copyright © 2003 by the mcgraw-hill companies, inc. all rights reserved. business and...

Copyright © 2003 by The McGraw-Hill Companies, Inc. All rights reserved.

Business andAdministrativeCommunication

SIX

TH

ED

ITIO

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Chapter

14Analyzing Information and Writing Reports

Using Your Time Effectively

Analyzing Data and Information for Reports

Choosing Information for Reports

Organizing Information in Reports

Presenting Information Effectively in Reports

Writing Formal Reports


Analyzing Data and Information

Analyzing the data you have gathered is essential to produce the tight logic needed to produce a good report:

1. Identify the source of the data.

2. Analyze numbers.

3. Analyze words.

4. Check your logic.


Organizing Information in Reports

1. Process your information before presenting it tothe reader.

2. When you have lots of information, group it intothree to seven categories.

3. Work with reader’s expectations, not against them.


Basic Patterns for Organizing Information

Comparison/contrast: can focus on alternatives or on criteria.

Pro and con: divides the alternatives and discusses the arguments for and against that alternative.

Problem-solving: identifies the problem, explains its causes, analyzes the advantages and disadvantages of different solutions.


Basic Patterns for Organizing Information, continued

Elimination: identifies the problem, explains its causes, and discusses the least practical solutions first.

General to particular: begins with the problem as it affects the organization or as it manifests itself in general, then moves to a discussion of the parts of the problem and solutions to each of those parts.


Basic Patterns for Organizing Information, continued.

Particular to general: starts with specific aspects of the problem, then moves to a discussion of the larger implications of the problem for the organization.

Geographical or spatial: discusses the problems and solutions by units.

Functional: discusses the problems and solutions of each functional unit.


Presenting Information Effectively

Use these four techniques:

1. Say what you mean.

2. Tighten your writing.

3. Introduce sources and visuals gracefully.

4. Use blueprints, transitions, topic sentences, and headings.


Headings in Reports

Headings are single words, short phrases, or complete sentences that cover all of the material until the next heading. Informative or talking heads tell the reader what to

expect in each section. Headings must use the same grammatical structure.


Parts of the Formal Report

Title Page

Contains four items:The title of the reportWhom the report is prepared forWhom it is prepared byThe release date


Parts of the Formal Report, continued

Letter or Memo of Transmittal Purposes:

to transmit the report to orient the reader to the report to build a good image of the report and the writer

Personal statements are appropriate, even though they would not be in the report itself.



How to Organize the Transmittal1. Transmit the report. Tell when and by whom it was

authorized and its purpose.

2. Summarize your conclusions and recommendations. If they will be easy to accept, put them early in the report; if they will be

difficult, summarize the findings and the conclusions first.

3. Mention any points of special interest. Thank people who helped you. Explain how you overcame problems.



How to Organize the Transmittal, continued4. Point out any additional research that is necessary, if

any.

5. Thank the reader for the opportunity to do the work and offer to answer any questions.



Table of ContentsList the headings exactly as they appear in the

report.List all the headings if the report is less than 25

pages. In a long report, pick a level of headings

and include that level and above.



List of Illustrations Enables your reader to refer to your visuals Give the name and number of each visual.

Remember that tables and figures are numbered independently.

List them in the order in which they appear in the report.



Executive Summary Tells the reader what the document is about. Summarizes the recommendations of the report

and the reasons for the recommendations. Should be easy to read, concise, and clear. Has a more formal style than other forms of

business writing.



Introduction: Always contains purpose and scope. May also include: Limitations Assumptions Methods Criteria Definitions


Introduction, continued

The purpose statement identifies organizational problem the report addresses. technical investigations it summarizes. rhetorical purposes (to explain, to recommend).



Scope Identifies how broad an area the report covers. Allows the reader to evaluate the report on

appropriate grounds.



LimitationsMake your recommendations less valid or valid only

under certain conditions.Usually arise because time or money constraints

haven’t permitted full research (e.g., couldn’t do a random sample).



AssumptionsStatements whose truth you assume, and which you

use to prove your final point. If your assumptions are wrong, the conclusion will

be wrong too.



Methods Explains details such as how you chose your subjects

and when they were interviewed if you conduct interviews, focus groups, or a survey.

Omit if your report is based solely on library and online research.

Reports based on scientific experiments typically include “Methods” in the body rather than in the Introduction.


Introduction, continued.

Criteria or standards The factors you will use to evaluate possible

solutions, and their relative importance.

Definitions Define technical terms if some members of your

audience may not understand them. If you have a lot of terms, use a Glossary.


Background or History

Included even if the current audience knows thesituation, since reports are often filed and readagain years later by a very different audience.

May cover many years or just the immediate situation.


Conclusions

Summarizes the main points made in the body of

the report. Contains no new information.


Recommendations

Action items that would solve or ameliorate the problem.

Often combined with “Conclusions” if both sections are short.

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