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Lecture 5

Functions of reports
Used as:
-information reports: present data without
analysis or recommendations, a more
descriptive document in nature i.e. company
policies, operational procedures
-analytical reports: provide data, analyses
and conclusions, persuade readers to
change or act on their beliefs

Differing patterns:
-direct: only if readers are informed, are
supportive or eager to have the results first
-indirect: if need re-education, persuasion or
if readers are hostile
Functions of reports
-letter: short and informal, longer than normal
letters, show more careful organization
-memo: short informal that used within the
organization, longer and more
comprehensive than a normal memo
-manuscript: printed on normal size
-printed: used for repetitive data,
standardized headings
Functions of reports
Six kinds of informal reports
-information: collect and organize
information that are informative or
-progress: monitor headway of unusual or
non-routine activities
-justification/recommendation: offer analysis
in addition to data
-feasibility: examine the practicality of
-minutes of meeting: record of a proceeding
of a meeting
-summaries: condense report of primary
ideas, conclusion and recommendations
Informal and informal Proposals
-background, problem, purpose
-proposal, plan, schedule

In the efforts of research, you can use:

-print resources: books, periodicals, CD-ROMs.
Web based bibliographic indexes
-electronic databases
-the internet
To generate primary data:
-observations and experimentations

Presenting the data:

-tables: provide data and numericals
-bar charts: to illustrate the comparison by
-line charts: to show differentiation in terms of
increase or percentage
-pie charts: proportion/emphasis of idea
-flow charts: major activities, decision points