Chapter 11 Business Report Basics Business Communication Process

Business Report Basics Characteristics of Reports Structure and Organization Report Writing Process Research Report Data Mary Ellen Guffey, Business Communication: Process and Product, 6 e 2

Preparing to Write Business Reports © Photodisc / Getty Images What are business reports? Business reports are systematic attempts to answer questions and solve problems. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 3

Preparing to Write Business Report functions § Informational reports § Analytical reports Writing style § Formal § Informal Report patterns § Direct pattern § Indirect pattern Mary Ellen Guffey, Business Communication: Process and Product, 6 e 4

Preparing to Write Business Report formats Letter Memo Manuscript Printed forms Digital Mary Ellen Guffey, Business Communication: Process and Product, 6 e © TRBfoto / Photodisc / Getty Images § § § 5

Ten Truths You Should Know About Reports Everyone writes reports. Most reports flow upward. Most business reports are informal. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 6

Ten Truths You Should Know About Reports Three formats are most popular: Memo format Letter format Manuscript format Mary Ellen Guffey, Business Communication: Process and Product, 6 e 7

Ten Truths You Should Know About Reports differ from memos and letters. Today’s reports take advantage of computer technologies. Many reports are collaborative efforts. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 8

Ten Truths You Should Know About Reports Ethical report writers interpret facts fairly. Organization is imposed on data. The writer is the reader’s servant. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 9

Audience Analysis and Report Organization The Direct Pattern If readers are informed If readers are supportive If readers are eager to have results first Direct Pattern Mary Ellen Guffey, Business Communication: Process and Product, 6 e 10

Direct Pattern Informational Report Introduction/Background Analytical Report Introduction/Problem Facts/Findings __________________________ CONCLUSIONS/ RECOMMENDATIONS __________________________________ __________________________________ __________________________________ Summary __________________________________ __________________________________ __________________________________ _________________ Facts/Findings __________________________________ Discussion/Analysis_____________________________ Mary Ellen Guffey, Business Communication: Process and Product, 6 e 11

Audience Analysis and Report Organization The Indirect Pattern If readers need to be educated If readers need to be persuaded If readers may be disappointed or hostile Indirect Pattern Mary Ellen Guffey, Business Communication: Process and Product, 6 e 12

Indirect Pattern Analytical Report Introduction/Problem __________________________________ Facts/Findings__________________________________ Discussion/Analysis __________________________________ CONCLUSIONS/ RECOMMENDATIONS_____________________________ Mary Ellen Guffey, Business Communication: Process and Product, 6 e 13

Applying the Writing Process to Reports Analyze the problem and purpose. Anticipate the audience and issues. Prepare a work plan. Mary Ellen Guffey, Business Communication: Process and Product, 6 e Implement your research strategy. 14

Applying the Writing Process to Reports Organize, analyze, interpret, and illustrate the data. Compose the first draft. Revise, proofread, and evaluate. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 15

Work Plan for a Formal Report § Statement of problem § Statement of purpose § Sources and methods of data collection § Tentative outline § Work schedule Mary Ellen Guffey, Business Communication: Process and Product, 6 e 16

Researching Primary Data Surveys Interviews Observation Experimentation Mary Ellen Guffey, Business Communication: Process and Product, 6 e 17

Researching Report Data Secondary Electronic Data Evaluating Web sources How current is the information? How credible is the author or source? What is the purpose of the site? Do the facts seem reliable? Mary Ellen Guffey, Business Communication: Process and Product, 6 e 18

Documenting Data Reasons for crediting sources § Strengthens your argument § Protects you from charges of plagiarism § Instructs readers Mary Ellen Guffey, Business Communication: Process and Product, 6 e 19

Documenting Data Two documentation formats § Modern Language Association Author’s name and page (Smith 100) placed in text; complete references in "Works Cited. " § American Psychological Association Author’s name, date of publication, and page number placed near the text reference (Jones, 2006, p. 99). Complete references listed at the end of the report in "References. ” Mary Ellen Guffey, Business Communication: Process and Product, 6 e 20

Documenting Data Learn what to document § Another person's ideas, opinions, examples, or theory § Any facts, statistics, graphs, and drawings that are not common knowledge § Quotations of another person's actual spoken or written words § Paraphrases of another person's spoken or written words Mary Ellen Guffey, Business Communication: Process and Product, 6 e 21

Documenting Data Learn to paraphrase § Read the original material carefully so that you can comprehend its full meaning. § Write your own version without looking at the original. § Do not repeat the grammatical structure of the original, and do not merely replace words of the original with synonyms. § Reread the original to be sure you covered the main points but did not borrow specific language. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 22

Illustrating Report Data Functions of graphics § § To clarify data To create visual interest To condense and simplify data To make numerical data meaningful Mary Ellen Guffey, Business Communication: Process and Product, 6 e 23

Illustrating Report Data Forms and Objectives § Table To show exact figures and values § Bar chart To compare one item with others Mary Ellen Guffey, Business Communication: Process and Product, 6 e 24

Illustrating Report Data Forms and Objectives § Line Chart To demonstrate changes in quantitative data over time § Pie Chart To visualize a whole unit and the proportion of its components Mary Ellen Guffey, Business Communication: Process and Product, 6 e 25

Illustrating Report Data Forms and Objectives § Flow Chart To display a process or procedure § Organization Chart To define a hierarchy of elements Mary Ellen Guffey, Business Communication: Process and Product, 6 e 26

Illustrating Report Data Forms and Objectives § Photograph, map, illustration To create authenticity, to spotlight a location, and to show an item in use Mary Ellen Guffey, Business Communication: Process and Product, 6 e 27

Vertical Bar Chart Mary Ellen Guffey, Business Communication: Process and Product, 6 e 28

Vertical Bar Chart § Use bar charts to make visual comparisons. Compare related items, illustrate changes in data over time, or show segments as parts of wholes. § Make bar charts in vertical, horizontal, grouped, or segmented forms. Avoid shoeing too much information, thus producing clutter and confusion. § Make the length of each bar and segment proportional. § Start dollar or percentage amounts at zero. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 29

Pie Chart Mary Ellen Guffey, Business Communication: Process and Product, 6 e 30

Pie Chart § Use pie charts to show a whole and the proportion of its components. § Generally begin at the 12 o’clock position, drawing the largest wedge first. § Include, if possible, the actual percentage or absolute value for each wedge. § Use four to eight segments for best results; if necessary, group small portions into one wedge called “Other. ” § Distinguish wedges with color, shading, or crosshatching. § Keep all labels horizontal. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 31

Center for Consumers of Legal Services P. O. Box 260 Richmond, VA 23234 (804) 248 - 8931 www. cclegalservices. com Informational Report—Letter Format September 7, 2007 Ms. Lisa Burgess, Secretary Lake Austin Homeowners 3902 Oak Hill Drive Austin, TX 78134 Dear Ms. Burgess: As executive director of the Center for Consumers of Legal Services, I'm pleased to send you this information describing how your homeowners’ association can sponsor a legal services plan for its members. After an introduction with background data, this report will discuss three steps necessary for your group to start its plan. Introduction A legal services plan promotes preventative law by letting members talk to attorneys whenever problems arise. Prompt legal advice often avoids or prevents expensive litigation. Because groups can supply a flow of business to the plan's attorneys, groups can negotiate free consultation, follow-up, and discounts. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 32

Two kinds of plans are commonly available. The first, a free plan, offers free legal consultation along with discounts for services when the participating groups are sufficiently large to generate business for the plan's attorneys. These plans actually act as a substitute for advertising for attorneys. The second common type is the prepaid plan. Prepaid plans provide more benefits, but members must pay annual fees, usually $200 or more a year. Over 30 million people are covered by legal services plans today, and a majority belong to free plans. Informational Report—Letter (Continued) Since you inquired about a free plan for your homeowners' association, the following information describes how to set up such a program. Determine the Benefits Your Group Needs The first step in establishing a free legal service is to meet with the members of your group to decide what benefits they want. Typical benefits include the following: Free consultation. Members may consult a participating attorney--by phone or in the attorney's office--to discuss any matter. The number of consultations is unlimited, provided each is about a separate matter. Consultations are generally limited to 30 minutes, but they include substantive analysis and advice. Free document review. Important papers--such as leases, insurance policies, and installment sales contracts--may be reviewed with legal counsel. Members may ask questions and receive an explanation of terms. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 33

Atlantic Environmental, Inc. Analytical Report—Memo Format Interoffice Memo DATE: March 7, 2008 TO: Kermit Fox, President FROM: Cynthia M. Rashid, Environmental Engineer SUBJECT: Investigation of Mountain Park Commercial Site For Allegheny Realty, Inc. , I've completed a preliminary investigation of its Mountain Park property listing. The following recommendations are based on my physical inspection of the site, official records, and interviews with officials and persons knowledgeable about the site. Recommendations To reduce its potential environmental liability, Allegheny Realty should take the following steps in regard to its Mountain Park listing: • Conduct an immediate asbestos survey at the site, including inspection of ceiling insulation material, floor tiles, and insulation around a gas-fired heater vent pipe at 2539 Mountain View Drive. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 34

Analytical Report—Memo (Continued) • Prepare an environmental audit of the generators of hazardous waste currently operating at the site, including Mountain Technology. • Obtain lids for the dumpsters situated in the parking areas and ensure that the lids are kept closed. Findings and Analyses My preliminary assessment of the site and its immediate vicinity revealed rooms with damaged floor tiles on the first and second floors of 2539 Mountain View Drive. Apparently, in recent remodeling efforts, these tiles had been cracked and broken. Examination of the ceiling and attic revealed further possible contamination from asbestos. The insulation for the hot-water tank was in poor condition. Located on the property is Mountain Technology, a possible hazardous waste generator. Although I could not examine its interior, this company has the potential for producing hazardous material contamination. In the parking area large dumpsters collect trash and debris from several businesses. These dumpsters were uncovered, thus posing a risk to the general public. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 35

REDUCING VEHICLE EMISSIONS AND SMOG IN THE LOS ANGELES BASIN Analytical Report—Manuscript Format INTRODUCTION Pacific Enterprises, Inc. , is pleased to submit this report to the Air Resources Board of Los Angeles County in response to its request of April 18. This report examines the problem of vehicle emissions in the Los Angeles Basin. Moreover, it reviews proposed solutions and recommends a course of action that will lead to a significant reduction in the hydrocarbon and nitrogen oxide emissions of older vehicles. Background and Discussion of Problem The County of Los Angeles has battled dirty air for five decades. The largest stationary polluters (manufacturers, petroleum refineries, and electric power plants, for example) are no longer considered a major source of pollution. Today, the biggest smog producers are older automobiles, trucks, and buses. Newer vehicles, as a result of improved technology and government regulation, have sharply reduced their emissions. However, nearly 400, 000 pre-1980 vehicles continue to operate on Southern California's streets and freeways. A recent state-funded study (Rutman 37) estimated that 50 percent of the smog generated in Southern California comes from these older vehicles. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 36

However, many of these vehicles are either undetected or exempted from meeting the clean-air standards. Little has been done to solve this problem because retrofitting these old cars with modern pollution control systems would cost more than many of them are worth. Two innovative solutions were recently proposed. Analytical Report—Manuscript (Continued) Reducing Smog by Eliminating Older Cars Two large organizations, Unocal and Ford Motor Company, suggested a buy-out program to eliminate older cars. To demonstrate its effectiveness, the two firms bought more than RECOMMENDATIONS Based on our findings and the conclusions discussed earlier, we submit the following recommendations to you: 1. Study the progress of Germany's attempt to reduce smog by retrofitting older vehicles with computer-controlled fuel management systems. 2. Encourage Ford Motor Company and Unocal to continue their buy-out programs in exchange for temporary smog credits. 3. Invite Neutronics Enterprises in Carlsbad, California, to test its Lambda emissioncontrol system at your El Monte test center. Mary Ellen Guffey, Business Communication: Process and Product, 6 e 37

End Mary Ellen Guffey, Business Communication: Process and Product, 6 e 38 Ch. 11, Slide 38