managerial communication 09 long reports

8/4/2019 Managerial Communication 09 Long Reports

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ManagerialCommunication 09


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Review


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Long Reports

Report on Oil Spill in Gulf of Mexico

Entering Europe (for Dabur)


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4

Business Reports

Types

Preparation

Organization

Presentation


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Meaning and Classification

ofBusiness Reports

Business Reports Definition.

Business Report is an impartial,

objective, planned presentation of

facts to one or more persons for

specific, significant business purpose.

The report facts could relate to

events, conditions, qualities, progress,

results, products, problems, or

suggested solutions.


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Long Formal

Report

The length of a long report is not lessthan 10 pages, and the report usually

includes the following parts some ofthe parts optional

Prefatory Parts:

Cover; title fly; title page; letters ofauthorization; acceptance;

approval; transmittal;acknowledgements; (abstract,synopsis, executive summary); tableof contents; table of tables.

Report Body: Introduction, Text or body, Terminal

section.

Supplemental Parts:

Appendix, bibliography or endnotes,glossary, index.


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Business Reports

Classification

Function: informational or analytical.

Subject matter: accounting,advertising, finance, marketingetc.

Formality: formal or informal, theformal is long and the informal is shortreport.

Formal reports always include someof or all these prefatory andsupplemental parts:

prefatory parts:

cover; title fly; title page; letters of

authorization; acceptance; approval; transmittal; acknowledgements;

(abstract, synopsis, or executivesummary); table of contents; table oftables.


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Supplemental parts:

appendix, bibliography or endnotes,glossary, index.

some informal reports may include, inaddition to the body, a title page,

transmittal, endnotes, and appendix.

Origin: authorized or voluntary, privateor public.

Frequency of issue: periodic orspecial.

Type or Appearance: influenced by

length and formality. informal and short reports:

memorandum, letter, a printed form


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Preparation before

Writing Reports

Define the Problem, Purpose, and

Scope

Consider Who will Receive the Report

Determine Ideas to Include

Collect Needed Material

Secondary/ Primary Sort, Analyze, and Interpret Data

Organize Data and Prepare Final

Outline


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Main Parts of the

Report

Introduction:

Authorization,

Plan of presentation (layout)*,

Problem*,

Purpose*,

Scope*,

Methodology*,

Sources*,

Background or (history of the situationbeing investigated)*,

Definition of Terms, (introduction, aglossary at the end, or text)

Limitations,

Brief Statement of the Results orRecommendation.


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Text or body:

The longest portion of any report

body, Its title may be Discussion,Findings or Data.

Terminal section:

It is based on the text discussion nonew material included.

The terminal section for theinformational report is calledSummary.

For analytical report is calledConclusions or Recommendationsor combination.


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Organization and Outline

ofReport Body

when you choose the organizational

plan for the entire report body and text

section, you should consider the

reader, purpose, and subject matter.

Plans for Organizing Report Body:

Two ways to organizing a report body:

deductive and inductive arrangement.


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Deductive Arrangement

Deductive Arrangement direct is

common way in organizing business

reports.

The three sections may be arranged

in one of these two ways:

1. Terminal section

2. Introduction

3. Text (discussion & explanation)

Or

1. Introduction

2. Terminal section



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Inductive Arrangement

indirect.

The three sections are arranged as the

following:

1. Introduction


3. Terminal section


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Ways to Organize Report

Text Section

By criteria or topics:

This is the most common way.

The main headings could be thestandards, factors, solutions,benefitsetc.

By order of occurrence. Progress

reports, By order of location or space.

By procedure or process.

By order of importance or byalphabetization.

By order of familiarity or simplicity.

By sources.

By problem solution.


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For example, organizing report textsection by criteria.

The problem is to replace the old PCsby new PCs.

DISCUSSION

Reliability Service

Warranty Period

Price

Case Style


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Methods of Outlining

Methods of Outlining

It is becoming your table content.

Before writing the report, the outline helps youto see the relationship between topics,compare proportions and headings, check forloopholes in logical order, and eliminateoverlapping.

you need to consider Types of Heading,

Formats of Outline, and Parallelism inHeading.

Type of Heading:

For wording heading, you can choose fromfour type of heading:

Topic: single words (nouns), a few words, orshort phrases. Globalization

Complete sentence heading: Globalization isa Syndrome of Process and Activities

Imperative sentence heading: Keep DrivingRecord Clear

Variant heading: Improving EmployeesProductivity


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A good Heading should indicate the

Subject Matter. It is better not to use

more than eight words. If your topic isone word, make sure that the word

not to be too Broad.


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Formats of Outline:

After choosing your organizationalplan and the wording of your main

headings, you next choose a way toshow levels degrees) for variousitems in your outline.

For long report, three ways to numberheading degrees.

Numeral-Letter Combination: it isused in business.

Decimal System: it is used in scientificand technical reports.

Letter- Numeral Combination: it isused by those who prefer letters

before main heading and they do notneed the additional degree that ispossible with Roman numerals.


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Degree of Heading Numeral-Letter Combination:

1st I.

Introduction 2d A.

2d B.

2d C.

1st II. 2d A.

Text/ 3d 1.

Discussion 3d 2.

2d B.

3d 1.

3d 2. 4th

a.

4th b.

5th(1)

5th (2)


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1st III.

2d A.

Text/ 3d 1.

Discussion 3d 2.

2d B.

3d 1.

3d 2.

1st IV.

2d A. 3dh

1.

3d 2.

2d B.

3d 1.

3d 2.

Terminal 1st

2d


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Five Important Cautions

1. Place the most important ideas (Criteria) inthe highest degrees of heading, consideringreport length, subject matter, and reader.

2. Try to balance the sections as well aspossible. For example, if section II.A, had 12subheading and section II.B had nosubheading, the proportion would belopsided. Then try to narrow the scope ofheading II.A (by rewarding it and byrearranging facts) and broaden II.B.

3. Have at least two subheading if you divideany topic; for example, A.1 and A.2 neverever only A.1.

4. The number of section headings neither too

many nor too few. Usually three to sevenmain sections are desirable.

5. Do not consider the report title as a sectionheading, and do not begin the first sentencewith exactly the same words as the heading.


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Parallelism in

Heading:

For parallel, consistent, and construction all

headings of the same degree within any part

of an outline should be parallel to each other.They should have the same grammatical

form- all nouns, all phrases, or all sentences.

For example, the following headings should

be parallel to each other:

I, II, III, IV, V.

A, B, C under I.

1, 2, 3 under II.A

1 and 2 under II.B

a and b under II.B.2etc. However,

subheadings 1, 2, 3 under II.A need not beparallel with subheadings 1 and 2 under II. B,

and other third-degree subheadings in other

sections.


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Visual Aids To improve both readability and appearance

of a report, you should use heading and whendesirable also graphic materials.

Heading and Subheading as DirectionalSigns:

The headings you have selected for your finaloutline will be directional signs for the reader

of the finished report. Headings help directthe reader through the entire presentation.

System of styling the headings:

FIRST-DEGREE HEADINGS

(Centred and in all capitals-caps) Second- Degree Headings

( Centred, caps and lowercase, underlined)

Third-Degree Headings

(left margin, caps and lowercase, underlined)


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Fourth-degree headings. -- (Indented,

underlined, lowercase; paragraph

begins on same line).

Fifth-degree headings (Indented,

underlined; sentence begins with the

heading).


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Sample Graphics for

Quantitative and Other

Data

Tables

Bar Graphs

Pie Charts

Line Graphs

Area Graph

Pictogramsetc.


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Cover Design and Wording

of Title

Wording Title Includes:

Who: the company

What: the subject matter

When: the year

Where: the country

Why: the objective


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How to Make References

Author Name (Year) Title, PP. (2-5).


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Essential Components of a

Report

1. Covering letter

2. Title Page

3. Title Fly

4. Internal Title

5. Abstract/ Executive Summary

6. Table of Contents7. Table of Figures/ Charts

8. Table of Tables

9. Introduction/ Background

10. Problem Analysis andIdentification


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Essential Components of a

Report

11. Methodology

12. Data Analysis13. Conclusions

14. Recommendations

15. Bibliography/ References

16. Footnotes and Endnotes

17. Appendix/ Annexures

18. Glossary

19. Index


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Assignment

You have to prepare a report on one of

the following:

1. Annual Consumer Survey on IndianCars

2. Report on BPO Sector: Current

status and future challenges

3. Project Report on investment ofRs100 Cr in a Road Construction

(Report to be submitted to Bank)

4. Employee Engagement Survey

Report

5. All India Sales Report for a White

Goods Company.


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Guidelines and rules

All secondary data should be

referenced and verifiable.

All primary data can be imaginary.

Report could be between 60 to 80

pages long.

Report should be electronically

submitted to [email protected] Report should be in PDF format.

Report file should be named as

Report (Roll No.) (Name).pdf

Collaboration and Plagiarism willattract 0 (zero) marks

managerial communication 09 long reports

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