIn Seven StepsIn Seven Steps
1 Analyze the problem and purpose.1 Analyze the problem and purpose.2 Anticipate the audience and issues.2 Anticipate the audience and issues.3 Prepare a work plan.3 Prepare a work plan.4 Research the data.4 Research the data.5 Organize, analyze, interpret, illustrate 5 Organize, analyze, interpret, illustrate
the data.the data.
6 Compose the first draft.6 Compose the first draft.7 Revise, proofread, and evaluate.7 Revise, proofread, and evaluate.
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Chapter ThirteenChapter Thirteen
Structural Cues for Structural Cues for Report ReadersReport Readers
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Chapter ThirteenChapter Thirteen
HeadingsHeadings•Write short but clear headings.Write short but clear headings.
•Experiment with wording that Experiment with wording that tells who, what, when, where, and tells who, what, when, where, and why.why.
–Include at least one heading Include at least one heading per report page.per report page.
Structural Cues for Structural Cues for Report ReadersReport Readers
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Chapter ThirteenChapter Thirteen Use TransitionsUse Transitions
Transitions are words or phrases Transitions are words or phrases that link ideas together (69)that link ideas together (69)
You should use transitions to You should use transitions to help readers move from one help readers move from one section, one paragraph or one section, one paragraph or one sentence to an other.sentence to an other.
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Chapter ThirteenChapter Thirteen How Do You Use TransitionsHow Do You Use Transitions
Giving additional informationGiving additional information– moreovermoreover– in additionin addition– or besides or besides
Show casual relationship between two Show casual relationship between two sentences.sentences.-therefore-therefore-because-because-consequently-consequently
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Chapter ThirteenChapter Thirteen Uses of Transitions Uses of Transitions
When comparing two thingsWhen comparing two things– similarlysimilarly– in comparisonin comparison– stillstill
When you want to compare or contrast When you want to compare or contrast two things.two things.
– conversely conversely – whereaswhereas– howeverhowever
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Chapter ThirteenChapter Thirteen Uses of TransitionsUses of Transitions
To express intensificationTo express intensification– IndeedIndeed– In any eventIn any event– In factIn fact
To summarizeTo summarize– In briefIn brief– In shortIn short– To sum upTo sum up
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Chapter ThirteenChapter Thirteen Uses of TransitionsUses of TransitionsTo summarizeTo summarize
In briefIn brief To sum upTo sum up In shortIn short
When you want to compare or When you want to compare or contrast two thingscontrast two things
ConverselyConverselyWhereasWhereasHoweverHowever
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Chapter ThirteenChapter Thirteen
PaPa Essay Coherence: Connections Between Paragraphs
Additional Info
And
Further
Moreover
Again
Next
What’s more
Also
In addition
Equally important
Chronology
Soon
Afterwards
Finally
Then
Previously
Formerly
Next
Immediately
ContrastHoweverButAlthoughNonethelessIn contrastMeanwhileYetOn the other
handConversely
Details/EmphasisIn factFor exampleFor instanceTo illustrateIndeedIn other wordsIn shortObviouslyThat is
Conclusion
Therefore
Thus
In conclusion
Consequently
On the whole
As a result
Hence
In brief
Signposts/Cues for the ReaderSignposts/Cues for the Reader
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Chapter ThirteenChapter Thirteen
Writing Short Business Writing Short Business ReportsReports
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Chapter ThirteenChapter Thirteen
OverviewOverviewLength and formality Length and formality determine report structuredetermine report structure
Characteristics of short Characteristics of short reportsreports
Direct and indirect order for Direct and indirect order for organizing short reportsorganizing short reports
Forms of short reportsForms of short reportsForms of special reportsForms of special reports
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Chapter ThirteenChapter Thirteen
Length and Formality Length and Formality Determine Report Determine Report
StructureStructure
Long problems and formal Long problems and formal contexts contexts require a more require a more complexcomplex structure structure
Short problems and informal Short problems and informal contexts need a simpler contexts need a simpler structurestructure
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Chapter ThirteenChapter Thirteen
OverviewOverviewLength and formality Length and formality determine report structuredetermine report structure
Characteristics of short Characteristics of short reportsreports
Direct and indirect order for Direct and indirect order for organizing short reportsorganizing short reports
Forms of short reportsForms of short reportsForms of special reportsForms of special reports
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Chapter ThirteenChapter Thirteen
Characteristics of Short Characteristics of Short ReportsReports
Little need for Little need for introductory informationintroductory information
Usually direct orderUsually direct orderMore personal writing More personal writing stylestyle
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Chapter ThirteenChapter Thirteen
OverviewOverviewLength and formality Length and formality determine report structuredetermine report structure
Characteristics of short Characteristics of short reportsreports
Direct and indirect order Direct and indirect order for organizing short for organizing short reportsreports
Forms of short reportsForms of short reportsForms of special reportsForms of special reports
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Chapter ThirteenChapter Thirteen
Audience Analysis and Report Organization
Direct PatternDirect Pattern
ReportReport
-----Main IdeaMain Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------
If readersIf readersare informedare informed
If readersIf readersare supportiveare supportive
If readersIf readersare eager toare eager to
have results firsthave results first
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Chapter ThirteenChapter Thirteen
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
ReportReport
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----Main Idea ----
Indirect PatternIndirect Pattern
If readersIf readersneed to be need to be educatededucated
If readersIf readersneed to be need to be persuadedpersuaded
If readers may If readers may be hostile or be hostile or disappointeddisappointed
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Chapter ThirteenChapter Thirteen
OverviewOverviewLength and formality Length and formality determine report structuredetermine report structure
Characteristics of short Characteristics of short reportsreports
Direct and indirect order Direct and indirect order for organizing short for organizing short reportsreports
Forms of short reportsForms of short reportsForms of special reportsForms of special reports
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Chapter ThirteenChapter Thirteen Forms of Short ReportsForms of Short Reports
Short ReportShort ReportLetter ReportLetter ReportEmail ReportEmail ReportSpecial Special ReportReport
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Chapter ThirteenChapter Thirteen Special Report FormsSpecial Report Forms
Staff ReportStaff ReportMeeting MinutesMeeting MinutesProgress ReportProgress ReportAudit ReportAudit ReportProposalProposal
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Chapter ThirteenChapter Thirteen
Writing StyleWriting Style
FormalFormal
InformalInformal
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Chapter ThirteenChapter Thirteen Styles of ReportsStyles of Reports
Informal reports–Informal reports– – Usually briefUsually brief– Use Use directdirect strategy strategy – Include personal pronounsInclude personal pronouns
Formal reports– Formal reports– – Usually longer Usually longer – Often use Often use indirectindirect strategy, strategy,
impersonal styleimpersonal style– Designed in prescribed formatDesigned in prescribed format
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Chapter ThirteenChapter Thirteen
Writing Formal Writing Formal ReportsReports
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Chapter ThirteenChapter Thirteen
Components of Formal Components of Formal ReportsReports
Prefatory PartPrefatory Part– Cover (page 73)Cover (page 73)– Title fly and title page (page 73)Title fly and title page (page 73)– Executive summary (page 75)Executive summary (page 75)– Table of contents (page 76)Table of contents (page 76)– List of illustrationsList of illustrations
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Chapter ThirteenChapter Thirteen
Work Plan for a Formal Work Plan for a Formal ReportReport
Statement of problemStatement of problem Statement of purposeStatement of purpose Sources and methods of data Sources and methods of data
collectioncollection Tentative outlineTentative outline Work scheduleWork schedule
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Chapter ThirteenChapter Thirteen
Writing Informational Writing Informational ReportsReports
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Chapter ThirteenChapter Thirteen
Types of Informational Types of Informational ReportsReports
Periodic Reports Periodic Reports – Summarize regular activities and Summarize regular activities and
eventsevents– Describe unusual events to which Describe unusual events to which
the management should pay the management should pay attentionattention
– Highlight problem and needsHighlight problem and needs– See example on page 84See example on page 84
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Chapter ThirteenChapter Thirteen Informational ReportsInformational Reports
Situational reportsSituational reports– SummarySummary– Statement that answer questionsStatement that answer questions– Other information neededOther information needed– RecommendationsRecommendations
– See page 86-87See page 86-87
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Chapter ThirteenChapter Thirteen Investigative Reports Investigative Reports
Investigative reports are written Investigative reports are written in response to a request for in response to a request for information.information.
The purpose of such report is to The purpose of such report is to provide data for a specific provide data for a specific situationssituations
See page 88-89See page 88-89
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Chapter ThirteenChapter Thirteen Informational ReportsInformational Reports
Progress Reports Progress Reports
IntroductionIntroduction
BodyBody
Conclusions and Conclusions and recommendationsrecommendations
See page 87-88See page 87-88
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Chapter ThirteenChapter Thirteen
Writing Informational Writing Informational ReportsReports
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Chapter ThirteenChapter Thirteen
IntroductionIntroduction
Identify the report and its purpose.Identify the report and its purpose.
Present a brief overview of the Present a brief overview of the report’s organization, especially for report’s organization, especially for longer reports.longer reports.
When readers are unfamiliar with the When readers are unfamiliar with the topic, briefly fill in the background topic, briefly fill in the background details.details.
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Chapter ThirteenChapter Thirteen
BodyBody
Group facts or findings into three to Group facts or findings into three to five roughly equal segments that do five roughly equal segments that do not overlap.not overlap.
Organize by time, component, Organize by time, component, importance, criteria, convention, or importance, criteria, convention, or some other method.some other method.
Supply functional or talking heads Supply functional or talking heads (at least one per page) to describe (at least one per page) to describe each section.each section.
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Chapter ThirteenChapter Thirteen
BodyBody
Use an informal, conversational Use an informal, conversational writing style unless a formal writing style unless a formal tone is expected.tone is expected.
Use bullets, numbered and Use bullets, numbered and lettered lists, headings, lettered lists, headings, underlined items, and white underlined items, and white space to enhance readability.space to enhance readability.
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Chapter ThirteenChapter ThirteenDrawing ConclusionsDrawing Conclusions
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Chapter ThirteenChapter Thirteen
Summary/ConclusionSummary/Conclusion
When necessary, briefly review When necessary, briefly review the main points and discuss the main points and discuss what action will follow.what action will follow.
If relevant, express appreciation If relevant, express appreciation or describe your willingness to or describe your willingness to provide further information.provide further information.
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Chapter ThirteenChapter Thirteen
Writing Analytical Writing Analytical ReportsReports
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Chapter ThirteenChapter Thirteen What is an AWhat is an A
An analytical report, like An analytical report, like informational reports, collect informational reports, collect and present data; but their and present data; but their emphasis, is placed on emphasis, is placed on analyzing, drawing conclusions, analyzing, drawing conclusions, and proposing and proposing recommendationsrecommendations
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Chapter ThirteenChapter Thirteen
Analytical ReportsAnalytical ReportsDirect ApproachDirect Approach
Identify the problem.Identify the problem. Propose the recommendation, Propose the recommendation,
solution or action.solution or action. Explain the benefits of the Explain the benefits of the
recommendation.recommendation. Discuss pros and cons and costs.Discuss pros and cons and costs. Summarize the recommendation and Summarize the recommendation and
action to be taken.action to be taken.
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Chapter ThirteenChapter Thirteen
IntroductionIntroduction
Explain why the report is being Explain why the report is being written. For research studies, include written. For research studies, include the significance, scope, limitations, the significance, scope, limitations, and methodology of the and methodology of the investigation.investigation.
Preview the report’s organization.Preview the report’s organization.
Summarize the conclusions and Summarize the conclusions and recommendations for receptive recommendations for receptive audiences.audiences.
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Chapter ThirteenChapter Thirteen
FindingsFindings
Discuss the pros and cons of each Discuss the pros and cons of each alternative. For receptive audiences, alternative. For receptive audiences, consider placing the recommended consider placing the recommended alternative last.alternative last.
Establish criteria to evaluate Establish criteria to evaluate alternatives. In “yardstick” studies alternatives. In “yardstick” studies create criteria to use in measuring create criteria to use in measuring each alternative consistently.each alternative consistently.
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Chapter ThirteenChapter Thirteen
FindingsFindings
Support the findings with Support the findings with evidence: facts, statistics, evidence: facts, statistics, expert opinion, survey data, and expert opinion, survey data, and other proof.other proof.
Use headings, enumerations, Use headings, enumerations, lists, tables, and graphics to lists, tables, and graphics to focus emphasis.focus emphasis.
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Chapter ThirteenChapter Thirteen
Analytical ReportsAnalytical ReportsIndirect ApproachIndirect Approach
Describe the problem that the report Describe the problem that the report focuses on the datafocuses on the data
Use data to show how serious the problem Use data to show how serious the problem could be.could be.
Start with the one you least want to Start with the one you least want to recommend.recommend.
End with the best solution you proposeEnd with the best solution you propose Discuss the advantages and disadvantages Discuss the advantages and disadvantages
of your recommendation.of your recommendation. Summarize your recommendations.Summarize your recommendations. See page 91-92See page 91-92
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Chapter ThirteenChapter Thirteen
Tips for Writing Report Tips for Writing Report ConclusionsConclusions
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Chapter ThirteenChapter Thirteen
Tips for Writing Report Tips for Writing Report ConclusionsConclusions
Interpret and summarize the Interpret and summarize the findings.findings.
Tell what your findings (collected Tell what your findings (collected data) mean.data) mean.
Relate the conclusions to the Relate the conclusions to the report problem.report problem.
Focus only on conclusions that Focus only on conclusions that help solve the original problem.help solve the original problem.
Limit the conclusions to the data Limit the conclusions to the data presented. presented.
Do not introduce new material.Do not introduce new material.
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Chapter ThirteenChapter Thirteen
Be objective.Be objective. Avoid exaggerating or manipulating the Avoid exaggerating or manipulating the
data to prove a point.data to prove a point.
Use consistent criteria.Use consistent criteria. In evaluating options, use the same In evaluating options, use the same
criteria for each alternative.criteria for each alternative.
Enumerate each conclusion.Enumerate each conclusion. Number and list each item. Present items Number and list each item. Present items
in parallel form.in parallel form.
Tips for Writing Report Tips for Writing Report ConclusionsConclusions
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Chapter ThirteenChapter Thirteen
Conclusions and/or Conclusions and/or RecommendationsRecommendations
Develop reasonable conclusions that Develop reasonable conclusions that answer the research question. Justify answer the research question. Justify the conclusions with highlights from the conclusions with highlights from the findings.the findings.
Make recommendations, if asked. Make recommendations, if asked. Use action verbs. Explain needed Use action verbs. Explain needed action.action.
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Chapter ThirteenChapter Thirteen
Tips for Writing Report Tips for Writing Report RecommendationsRecommendations
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Chapter ThirteenChapter Thirteen
Suggest actions.Suggest actions.Indicate specific procedures that can help Indicate specific procedures that can help solve the report problem.solve the report problem.
Focus on recommendations that Focus on recommendations that are practical and agreeable.are practical and agreeable.Suggest feasible actions that would be Suggest feasible actions that would be acceptable to this audience.acceptable to this audience.
Tips for Writing Report Tips for Writing Report RecommendationsRecommendations
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Chapter ThirteenChapter Thirteen
Present recommendations Present recommendations separately. separately. Enumerate each in a statement Enumerate each in a statement beginning with a verb.beginning with a verb.
If requested, indicate how If requested, indicate how the recommendations may the recommendations may be implemented. be implemented. Some writers present detailed plans Some writers present detailed plans for executing the recommendationsfor executing the recommendations..
Tips for Writing Report Tips for Writing Report RecommendationsRecommendations
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Chapter ThirteenChapter Thirteen
Conclusion:Conclusion: Survey results show that the Survey results show that the
biggest student complaint biggest student complaint centred on long registration centred on long registration lineslines..
Recommendation:Recommendation: Implement a registration Implement a registration
reservation system in which reservation system in which students sign up for specific students sign up for specific registration time slots.registration time slots.
Tips for Writing Report Tips for Writing Report RecommendationsRecommendations
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Chapter ThirteenChapter Thirteen
Types of Analytical ReportsTypes of Analytical ReportsFeasibility ReportsFeasibility Reports
A feasibility report analyzes the A feasibility report analyzes the available information to determine available information to determine whether the project is worth doing whether the project is worth doing and what is the chance of success. and what is the chance of success.
Answer questions such as:Answer questions such as:– Will the proposal work?Will the proposal work?– If so, what are the costs involved?If so, what are the costs involved?– How soon can the costs be recovered?How soon can the costs be recovered?– Is the staff sufficient?Is the staff sufficient?– Are thee any legal or other special Are thee any legal or other special
requirements?requirements?
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Chapter ThirteenChapter Thirteen Feasibility ReportsFeasibility Reports
Present your decision.Present your decision. Describe the background and Describe the background and
problem initiating the proposal.problem initiating the proposal. Discuss the benefits of the proposal.Discuss the benefits of the proposal. Analyze the problems that many Analyze the problems that many
result.result. Calculate the costs associated with Calculate the costs associated with
the proposal.the proposal. Provide the estimated timetable for Provide the estimated timetable for
implementing the proposal.implementing the proposal.
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Chapter ThirteenChapter Thirteen Yardstick ReportsYardstick Reports
Yardstick reports examine two Yardstick reports examine two or more solutions to a problem or more solutions to a problem that needs solving.that needs solving.
Each alternative is evaluated Each alternative is evaluated against the same standard, so against the same standard, so that you can select the best that you can select the best solutionsolution
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Chapter ThirteenChapter Thirteen Yardstick ReportsYardstick Reports
Start by describing the problem Start by describing the problem or need.or need.
Present possible solutions and Present possible solutions and alternatives.alternatives.
Evaluate each alternative Evaluate each alternative against the criteria.against the criteria.
Summarize the evaluations.Summarize the evaluations. Make the recommendation.Make the recommendation.
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Chapter ThirteenChapter Thirteen
EndEnd