Question 1

What role do reports play in business today?

Reports are a fact of life in business today. The larger an
organization is, the more important the exchange and flow of
information become. Management decisions in many
organizations are based on information submitted in the form of
reports. Routine reports keep managers informed about
completed tasks, projects, and work in progress.
 Writing Reports in the Digital Age

Business reports vary widely in length, purpose, and delivery

mode but have one or more of the following purposes:
• To convey information
• To answer questions
• To solve problems
 Question 2
Describe seven formats used for reports.
a. Letter
b. E-mail and memo
c. Manuscript
d. Forms and templates
e. Digital formats and PDF files
f. Infographics
g. Digital slide decks
Writing Reports in the Digital Age

• Reports today are delivered digitally in:

• E-mail messages
• PDF (portable document format) files
• Websites
• Slide decks
• Report files can be accessed on a company’s intranet or saved
on cloud servers off-site.
 Question 3
Name the types of Reports in the Digital Age
 Name the types of Reports in the Digital Age

Basic Report Functions

• Informational reports present data without analysis or
recommendations.
• Reports that present information without analysis include
monthly sales reports, progress reports, and government
compliance reports.
• In addition to reporting data and findings, analytical reports
provide analysis and conclusions.
• Reports that provide recommendations are feasibility reports (e.g.,
for expansion opportunities) and justification reports (e.g., for
buying equipment or changing procedures).
 Question 4
What sources of factual information for
informal reports can report writers consult?
Sources report writers can consult are company
records, printed material, electronic resources,
observation, surveys and questionnaires, and
interviews.
 Question 5
Why is it important to write a purpose statement
before composing a report?
A purpose statement explains why the report is
being written and it limits the scope. It provides a
standard that keeps the project on target.
 Writing Reports in the Digital Age

Organizational Strategies
• The reader’s anticipated reaction and the content of a report
determine whether the writer will use the direct or indirect
organizational strategy.
• When you place the purpose for writing close to the beginning
of a report, the organizational strategy is direct.
• The organizational strategy is indirect when the conclusions
and recommendations, if requested, appear at the end of the
report.
Question 6
What is the purpose of the following informational
reports?
Trip or conference report.
Progress report.
Minutes of meetings.
Summary.
Trip or conference report. Purpose: To inform management of trends,
procedures, legal requirements, and other information that would affect
its operations and products

Progress report. Purpose: To monitor the status and headway of

unusual activities, projects, or tasks

Minutes of meetings. Purpose: To summarize the proceedings and

record motions made at meetings

Summary. Purpose: To condense the main points, conclusions, and

recommendations of books, reports, articles, websites, meetings, or
conventions
 Question 7
What is the purpose of the following analytical reports?
Justification/recommendation report.
Feasibility report.
Yardstick report.
Justification/recommendation report. Purpose: To offer
analysis in addition to data; to solve problems by evaluating
options and suggesting recommendations
Feasibility report. Purpose: To decide whether to proceed
with a plan of action; to examine the practicality of
implementing a specific option or proposal
Yardstick report. Purpose: To analyze problems with two or
more solutions and, using uniform criteria, determine the best
solution
Question 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?
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?

Summary, e-mail or memo format

Question 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?
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?

Answer:
Progress report, e-mail or memo format
Question 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?
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?

Answer:
Conference report, memo or manuscript format
 Question 11
Outline the considerations leading report writers to
adopt either the direct strategy or the indirect strategy
for any company report they are writing.
Outline the considerations leading report writers to adopt either the direct
strategy or the indirect strategy for any company report they are writing.

Answer:

Reports that present information without analysis are usually arranged

directly. Analytical reports may also be organized directly as long as the
readers are supportive or are familiar with the topic.
Busy executives prefer the direct strategy because they get to the results of
the report immediately. However, unless readers are familiar with the topic,
they may find the direct strategy confusing.
The indirect strategy is appropriate for analytical reports that seek to
persuade or that convey bad news.
 Question 12
Explain the difference between
primary and secondary data.
Primary data result from firsthand experience and
observation. Secondary data come from reading
what others have experienced or observed and
written down.
 Question 13
Why do most report writers start their research with
secondary data rather than gathering primary data first?
Why do most report writers start their research with secondary data
rather than gathering primary data first?

Answer:
Secondary data are easier and cheaper to gather than primary data, which
might involve interviewing large groups or sending out questionnaires.
First, business researchers should tap typical sources of factual
information for informal reports such as company records, printed
material, and electronic resources. Only when no relevant data are
available should writers consider gathering primary data by means of
observation, surveys, questionnaires, and inventories as well as interviews.
 Question 14
Explain the differences between an informal writing style
and a formal writing style in reporting. When would each
be appropriate?
Explain the differences between an informal writing style and a formal
writing style in reporting. When would each be appropriate?

Answer:

An informal writing style is conversational. It is appropriate for familiar

audiences and noncontroversial topics. Characterized by a friendly tone, first-
person pronouns, and shorter sentences, an informal writing style is often
used for short internal business reports.

A formal writing style is characterized by objectivity, authority, and

impartiality. It is appropriate for proposals and long research reports. A report
from a consultant informing executives about the feasibility of moving to a
new location would tend to be formal.
 Writing Reports in the Digital Age

Informal and Formal Writing Styles

• An informal writing style is conversational and is appropriate for familiar
audiences and noncontroversial topics.
• Characterized by a friendly tone, first-person pronouns, and shorter sentences, an
informal writing style is often used for short internal business reports.
• A formal writing style is characterized by objectivity, authority, and
impartiality.
• It is appropriate for proposals and long research reports.
 Question 15
Explain how report writers can ensure objectivity
and credibility.
Explain how report writers can ensure objectivity and
credibility.

Answer:

Writers should take pains to present both sides of an issue, not just
the option they favor. They need to separate facts from opinions and
beware even of subtle editorializing and bias. Writers must also be
sensitive to their readers and use moderation in their word choice. If
relevant sources are used and cited properly, report writers gain
credibility.