EBC Chapter 9 Slides

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©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
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Learning Objective
1
Explain informational and

analytical report functions,
organizational strategies,
and writing styles.
Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 2
Reporting in the
Digital-Age Workplace
• Routine reports keep managers
informed about completed tasks,
projects, and work in progress.
• Reports help executives
understand the challenges
they encounter in business.
• Report findings may be presented
orally in meetings or shared
digitally in e-mail messages, PDF
files, or slide decks.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 9 / Slide 3
© bloomua/Fotolia
Three Main Purposes of
Business Reports
1 Convey
information 2 Answer
questions 3 Solve
problems
Here’s Here’s Here’s

info for your one
you. answer. solution.
© Iadam/Fotolia
Characteristics
of Business Reports
Report Organizational
Functions Strategies
reports
i
Informational Analytical
reports Direct Indirect
© denis_pc/Fotolia
Report Functions
Informational Reports
• Present data
i without analysis or
recommendations
• Are routine and
often periodic
Report Functions
Analytical Reports
• Provide data or findings,
analyses, and conclusions
• May also supply
recommendations
• Intend to persuade
readers
© denis_pc/Fotolia
Audience Analysis and
Report Organization
Direct Strategy Indirect Strategy
Readers Readers
• are informed • need to be educated
• are supportive • need to be persuaded
• want results first • may be disappointed
or hostile
Report Writing Style
Informal • Friendly, casual tone

Style • First-person pronouns,
contractions
• Shorter sentences, familiar
words
• Conversational language
Report Writing Style
Formal • Emphasis on objectivity,

accuracy, fairness
Style
• Professional distance
between writer and reader
• May use third person
(the researcher) and
passive voice
• Absence of humor, figures
of speech, “editorializing”
Learning Objective
2
Describe typical report

formats and understand the
significance of effective
headings.
Report Formats
Letter Memo Manuscript Preprinted Digital

(often as (often with Forms (as a slide
PDF e-mail deck and
document cover note) other
sent by formats)
e-mail)
Informational Report –
Letter Format
Tips for Letter Reports:
• Use letter format for short,
informal reports sent to
outsiders.
• Organize the facts section
into logical divisions
identified by consistent
headings.
Letter Format
• Single-space the body.
• Double-space between
paragraphs.
• Leave one or two blank
lines above each side
heading.
Letter Format
• Create side margins of
1 to 1¼ inches.
• Add a second-page
heading, if necessary,
consisting of the
addressee’s name, the
date, and the page
number.
Analytical Report – Memo Format
Tips for Memo Reports:
• Use memo format for short
(ten or fewer pages) informal
reports within an organization.
• Leave side margins of 1
to 1¼ inches.
• Sign your initials on the
From line.
• Consider attaching the
memo to a cover
e-mail for delivery.
Informal Reports–
E-Mail and Memo Formats
Tips for E-Mail

and Memo Reports:
• Chunk similar
information into groups
for quick
comprehension.
• Use concise headings to
quickly identify groups.
Informal Reports –
E-Mail and Digital Formats
• PDF documents are a
popular delivery format.
• Some reports are animated
and may be hyperlinked to
other content.
• Slide presentations can be
converted to video.
• Slide decks are a condensed
image-rich format not intended
for verbal delivery.
Effective Report Headings
1 2 3
Write short Experiment Include at
but clear with wording least one
headings. that tells heading per
who, what, report page.
when, where,
why, and
how.
Effective Report Headings
4 5 6
Try to create Construct a Don’t use
headings that hierarchy of more than
are parallel. heading three
• Creating Team levels using heading
Motivation
• Treating placement, levels.
Employees Like
Customers
size, and
font.
Levels of Report Headings
2 inches
14 pt. sans
TITLE serif font
2 blank lines
The title of a report, chapter heading, or major part should be

centered in all caps.
2 blank lines
First-Level Heading
12 pt. sans
1 blank line serif font
A first-level heading is centered and bolded. It uses a smaller font
size, and only primary words are capitalized.
2 blank lines
11 pt. sans
Second-Level Heading
1 blank line
serif font
A second-level heading divides the topics introduced by the first
level heading. It is bolded and left-aligned.
1 blank line
Third-Level Heading. Because it is part of the paragraph that
follows, a third-level heading is also called a paragraph heading.
Types of Headings
Functional Headings Talking Headings
The Best Business
Executive Summary Laptop Money Can Buy
Tablet Computers
Introduction Displace Notebooks
Findings Texting: The New
Smoking Gun
Discussion
What’s New in
Social Media?
Types of Headings
Combination Headings
Background:
How Apple Won
Personnel: The Savvy

Workforce
Production Costs: The

Investment Is Paying Off
Learning Objective
3
Determine the problem the

report is addressing as well as
the report’s purpose, and gather
significant secondary and
primary information.
Defining the Purpose
and Gathering Data
Analyze the Anticipate the

1 problem and
purpose.
2 audience and
issues.
Prepare a Conduct
3 work plan. 4 research.
Defining the Purpose
and Gathering Data
Organize, analyze, Compose the

5 interpret, and
illustrate the data.
6 first draft.
Edit, proofread,
7 and evaluate.
Gathering Information From
Primary and Secondary Sources
Company records
Printed material
Electronic resources
Observation
Surveys and questionnaires

Learning Objective
4
Write short informational

reports that describe routine
tasks.
Trip, Convention, and
Conference Reports
Identify the event Preview the topics

(name, date, and to be discussed.
location).
Summarize the Use headings

main topics that and bullets to
might benefit others in enhance
the organization. readability.
Trip, Convention, and
Conference Reports
Express Mention the value

appreciation. of the trip or
event.
Submit
Offer to share the itemized expenses,
information. if requested,
separately.
Progress, or Interim, Reports
Specify the purpose and nature of
the project.
Provide background information if
necessary.
Describe the work completed so far.
Explain the work currently in progress, including

activities, methods used, and locations.
Describe any problems encountered, and discuss
future plans and expected completion dates.
Minutes of Meetings
Begin with State whether Record briefly
the group’s the previous the discussions
name, date, minutes were of old business,
time, and Identify the approved or new business,
place of names of revised. announcements,
meeting. attendees and and committee
absentees. reports.
© Rawpixel
Minutes of Meetings
Include the Conclude with the Include a
precise name of the person signature
wording of recording the minutes. on formal
motions. minutes.
Record the votes

and actions taken.
© Rawpixel
Summaries
• State the main idea or purpose
of the summary.
• Highlight the research methods, findings,
conclusions, and recommendations.
• Omit illustrations, examples,
and references.
• Organize for readability by including
headings and bulleted or enumerated lists.
• If requested, include your reaction or
overall evaluation of the document.
Learning Objective
5
Prepare short analytical

reports that solve
business problems.
Justification / Recommendation
Reports
Direct • Explain the problem or need briefly.
Strategy • Announce the recommendation,

solution, or action concisely and
with action verbs.
• Explain more fully the benefits of the
recommendation or steps necessary
to solve the problem.
• Include a discussion of pros, cons,
and costs.
• Conclude with a summary specifying
the recommendation and necessary
action.
© denis_pc/Fotolia
Reports
Indirect • Refer to the problem in general
terms in the subject line or title.
Strategy • Describe the problem or need
your recommendation
addresses.
• Use specific examples, supporting
statistics, and authoritative
quotations to lend credibility.
• Discuss alternative solutions,
beginning with the least likely to
succeed.
© denis_pc/Fotolia
Reports
Indirect • Present the most promising alternative
(your recommendation) last.
Strategy • Show how the advantages of your
recommendation outweigh its
disadvantages.
• Summarize your recommendation.
Specify the action it requires,
if appropriate.
• Ask for authorization to proceed,
if necessary.
© denis_pc/Fotolia
Feasibility Reports
• Announce your decision immediately.
• Provide a description of the background
and problem necessitating the proposal.
• Discuss the benefits of the proposal.
• Describe the problems that may result.
• Calculate the costs associated
with the proposal.
• Show the time frame necessary for
implementing the proposal.
© Rawpixel
Yardstick Reports
• Describe the problems or need.
• Explain possible solutions and alternatives.
• Establish criteria for comparing the alternatives.
• Tell how the criteria were selected or developed.
• Discuss and evaluate each alternative in terms
of the criteria.
• Draw conclusions and make recommendations.
© John Takai
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EBC Chapter 9 Slides

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Instructor PowerPoint

Explain informational and

Here’s Here’s Here’s

Informal • Friendly, casual tone

Formal • Emphasis on objectivity,

Describe typical report

Letter Memo Manuscript Preprinted Digital

Tips for E-Mail

The title of a report, chapter heading, or major part should be

Personnel: The Savvy

Production Costs: The

Determine the problem the

Analyze the Anticipate the

Organize, analyze, Compose the

Surveys and questionnaires

Write short informational

Identify the event Preview the topics

Summarize the Use headings

Express Mention the value

Describe the work completed so far.

Explain the work currently in progress, including

Record the votes

Prepare short analytical

Strategy • Announce the recommendation,

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