Business

Communication UNIT 3
Writing Skills
 Unit 3 – Writing Skills

• 3 Components of a Business Meeting: Notice,

Agenda and Minutes
• Notice of a Meeting: When a meeting is to be
convened, a notice is required to be sent to all
who are to attend it.
• under proper authority
• Stating the day, date, time, and place. Also,
sometimes, how to reach the place
• well in advance. Some require seven days’ notice,
some 48 hours’ - Some 15 days
• It should state the purpose and, if possible, the
agenda
 Unit 3 – Writing Skills

• Agenda of a Meeting
• It is important to share an agenda with all
participants before the meeting.

• An agenda is simply the framework of the

meeting and includes the primary subject of
the meeting and the names of the speakers
along with the time allotted to each, etc.
 Unit 3 – Writing Skills

• It is the route map of the meeting.

• The agenda may be a part of the notice or may

be attached as an annexure.

• The convenor/secretary prepares it in

consultation with the chairperson and gets his
approval.
 Unit 3 – Writing Skills

• The items of agenda should cover all that is

necessary to be considered at that time. Meetings
take time and effort to arrange; hence the agenda
has to be well thought out.
• The items may be devised from:
• (a) Previous minutes
• (b) Suggestions received
• (c) Actions and events since last meeting
• (d) Correspondence of the organisation
• The agenda contains routine items as well as
special ones.
 Unit 3 – Writing Skills

• An agenda must include:

• The purpose or objective of the meeting
• Details of the discussion topics
• Names and specific times allotted to each
speaker
• The sequence in which the speakers will
address the meeting
 Unit 3 – Writing Skills

• Guidelines for listing the items:

• 1. Apologies from absent members (need not be written
previously)
• 2. Condolences if any (may or may not be written previously)
• 3. Reading and approval of minutes of the last meet
• 4. Matters arising out of previous meet’s minutes (this need not
always be mentioned)
• 5. Urgent and non-controversial items
• 6. Matters requiring closer discussion and debates
• 7. Any new, on-the-spot items with the approval of the chairman
• 8. Date of the next meet.
• The last item in a meeting is a vote of thanks to the chairman but
this need to be mentioned. The items are mentioned briefly or
elaborately according to the practice or need.
 Unit 3 – Writing Skills

• Minutes of the Meeting:

• The minutes of a meeting are the record of the
discussions/decisions therein.
• They have an official status; they are useful in law, and in
some cases required by law to be written.
• Minutes are final when they are approved by the members
of the group to which they relate, generally in the next
meeting, and signed by the chairperson.
• Even if there are emotional moments in a meet, the minutes
are written in an unemotional manner, are cool, factual,
impersonal, and impartial.
• Due to the demands of time on most people that the
minutes should be concise, boiled down to the essentials
 Unit 3 – Writing Skills

• The overall minutes should give:

• 1. The name of the organisation/ unit
• 2. Day, date, time and place
• 3. Number in order (e.g. 33rd meeting of…)
• 4. Names of chairperson and secretary
• 5. Names of members present
• 6. Names of the absent members
• 7. Attendees by special invitation, e.g. auditor, caterer,
etc.
• 8. Record of the transactions (on the guidelines given
below)
• 9. Signature of secretary and, after approval, that of the
chairman.
 Unit 3 – Writing Skills

• Only some organizations’ require that they

record the detailed discussions as well (i.e. who
said what and what were the reactions… until
the decision was reached). Normally, the body
of the minute’s records. Record of Transactions
• (a) The motions and amendments thereto
• (b) The proposer and seconded of motions
• (c) The details of voting, if any
• (d) Recommendations
• (e) Decisions/ resolutions
• (f) Tasks assigned to individuals, sub-committees
 Unit 3 – Writing Skills

• Tips for writing minutes:

• The minutes are written generally by the secretary from
the notes taken during the meet. He/she can use the
agenda as the framework for writing them and use short
forms, shorthand etc. to take quick and accurate notes. He
may have to ask members to repeat their words to get
them right.
• He should note down all the particulars needed for the fair
copy of minutes. The items of the minutes can be written
under short headings such as are used in the agenda.
• (As for reading them, some committees circulate them in
advance and take them as read. Otherwise the reader
should read them loudly, clearly, and quickly.)
 Unit 3 – Writing Skills

• What Is a Report?
• Reports are documents designed to record and convey
information to the reader.
• Reports are part of any business or organization; from credit
reports to police reports, they serve to document specific
information for specific audiences, goals, or functions.
• The type of report is often identified by its primary purpose
or function, as in an accident report, a laboratory report, a
sales report, or even a book report. Reports are often
analytical, or involve the rational analysis of information.
• Sometimes they simply “report the facts” with no analysis
at all, but still need to communicate the information in a
clear and concise format. Other reports summarize past
events, present current data, and forecast future trends.
 Unit 3 – Writing Skills

• The function will also influence the types of visual

content or visual aids used in report(words, numbers,
graphic etc), report length (page or word count) or
word choice
• While a report may have conclusions, propositions, or
even a call to action, the demonstration of the
analysis is the primary function.
• A sales report, for example, is not designed to make
an individual sale. It is, however, supposed to report
sales to date, and may forecast future sales based on
previous trends.
• Reports vary by function, and they also vary by style
and tradition
 Unit 3 – Writing Skills

• Categories of report –
• (I) An informational report informs or instructs
and presents details of events, activities,
individuals, or conditions without analysis. (ex.
Minutes of Meeting, budget, report of visit of
guests)
• (II) An analytical report presents information
with a comprehensive analysis to solve
problems, demonstrate relationships, or make
recommendations. (Ex. Project report, site
report, study report, investigation report)
 Unit 3 – Writing Skills

• Types of Report based on Functions

• 1. Research Report Study problems scientifically by
developing hypotheses, collecting data, analyzing data,
and indicating findings or conclusions
• 3. Field Study Report Describe one-time events, such
as trips, conferences, seminars, as well as reports from
branch offices, industrial and manufacturing plants
• 4. Progress Report Monitor and control production,
sales, shipping, service, or related business process
• 5. Technical Report Communication process and
product from a technical perspective
• 6. Financial Report Communication status and trends
from a finance perspective
 Unit 3 – Writing Skills

• Types of Report based on Functions

• 7. Case Study Represent, analyze, and present lessons learned
from a specific case or example
• 8. Needs Assessment Report Assess the need for a service or
product
• 9. Comparative Advantage Report Discuss competing products or
services with an analysis of relative advantages and disadvantages
• 10. Feasibility Study Analyze problems and predict whether
current solutions or alternatives will be practical, advisable, or
produced the desired outcome(s)
• 11. Instruction Manuals Communicate step-by-step instructions
on the use of a product or service
• 12. Compliance Report Document and indicate the extent to
which a product or service is within established compliance
parameters or standards
 Unit 3 – Writing Skills

• Types of Report based on Functions

• 13. Cost-Benefit Analysis Report Communicate costs and
benefits of products or services.
• 14. Decision Report Make recommendations to management
and become tools to solve problems and make decisions
• 15. Benchmark Report Establish criteria and evaluate
alternatives by measuring against the establish benchmark
criteria
• 16. Examination Report Report or record data obtained from
an examination of an item or conditions, including accidents
and natural disasters
• 17. Physical Description report Describe the physical
characteristics of a machine, a device, or object
• 18. Literature Review Present summaries of the information
available on a given subject
 Unit 3 – Writing Skills

• How Are Reports Prepared

• Reports vary by size, format, and function.
• Format is flexible and adjusted to the needs of the audience
while respecting customs and guidelines.

• General key elements:

• 1.Whom the report is about and/or prepared for
• 2.What was done, what problems were addressed, and the
results, including conclusions and/or recommendations
• 3.Where the subject studied occurred
• 4.When the subject studied occurred
• 5.Why the report was written (function), including under what
authority, for what reason, or by whose request
• 6.How the subject operated, functioned, or was used
 Unit 3 – Writing Skills

• Things to remember while preparing reports

• Consider your stakeholders, or those who have an interest
in the report. (That may include the person(s) the report is
about, whom it is for, and the larger audience of the
business, organization, or industry.)
• Consider who the key decision makers are who will read the
report, who the experts or technicians will be, and how
executives and workers may interpret your words and
images.
• While there is no universal format for a report, there is a
common order to the information.
• Each element supports the main purpose or function in its
own way, playing an important role in the representation
and transmission of information.
 Unit 3 – Writing Skills

• Signs of a Good report.

• 1.Report considers the audience’s needs
• 2.Format follows function of report
• 3.Format reflects institutional norms and expectations
• 4.Information is accurate, complete, and documented
• 5.Information is easy to read
• 6.Terms are clearly defined
• 7.Figures, tables, and art support written content
• 8.Figures, tables, and art are clear and correctly labeled
• 9.Figures, tables, and art are easily understood without text support
• 10.Words are easy to read (font, arrangement, organization)
• 11.Results are clear and concise
• 12.Recommendations are reasonable and well-supported
• 13.Report represents your best effort
• 14.Report speaks for itself without your clarification or explanation
 Unit 3 – Writing Skills

• Characteristics of a good report

• 1. Simplicity: - The report should be simple.
• 2. Clarity: - A report should be absolutely clear. Clarity depends on proper
arrangement of facts. The report should be arranged systematically
showing the purpose, source of data, findings and, finally, suggestions.
Lack of clarity will fail to serve the purpose.
• 3. Brevity: - The report should be brief and to the point.
• 4. Accuracy: - The scientific accuracy of facts is essential to a good report.
• 5. Relevance: - Every fact given in the report should have a bearing on the
central purpose of the report.
• 6. Reader-orientation: - A report is meant for a particular person, say
manager. It is necessary to keep in mind the person who is going to read
the report.
• 7. Grammatical Accuracy: - Every report must have grammatical accuracy.
All the rules of grammar and construction of sentences apply to the
drafting of reports