REPORTING MANAGEMENT

INFORMATION
LESSON 4
 DECIDING WHO NEEDS WHAT
• Management information should be relevant to
and understood by the individual who receives it.
Understandability can be helped by:
• Avoiding unexplained technical terms
• Cutting out un necessary detail
• Using charts, diagrams, tables and good report
layout.
• Asking the user’s views on required information
and presentation.
 TYPES OF COMMUNICATION
Types of communication include:
• Letters
• Memos
• E-mails
• Formal reports
It is important to choose the right one for a give
purpose.
 TYPES OF COMMUNICATION
Most information is likely to be presented to managers in the form of
a report. In small organisations it is possible, however, that
management information will be communicated less formally( orally
or using informal reports/memos). We consider the different options
for presenting management information below.
Choosing the right method of communication is important. Many
organisations have standard sets of regular reports in prescribed
formats.
The aim of this is to:
• Make it easier for employees to read, locate and produce
information.
• Present a consistent image to people outside the organisation
 CHOOSING A COMMUNICATION METHOD
FACTOR CONSIDERATIONS
TIME How long will be needed to prepare the message, and how long it
will take to transmit it in the chosen form. This must be weighed
against the urgency with which the message must be sent.
COMPLEXITY The method used for relaying a complex piece of information must
be chosen carefully. A written document may make it easier for the
reader to take their time to digest the information.
DISTANCE How far is the message required to travel? Must it be transmitted
to an office on a different floor, or across town or the other end of
the country?
WRITTEN A written record may be needed as proof, confirming a transaction,
RECORD or for legal purposes, or as an aid to memory.
FEEDBACK/INTER How quickly is the feedback required? If an instant response is
ACTION needed then a conversation may be appropriate.
CONFIDENTIALIT Telephone calls may be overhead; faxed message can be read by
Y whoever is standing nearby. Appropriate means needs to be
found.
RECIPIENT The mood and nature of the recipient is important in determining.
COST The aim is to achieve the best result at the least cost.
 LETTERS.
You are most likely to use a letter when
communicating to someone outside your
organisation. Letters should be polite, accurate,
clear, logical and concise; and should give
appropriate references. Spelling and
punctuation of course should be impeccable.
Also if your company has a house-style, your
letter should conform to that.
 MEMOS
The memorandum or memo performs internally
the same function as a letter does in
communication externally. It can be used for any
kind of communication that is best conveyed I
writing such as reports, brief messages or notes.
Memos needs less detail than the letter.
 E - MAILS
If available, you can use e-mails in the same way as a memo, or for external
communications. It is possible for e-mails to be used for documents to be signed
electronically, or else for documents to be scanned, signed and then sent as e- mail
attachments.
Advantages of e-mails:
• Speed
• Economy
• Efficiency
• Security
• Electronic delivery and receipts
Dangers of e-mail
• Confidentially
• Lack of direct communication
• May go to people who do not need it.
 REPORTS
• Standard reports are a regular part of the
management information system.
• Ad hoc reports deal with one-off issue or
problem.
• A formal report may be needed where a
comprehensive investigation has taken place.
 REPORTS
ELEMENTS OF A FORMAL
REPORT
TITLE Subject of a report
TERMS OF REFERENCE Clarify what has been requested
INTRODUCTION Who the report is from and to, how the information
was collected
MAIN BODY Divided into main sections with sub-headings to aid
reader logical order
CONCLUSIONS Summarizes findings
RECOMMENDATIONS Based on information and evidence. May be combined
with conclusion
SIGNATURE Of writter
EXECUTIVE SUMMARY Saves time for managers receiving a long report. No
more than one page.
 CONFIDENTIALITY
• Some information will be confidential, may be
because of the Data Protection Act or because
of company policy. Access to it will be restricted.
• The Data Protection Act 1998 aims to protect
the rights of individuals in relation to
information organisations hold about them.
• If you work in pay roll you will know all the
employees salary but you should not disclose to
anyone else.