End-Of-Chapter Activities Guffey EBC 12e Ch09

End of Chapter Activities: Chapter 09: Informal Reports
End of Chapter Activities

G UFFEY /LOEWY, ESSENTIALS OF BUSINESS COMMUNICATION , 12E
CHAPTER 09: INFORMAL REPORTS
TABLE OF CONTENTS
Chapter Review.........................................................................................................................................1
Critical Thinking.......................................................................................................................................2
Activities and Cases...................................................................................................................................2
Grammar/Mechanics Checkup - 9...........................................................................................................7
Semicolons and Colons...........................................................................................................................7
Editing Challenge - 9.................................................................................................................................9
Communication Workshop: Mastering Team Writing Projects..........................................................11
CHAPTER REVIEW
1. What role do reports play in business today? (L.O. 1)
2. Describe seven formats used for reports. Be prepared to discuss each. (L.O. 2)
3. Explain the difference between primary and secondary data. (L.O. 3)
4. What sources of factual information for informal reports can report writers consult?
5. Why is it important to write a purpose statement before composing a report? (L.O. 3)
6. What is the purpose of the following informational reports? (L.O. 4)
7. What is the purpose of the following analytical reports? (L.O. 5)
8. Your supervisor wants you to find a reputable official source explaining how to spot counterfeit KN-95
face masks. What report category and format would be appropriate? (L.O. 2, 4)
9. Your team was assigned to write a report explaining how your company, a medical device manufacturer,
can comply with the FDA’s regulations and secure premarket approval before Class III devices can go into
production. Your boss wants to know what you have done thus far. What report category and format would
be appropriate? (L.O. 2, 4)
10. You represented your company at the AeroDef Manufacturing Conference, the nation’s premier aerospace
and defense manufacturing conference and trade show, in Fort Worth, Texas. Your supervisor asked for
information about innovative processes to reduce costs, expedite production, and maintain global
competitiveness typically exchanged at this convention. What report category and format would be
appropriate? (L.O. 2, 4)
CRITICAL THINKING
11. Outline the considerations leading report writers to adopt either the direct strategy or the indirect strategy
for any company report they are writing. (L.O. 1)
12. Why do most report writers start their research with secondary data rather than gathering primary data first?
(L.O. 3)
© 2022 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible 1
website, in whole or in part.
13. Explain the differences between an informal writing style and a formal writing style in reporting. When
would each be appropriate? (L.O. 1)
14. Explain how report writers can ensure objectivity and credibility. (L.O. 1–5)
15. Describe the three heading types discussed in this chapter and their purposes. (L.O. 2)
ACTIVITIES AND CASES

9.1 Engaging Readers With Report Headings (L.O. 2)
Your Task. Identify the following report headings and titles as functional, talking, or combination. Discuss the
usefulness and effectiveness of each.
a. Guarding Against Online Identity Theft
b. Project Costs
c. Disadvantages
d. Using the Intranet to Convey Employee Benefits
e. Case Study: America’s Most Sustainable College Campuses
f. Recommendations: Identifying Non-Compliance Risks
g. Comparing Costs of AI Recruiting Platforms
h. Budget
9.2 Informational Report: Recording Information From Your Work Experience (L.O. 4)
Select a position you now hold or one that you have held in the past. If you have not been employed, choose a
campus, professional, or community organization to which you belong. You may also select an internship or a
volunteer experience.
Your Task. Write an informational memo report to your instructor describing your current or former
employment, an internship or volunteer experience, or your involvement in a professional or community group.
Introduce the report by describing the organization’s products or services, its history and leadership, and its
primary location. In the body of the report, add your title and job responsibilities, including the skills you need
or needed to perform the job. Then describe the value and skills you gained from this experience. Your memo
report should be single-spaced and 1 1/2 to 2 pages long. Add a meaningful subject line and descriptive
headings for each section of the report.
9.3 Informational Report: Researching Potential Employers (L.O. 4)

Web
You are preparing a targeted résumé and cover message for a Fortune 500 company. You’ve spoken with a
friend who works there, but you now want to do your own research.
Your Task. If available, use your campus library research options to access Hoover’s company profile database
and other resources for company records and other facts. Then take a look at the company’s website; check its
background, news releases, and annual report. Learn about its major product, service, or emphasis. Find its
Fortune 500 ranking, its current stock price (if listed), and its high and low range for the year. Look up its
profit-to-earnings ratio. Track its latest marketing plan, promotion, or product. Identify its home office, major
officers, and number of employees. In a memo report to your instructor, summarize your research findings.
Explain why this company would be a good or bad employment choice for you.
9.4 Summary: Keeping the Boss in the Loop (L.O. 4)

Web
Like many executives, your boss is too rushed to read long journal articles. She asks you to submit one
summary to her every month on an article of interest to help her stay abreast of relevant research in various
business disciplines.
Your Task. In your field of study, select a professional journal, such as the Journal of Marketing, Journal of
Management, Journal of Accountancy, or Harvard Business Review. Using a research database or a Web
search, look for articles in your target journal. Select an interesting article that is approximately 2,000 words
long, and write an executive summary in memo format. Include an introduction that might begin with As you
requested, I am submitting this executive summary of . . . . Identify the author, article title, journal, and date of
publication. Start with the main idea of the study or article. Summarize three or four of the most important
findings of the study or article in approximately 200 words, or 10 percent of the original article. Use descriptive
rather than functional headings. Your boss would also like a concluding statement indicating your response to
the article in a separate paragraph below your summary.
9.5 Progress Report: Closing in on Your Goal? (L.O. 4)

You have promised your parents (spouse, partner, relative, or friend) that you would submit a progress report at
this time.
Your Task. Prepare a progress report in which you do the following: (a) describe your headway toward your
educational goal (such as employment, degree, or certificate); (b) summarize the work you have completed thus
far; (c) discuss the work currently in progress, including your successes and anticipated obstacles; and (d)
outline what you have left to complete.
9.6 Progress Report: How Is That Project Coming? (L.O. 4)

Team
E-Mail
Consider a research project, service-learning assignment, or an experiential learning opportunity you are
currently completing. Perhaps you are doing research for the long report assignment in Chapter 10 or another
course. In any case, you will want to keep your instructor informed of your progress.
Your Task. Write a progress report informing your instructor of your work. Briefly describe the project—its
purpose, assigned team member roles, work completed, work yet to be completed, problems encountered, future
activities, and expected completion date.
9.7 Justification/Recommendation Report: Cash Available for Good Deeds (L.O. 5)

Web
Terrific news! MegaTech, the start-up company where you work, has become enormously successful. Now the
owner wants to support some kind of philanthropic program. He does not have time to investigate the
possibilities, so he asks you, his assistant, to conduct research and report to him and the board of directors.
Your Task. The owner wants you to investigate the charitable projects at 20 high-profile companies of your
choice. Visit their websites and study programs such as volunteerism, cause-related marketing, matching funds,
and charitable donations. In a recommendation report, discuss five of the best programs and recommend one
that could serve as a philanthropic project model for your company.
9.8 Informational or Analytical Report: Examining Tweets and Other Social Media Posts (L.O. 4, 5)
E-Mail
Social Media
Web
Select a Fortune 500 company that appeals to you, and search recent tweets and Facebook posts about it. Soon
you will recognize trends and topic clusters that may help you organize the report content by criteria. For
example, if you use the hashtag to conduct a subject search on Coca-Cola (i.e., #Coca-Cola), you will obtain a
huge number of tweets about the company and brand. They will range from fan posts, buying tips, exhortations
to recycle plastic, and specious cleaning tips involving Coke all the way to urban legends (e.g., the acid in Coke
will completely dissolve a T-bone steak in two days). Many returned tweets will be only marginally interesting
because they show up just because #Coca-Cola is mentioned.
If you explore Facebook, you will mostly find official pages and fan sites, most of which display favorable
posts. You would have to look hard to find negative posts, partly because companies moderate discussions and
often remove offensive posts according to their user agreements.
Your Task. Write either an informational or analytical report about the company you chose. In an informational
report to your instructor, you could summarize your findings in memo form or as an e-mail. Describe how the
tweets about the company are trending. Are they overwhelmingly positive or negative? Organize the report
around the subject areas you identify (criteria). Alternatively, you could write an analytical report detailing the
strategies your chosen company adopts in responding to tweets and Facebook posts. Your analytical report
would evaluate the organization’s social media responses and provide specific examples to support your claims.
9.9 Feasibility Report: International Student Club on Campus (L.O. 5)

Intercultural
To fulfill a senior project in your department, you have been asked to submit a letter report to the dean
evaluating the feasibility of starting an organization of international students on campus.
Your Task. Find out how many international students are on your campus, what nations they represent, how
one goes about starting an organization, and whether a faculty sponsor is needed. Assume that you conducted an
informal survey of international students. Of the 39 who filled out the survey, 31 said they would be interested
in joining.
9.10 Feasibility Report: Encouraging Healthy Habits (L.O. 5)

Your company is considering ways to promote employee fitness and morale.
Your Task. Select a fitness/teambuilding program that seems reasonable for your company. Consider a
softball league, bowling teams, a basketball league, lunchtime walks, lunchtime fitness speakers and demos,
company-sponsored health club memberships, a workout room, a fitness center, or a fitness director. Assume
that your boss has tentatively agreed to the program you select and has asked you to write a memo report
investigating its feasibility.
9.11 Examining Meeting Minutes (L.O. 4)

Attend an organized meeting at your school, in your community, in city government, or for a professional
organization. Alternatively, view records of virtual meetings in public governance available online.
Your Task. After your on-site visit, write the meeting minutes including all the data necessary and following
the instructions in this chapter. Focus on committee reports, old and new business, motions and votes,
decisions made, and action items for future meetings. Include the organization’s name and the date, time, and
location of the meeting in the heading.
Alternatively, after locating minutes of virtual meetings in public governance, examine posted minutes, staff
reports, and other documents. Carefully compare them to what you have learned about meeting minutes in this
chapter. Write a brief summary to your instructor describing differences and similarities, such as formatting,
included items, number of people involved, and more.
9.12 Meeting Minutes: Keeping Your Team on Track (L.O. 4)

Team
When working on a formal report with a team, volunteer to take notes at a team meeting and be prepared to share the
meeting minutes with your instructor, if requested. Follow the instructions in this chapter for meeting minutes.
Your Task. Record the proceedings of a team meeting for a group project. Record the date and time of the meeting,
the attendees’ names, discussion items, decisions made, and the date of the next meeting.
9.13 Yardstick Report: Office Equipment Options (L.O. 5)

You recently complained to your boss that you were unhappy with a piece of equipment you use (printer, computer,
copier, scanner, or the like). After some thought, the boss decided that your complaint is valid and greenlighted new
purchases. But first you must do research.
Your Task. Compare at least three manufacturers’ models and recommend one. Because the company will be
purchasing ten or more units, and because several managers must approve the purchase, write a careful report
documenting your findings. Establish at least five criteria for comparing the models. Submit a memo report to your
boss.
9.14 Yardstick Report: Finding the Best Live Chat Solution (L.O. 5)
Web
Your company would like to add a live chat feature on its website to improve customer service with online shoppers.
Your boss is aware that these shoppers frequently accept invitations to chat live when they need help or have
questions. What’s more, they often turn into buyers. Your boss asks you to research the most popular live chat
software options, compare the features and monthly costs, and recommend one that the company could implement
quickly.
Your Task. Write a memo yardstick report to Vice President of Marketing Jada Delgado that compares the options.
Search online for live chat support software, and look at several sources that list the most popular options for small
and midsized companies. Choose five of the most frequently mentioned options, and compare them in terms of (a)
monthly or yearly costs, (b) main features, and (c) ratings or reviews. Follow the instructions in this chapter for
writing yardstick reports. Briefly discuss the background for the report, list the live chat options, and compare them
using the established criteria. Your comparison data may work best in a table. Draw conclusions and recommend a
live chat solution that you believe will best meet the needs of the company.
9.15 Yardstick Report: Improving Workplace Procedures (L.O. 5)

Even the best workplaces face challenges or have downsides awaiting positive change. Companies spend much
money on optimizing their processes and procedures (i.e., on making them as effective as possible).
Your Task. Identify a problem or procedure that must be changed at your work or in an organization you know.
Consider challenges such as poor scheduling of employees, outdated equipment, slow order processing, failure to
encourage employees to participate fully, restrictive rules, inadequate training, or disappointed customers. Consider
several solutions or courses of action (retaining the present status could be one alternative). Develop criteria that you
could use to evaluate each alternative. Write a report measuring each alternative by the yardstick you have created.
Recommend a course of action to your boss or to the organization head.
9.16 Article or Infographic Summary: Social Marketing Trends (L.O. 4)

Social Media
Web
Your supervisor wants to stay abreast of the latest social media marketing trends. You are tasked with researching
social marketing and list the hot trends with a brief explanation of each. You will format this document as an article
summary.
Your Task. Search for an article or infographic that addresses current or trending social marketing trends. In a
memo report addressed to your boss, Maxie Yong, summarize the main ideas presented in the article or infographic.
Be sure to identify the author, article title, publication name, and date of the article. If your source is an infographic,
follow a similar procedure and identify the title, sponsoring website, source, and date, if available. Conclude with
your overall opinion of the article or infographic.
9.17 Report Topics for Informal Reports (L.O. 4, 5)

Team
Web
A list of over 100 report topics is available at the accompanying student site, The topics are divided into the
following categories: accounting, finance, human resources, marketing, information systems, management, and
general business/education/campus issues. You can collect information for many of these reports by using electronic
databases and the Web. Your instructor may assign them as individual or team writing projects. All require critical
thinking in collecting and organizing information into logical reports.
Your Task. As directed by your instructor, select a topic from the report list at www.cengage.com.
GRAMMAR/MECHANICS CHECKUP - 9
SEMICOLONS AND COLONS
Review Sections 2.16–2.19 in the Grammar/Mechanics Handbook. Then select the correctly punctuated sentence
and record its letter in the space provided. Also record the appropriate Grammar/Mechanics guideline to illustrate
the principle involved. When you finish, compare your responses with those at the bottom of the page. If your
answers differ, study carefully the principles in parentheses.
Example a. Ma Modular founder Chris Krager has a master’s degree in architecture;

he also holds a bachelor’s degree in business administration.
b. Ma Modular founder Chris Krager has a master’s degree in architecture,
he also holds a bachelor’s degree in business administration.
Answer: a (2.16b)
1.
a. Passive house is a rigorous energy-efficient building standard, consequently, homeowners can save up to
80 percent on heating and cooling.
b. b. Passive house is a rigorous energy-efficient building standard; consequently, homeowners can save up to
80 percent on heating and cooling.
2.
a. Heat recovery ventilation comes with filters that remove pollen, dust mites,
old, and bacteria; therefore, the higher upfront cost may be well worth it.
b. Heat recovery ventilation comes with filters that remove pollen, dust mites, mold, and bacteria, therefore,
the higher upfront cost may be well worth it.
3.
a. Zero energy home design incorporates the following elements: triple-glazed windows, double low-
emissivity window film, and high-efficiency doors.
b. Zero energy home design incorporates the following elements; triple-glazed, windows, double low-
emissivity window film, and high-efficiency doors.
4.
a. Two well-known builders of green modular houses in California are: Clever Homes and Living Homes.
b. Two well-known builders of green modular houses in California are: Clever Homes and Living Homes.
5.
a. Prefab homes once were thought to be a low-quality building option, in recent years, however, modular
homes have come a long way.
b. Prefab homes once were thought to be a low-quality building option; in recent years, however, modular
homes have come a long way.
6.
a. In addition to the kit house, expect three types of fixed cost: lot preparation, septic well installation, and
building a foundation.
b. In addition to the kit house, expect three types of fixed cost; lot preparation, septic well installation, and
building a foundation.
7.
a. Top talent will speak about modular homes: Ray Kappe, architect, Living Homes, Chris Corson, owner,
Ecocor, Jennifer Siegal, professor, USC.
b. Top talent will speak about modular homes: Ray Kappe, architect, Living Homes; Chris Corson, owner,
Ecocor; and Jennifer Siegal, professor, USC.
8.
a. The firm has completed many custom prefab homes; for example, in California, Nevada, Colorado,
Georgia, and North Carolina.
b. The firm has completed many custom prefab homes: for example, in California, Nevada, Colorado,
Georgia, and North Carolina.
9.
a. Principal Leo Marmol lectures widely about the following topics: architecture, sustainability, and
restoration.
b. Principal Leo Marmol lectures widely about the following topics; architecture, sustainability, and
restoration.
10.
a. The new Laguna Beach homes are certifiable green buildings, they use the most efficient form of wood-
frame modular construction.
b. The new Laguna Beach homes are certifiable green buildings; they use the most efficient form of wood-
frame modular construction.
EDITING CHALLENGE - 9
Every chapter provides an editing exercise to fine-tune your grammar and mechanics skills. The following progress
report requires edits that address proofreading, grammar, spelling, punctuation, concise wording, parallelism, and
other writing issues. Study the guidelines in the Grammar/Mechanics Handbook (Appendix D), including the lists of
Confusing Words and Frequently Misspelled Words.
Your Task. Edit the following by (a) inserting corrections in your textbook or on a photocopy using the
proofreading marks in Appendix C or (b) downloading the message from www.cengage.comand correcting at your
computer. Your instructor may show you a possible solution.
To: Ignacio Castaneda <icastaneda@northstar-realty.com>

From: Lilliana Stanton <lstanton@unitedcontractors.com>
Subject: Progress Report on Construction of Jacksonville Beach Branch Office
Dear Mr. Castaneda:
Construction of Northstar Realtys Jacksonville Beach branch office has entered Phrase 3.
Although we are one week behind the contractors original schedule the building should be
already for occupancy on April 1.
Past Progress
Phase 1 involved development of the architects plans, this task was completed on July 1. Phase
two involved submission of the plans for county building department approval. A copy of the
plans were then given to the following two contractors for the purpose of obtaining an estimate,
Declan Stark Contractors and Abernathy Builders. The lower bidder was Declan Stark
Contractors, consequently this firm began construction on August 15.
Present Status
Phase three includes initial construction work. We have completed the following work as of
November 9
 Demolition of the existing building at 4460 Majestic Bluff Drive North

 Excavation of foundation footings for the building and for the surrounding wall
 Steel reinforcing rods installed in building pad and wall
 Pouring of the concrete foundation
Declan Stark Contractors indicated that it was one week behind schedule for several reasons. The
building inspectors required more steel reinforcement then was showed on the architects
blueprings. In addition excavation of the footings required more time then the contractor
anticipated because the 18-inch footings were all below grade.
Future Schedule
In spite of the fact that we lost time in Phrase 3 we are substantially on target for the completion
of this office building by March 1. Phase 4 include the following activities, framing, drywalling,
and installation of plumbing. If you have questions call me at 213-488-7802.
Lilliana Stanton
Project Manager
United Contractors | lstanton@unitedcontractors.com | 8370 Kinkaid Street | Jacksonville,

FL 32210 | 904-945-7213
COMMUNICATION WORKSHOP: MASTERING TEAM WRITING

PROJECTS
Best Practices for Writing in Teams
Participating in group presentations and collaborating on written reports will help you develop the kinds of
teamwork skills that employers prize. Although sometimes frustrating, team projects can be highly successful and
rewarding when members follow best practices such as those presented here.
Preparing to Work Together

Before beginning the project, meet as a team and establish roles and ground rules by doing the following:
 Select a team leader to coordinate and manage the project.
 Choose a recorder to write and distribute the ground rules and take notes on each meeting’s accomplishments.
 Decide whether your team will be governed by consensus (everyone must agree) or by majority rule.
 Compare team members’ schedules, gather contact information, and agree on meeting times.
 Decide how to involve collaborators who miss a meeting.
 Discuss the value of sharing diverging opinions. When multiple viewpoints are shared, a better product results.
Talk openly about conflict and how it should focus on issues, not on people.
 Discuss how to deal with members who do miss deadlines or fail to do their part; in a team charter, determine a
scale of steps ranging from written censure to specific penalties.
Planning the Document

Once you have established ground rules, you are ready to discuss the project and resulting document.
 Establish the document’s specific purpose and identify the main issues involved.
 Discuss the audience(s) for the document and what appeal would help it achieve its purpose.
 Write a detailed outline of the report. What parts will be assigned to each team member? What graphics and
visuals are needed?
 Develop a work plan. Set deadlines for submitting the early drafts, for integrating the parts into one document,
and for proofreading the final draft.
 Decide what fonts and format you will use in the final document. Will the report need a cover sheet, a table of
contents, or a list of citations?
Collecting Information
 As a group, brainstorm ideas for gathering relevant information.
 Establish deadlines for collecting information from secondary and primary sources.
 Discuss ways to ensure the accuracy and currency of the information collected.
Organizing, Writing, and Revising

As the project progresses, your team may wish to modify some of its earlier decisions.
 Review the proposed outline and adjust if necessary.
 Share the first drafts and have all members review them. Make sure all writers are using the same format,
heading styles, and font sizes.
 Appoint the strongest writer to integrate all the parts, striving for a consistent voice. The report should read as if
it were written by one person.
Editing and Evaluating

 Review the document’s overall design, format, and heading levels. Is the report organized so that it is easy to
follow?
 Although all members should review and suggest edits to the final document, assign a strong writer to copyedit
the report for grammar and punctuation correctness and consistency.
 Evaluate the final document. Discuss whether it fulfills its purpose and meets the needs of the audience.
Using Online Collaboration Tools

Consider using Google Docs or another document management and editing tool. Some writers prefer to create drafts
in Microsoft Word and use the Track Changes feature to gather comments from multiple readers. Search online or
ask educators and project managers what document-sharing platforms they prefer.
Career Application. Select a topic from the suggested activities in this chapter or from Report Topics at
www.cengagebrain. Assume that you are preparing the report as a team project. If you are working on a long
report, your instructor may ask you to prepare individual progress reports as you develop your topic.
Your Task
 Form a team of two to five members, and prepare to work together by following the suggestions in this
workshop.
 Plan your report by establishing its purpose, analyzing the audience, writing a detailed outline, developing a
work plan, and deciding how you want the final document to look.
 Collect information, organize it, and write the first draft.
 Offer to proofread and comment on the drafts of team members.
Your instructor may assign grades not only for the final report but also for team effectiveness and your individual
contribution, as evaluated by fellow team members.

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End of Chapter Activities: Chapter 09: Informal Reports

End of Chapter Activities

ACTIVITIES AND CASES

9.3 Informational Report: Researching Potential Employers (L.O. 4)

9.4 Summary: Keeping the Boss in the Loop (L.O. 4)

9.5 Progress Report: Closing in on Your Goal? (L.O. 4)

9.6 Progress Report: How Is That Project Coming? (L.O. 4)

9.7 Justification/Recommendation Report: Cash Available for Good Deeds (L.O. 5)

9.9 Feasibility Report: International Student Club on Campus (L.O. 5)

9.10 Feasibility Report: Encouraging Healthy Habits (L.O. 5)

9.11 Examining Meeting Minutes (L.O. 4)

9.12 Meeting Minutes: Keeping Your Team on Track (L.O. 4)

9.13 Yardstick Report: Office Equipment Options (L.O. 5)

9.15 Yardstick Report: Improving Workplace Procedures (L.O. 5)

9.16 Article or Infographic Summary: Social Marketing Trends (L.O. 4)

9.17 Report Topics for Informal Reports (L.O. 4, 5)

Example a. Ma Modular founder Chris Krager has a master’s degree in architecture;

To: Ignacio Castaneda <icastaneda@northstar-realty.com>

Dear Mr. Castaneda:

 Demolition of the existing building at 4460 Majestic Bluff Drive North

United Contractors | lstanton@unitedcontractors.com | 8370 Kinkaid Street | Jacksonville,

COMMUNICATION WORKSHOP: MASTERING TEAM WRITING

Preparing to Work Together

Planning the Document

Organizing, Writing, and Revising

Editing and Evaluating

Using Online Collaboration Tools

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