Chapter 11 Informal Reports

Instructor PowerPoint
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
©denphumi/ThinkStock 1
Reporting in the
Digital-Age Workplace
• Routine reports keep
managers informed about
completed tasks, projects,
and work in progress.
• Reports help executives
understand the
challenges they
encounter in business.
• Report findings may be
presented orally in
meetings or shared digitally
in e-mail messages, PDF
files, or slide decks.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
© bloomua/Fotolia
Ch. 9 / Slide 2
Three Main Purposes of
Business Reports
Convey Answer Solve

1 informati 2 question 3 problems
on s
Here’s Here’s Here’s
info for your one
you. answer. solution.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 9 / Slide 3
© Iadam/Fotolia
Characteristics
of Business Reports
Report Organizational
Functions Strategies
reports
i
Informational Analytical
reports Direct Indirect
© denis_pc/Fotolia
Report Functions
Informational Reports
• Present data
i
without analysis
or
recommendatio
• Are
ns routine and
often periodic
Report Functions
Analytical Reports
• Provide data or
findings, analyses,
and conclusions
• May also supply
recommendations
• Intend to
persuade
readers
© denis_pc/Fotolia
Audience Analysis and
Report Organization
Direct Strategy Indirect Strategy
Readers Readers
• are informed • need to be educated
• are supportive • need to be persuaded
• want results first • may be disappointed
or hostile
© photo copyrights here
 I concluded from the experiment that …..
 It is concluded from the experiment that….
 I believe this is the best method.

 It is believed that this is the best method.
 R&G group believes this is the best method.
Ch. 9 / Slide 11
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or
Learning
Objective
2
Describe typical report

formats and understand
the significance of
effective headings.
Report Formats
Letter Memo Manuscript Preprinted Digital

(often as (often with Forms (as a slide
PDF e-mail deck and
document cover note) other
sent by formats)
e-mail)
Informational Report –
Letter Format
Tips for Letter
Reports:
• Use letter format for
short, informal reports
sent to outsiders.
• Organize the facts
section into logical
divisions identified by
consistent headings.
Letter Format
Tips for Letter
Reports:
• Single-space the body.
• Double-space between
paragraphs.
• Leave one or two
blank lines above each
side heading.
Letter Format
Tips for Letter
Reports:
• Create side
margins of 1 to 1¼
inches.
• Add a second-page
heading, if
necessary,
consisting of the
addressee’s name,
the date, and the
page number.
Analytical Report – Memo
Format
Tips for Memo
Reports:
• Use memo format for
short (ten or fewer
pages) informal reports
• within an organization.
Leave side margins
of 1 to 1¼ inches.
• Sign your initials on
the From line.
• Consider attaching the
memo to a cover
e-mail for delivery.
Informal Reports–
E-Mail and Memo Formats
Tips for E-Mail

and Memo Reports:
• Chunk similar
information into
groups for quick
comprehension.
• Use concise headings
to quickly identify
groups.
Informal Reports –
E-Mail and Digital Formats
• PDF documents
are a popular
• delivery format.
Some reports are
animated and may be
hyperlinked to other
content.
• Slide presentations
can be converted to
• video.
Slide decks are a
condensed image-rich
format not intended for
verbal delivery.
Effective Report Headings
1 2 3
Write short Experiment Include at
but clear with wording least one
headings. that tells heading per
who, what, report page.
when, where,
why, and
how.
Effective Report Headings
4 5 6
Try to create Construct a Don’t use
headings that hierarchy of more than
are parallel. heading three heading
• Creating Team
Motivation
levels using levels.
• Treating placement,
Employees Like
Customers size, and
font.
Levels of Report Headings
2 inches
14 pt. sans
TITLE serif font
2 blank lines
The title of a report, chapter heading, or major part should be

centered in all caps.
2 blank lines
First-Level Heading
12 pt. sans
1 blank line serif font
A first-level heading is centered and bolded. It uses a smaller
font size, and only primary words are capitalized.
2 blank lines
11 pt. sans
Second-Level Heading
1 blank line
serif font
A second-level heading divides the topics introduced by the first
level heading. It is bolded and left-aligned.
1 blank line
Third-Level Heading. Because it is part of the paragraph that
follows, a third-level heading is also called a paragraph heading.
Types of Headings
Functional Headings Talking Headings
The Best Business
Executive Summary Laptop Money Can Buy
Tablet Computers
Introduction Displace Notebooks
Findings Texting: The New
Smoking Gun
Discussion What’s New in
Social Media?
Types of Headings
Combination
Headings
Background:
How Apple Won
Personnel: The Savvy

Workforce
Production Costs: The

Investment Is Paying Off
Learning
Objective
3
Determine the problem the

report is addressing as well
as the report’s purpose, and
gather significant secondary
and primary information.
Applying the Writing Process to Reports
1. Analyze the 2. Anticipate the

3. Prepare a work
problem and audience and
plan
purpose issues
5. Organize,
4. Conduct analyze, interpret, 6. Compose the
research and illustrate the first draft
data
7. Revise,
proofread, and
evaluate
Gathering Information From
Primary and Secondary
Sources
Company records
Printed material
Electronic resources
Observation
Surveys and questionnaires

Creating Effective Visual Aids
 The functions of graphics are to:

– Clarify data
– Create visual interest
– Condense and simplify data
– Make numerical data meaningful
Creating Meaningful Visual
Aids and Graphics
Match the graphic to the

objective:
Table Bar chart

to show data to compare
and values related items
Aids and Graphics

objective:
Line chart Pie chart

to demonstrate to visualize a
changes in data whole unit and the
over time proportion of its
components
© denis_pc/Fotolia
Aids and Graphics

objective:
Flow chart
to display a
process or
procedure
Aids and Graphics

objective:
Photograph, map,
illustration
to add authenticity, to spotlight a
location, and to show examples
© smarques27/Fotolia (map) © Marina Zlochin/Fotolia (books)
Creating Effective Visual Aids
• Find the right graphic to
fit the objective:
– Photograph, map,
illustration – to create
authenticity, to spotlight
a location, and to show
an item in use
By John S. Donnellan
Because visuals are such powerful communication tools, it is
important to maintain high ethical standards when using
them.
 Consider all possible interpretations—and
misinterpretations
 Don’t hide or minimize negative information that runs
counter to your argument.
 Don’t exaggerate information that supports your argument.
 Don’t imply cause-and-effect relationships without
providing proof that they exist.
 Be careful with the way you aggregate data.
Ch. 9 / Slide 36
Learning
Objective
3
Determine the problem the

report is addressing as well
as the report’s purpose, and
gather significant secondary
and primary information.
Problem Statement
Statement of purpose
Statement of purpose
choose action verbs telling what you intend to do: analyze,

choose, investigate, compare, justify, evaluate, explain,
establish, determine, and so on.
Introduction of a Short
Report
Problem What is the issue that needs to be resolved?
Purpose What is the focus of the report?
Scope What is the extent to which the issue or element will be

investigated?
Limitations What conditions affect the generalisability and utility of the

report?
Significance Why is the topic worth investigating at this time?

Purpose Limitation Scope
Problem Significance
Ch. 9 / Slide 44
Applying the Writing Process to Reports
1. Analyze the 2. Anticipate the

3. Prepare a work
problem and audience and
plan
purpose issues
5. Organize,
4. Conduct analyze, interpret, 6. Compose the
research and illustrate the first draft
data
7. Revise,
proofread, and
evaluate
Short reports: format
Feasibility Report
• Introduction
• Benefits: Suggested action
• Time
• Cost
• Staffing
1. Yardstick Report: Single item
• Introduction
• Benefits: Suggested action
• Criteria: profit, market share and time
• Findings
• Profit
• Market share
• Time
• Conclusion and Recommendation
2. Yardstick Report: Comparative
Point-by-point report Block Method report

• Introduction • Introduction
• Benefits: Suggested action • Benefits: Suggested action
• Criteria: profit, market share and time • Criteria: profit, market share and time
• Findings • Findings
• Profit • Location A
• Location A • Profit
• Location B • Market share
• Time
• Market share
• Location A
• Location B • Location B
• Profit
• Time
• Market share
• Location A
• Time
• Location B
• Conclusion and Recommendation • Conclusion and Recommendation
Minutes of the Meeting
• Information summary • Agenda point 3

• Date/Time • Decision
• Venue
• People in favour and against
• Main Agenda point
• People present: Chair of the meeting • If action is required: people, time
• People absent and cost
• Commencement of meeting • Any Other Business (AOB)
• Agenda point 1 • Decision
• Decision • People in favour and against
• People in favour and against • If action is required: people, time
• If action is required: people, time and and cost
cost
• Agenda point 2
• Decision
• People in favour and against • Adjournment of meeting
• If action is required: people, time and
cost
Progress Report
• Introduction
• Work done so far
• Work to be done
Visual aid: Gantt Chart

Chapter 11 Informal Reports

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Chapter 11 Informal Reports

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Instructor PowerPoint

Convey Answer Solve

 I believe this is the best method.

Describe typical report

Letter Memo Manuscript Preprinted Digital

Tips for E-Mail

The title of a report, chapter heading, or major part should be

Personnel: The Savvy

Production Costs: The

Determine the problem the

1. Analyze the 2. Anticipate the

Surveys and questionnaires

 The functions of graphics are to:

Match the graphic to the

Table Bar chart

Match the graphic to the

Line chart Pie chart

Match the graphic to the

Match the graphic to the

Determine the problem the

choose action verbs telling what you intend to do: analyze,

Purpose What is the focus of the report?

Scope What is the extent to which the issue or element will be

Limitations What conditions affect the generalisability and utility of the

Significance Why is the topic worth investigating at this time?

1. Analyze the 2. Anticipate the

Point-by-point report Block Method report

• Information summary • Agenda point 3

Visual aid: Gantt Chart

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