Communication In Business Exam 2

Final Tips for Writing Formal Reports

-Allow sufficient time. -Finish data collection. -Work from a good outline. -Create a proper writing environment. -Use the features of your computer wisely. -Write rapidly; revise later. -Save difficult sections. -Be consistent in verb tense. -Generally avoid "I" and "we". -Let the first draft sit. -Revise for clarity, coherence, and conciseness. -Proofread the final copy three times.

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 -Visuals, images, and any kind of electronic media

Problem Areas that Adversely Affect Writing Conciseness

-Eliminate flabby expressions -Avoid long "lead-ins" with unnecessary introductory words -Eliminate the fillers like "is/are & it/was" -Reject redundancies -Edit empty words like: "case, degree, the fact that..."

Incorporating Graphics in Reports

-Evaluate the Audience: Consider the reader, the content, your schedule, and your budget. -Use Restraint; Don't overuse color or decorations. -Be Accurate and Ethical; Double-check all graphics for accuracy of figures and calculations. -Introduce a Graph Meaningfully; Refer to every graphic in the text, and place the graphic close to the point where it is mentioned. -Choose an Appropriate Caption or Title Style; Like reports, graphics may use talking titles or generic, descriptive titles.

Talking & Functional Headings

-Functional heads (such as Results of the Survey, Analysis of Findings, or Discussion) help readers identify the purpose of the section but do not reveal what is in it. Such headings are useful for routine reports or for sensitive topics that may upset readers. -Talking heads (for example, Anatomy of a Market Crash or Your Money as a Force for Good) are more informative and interesting, but they do not help readers see the organization of the report.

Formatting APA-Style Reports

-One inch margins -12 point font Title page->Abstract->Report Body->Reference Page->Appendix

Problem Areas that Affect Clarity

-Resist urge to show off or be fancy -Eliminate trite business phrases; Ex: as per your request -Use other phrases other than cliches -Scrapping slang and buzzwords -Avoid buried verbs & zombie nouns -Restrain from intensifiers; Ex: very, totally, completely, etc...

Purposes of Documentation

-To strengthen your argument -To protect yourself against charges of plagiarism -To instruct the reader -To save time

Making Ethical Charts & Graphics

-Use an appropriate type of chart or graphic for the message you wish to convey. -Design the chart so that it focuses on the appropriate information. -Include all relevant or important data; don't arbitrarily leave out necessary information. -Don't hide critical information by including too much data in one graphic. -Use appropriate scales with equal intervals for the data you present.

Three Components of a Good Introductory Paragraph for a Business Report

1. Tells the purpose of the report 2. Describes the significance of the topic 3. Previews the main points and the order in which they will be developed

Active & Passive Voice

Active Voice: sentences in which the subject is the doer of the action (such as shown posted the message). Reveal message immediately. Passive Voice: subject receives the action. Useful to (a) emphasize an action rather than a person, (b) de-emphasize negative news, and (c) conceal the doer of an action.

Direct Organization Strategy

An organizational strategy that describes an order in which the main idea comes first, followed by details, an explanation, or evidence; used when the writer expects the reader to be pleased, mildly interested, or neutral.

Indirect Organization Strategy

An organizational strategy that describes placing the main idea later in a message, after the details, explanation, or evidence; used when the writer expects the reader to be uninterested, unwilling, displeased, or hostile.

Report Introduction Subsections of a Formal Report

Background: Describe events leading up to the problem or need. Problem or Purpose: Explain the report topic, and specify the problem or need that motivated the report. Significance: Tell why the topic is important. You may wish to quote experts or cite newspapers, journals, books, Web resources, and other secondary sources to establish the importance of the topic. Scope: Clarify the boundaries of the report, defining what will be included or excluded. Organization: Orient readers by giving them a road map that previews the structure of the report.

Conclusions

Conclusions summarize and explain the findings, they represent the heart of a report.

Conclusions and Recommendation Sections of a Formal Report

Conclusions: This important section tells what the findings mean, particularly in terms of solving the original problem. Recommendations: When asked, you should submit recommendations that make precise suggestions for actions to solve the report problem. Recommendations are most helpful when they are practical, reasonable, feasible, and ethical. Naturally, they should evolve from the findings and conclusions.

Front Matter Components of Formal Business Reports

Cover, Title Page, Letter or Memo of Transmittal, Table of Contents, List of Illustrations, Executive Summary, & Introduction.

Parallelism

Creates balanced writing; sentences written so they are balanced, or parallel, are easy to read and understand. To achieve parallel construction, use similar structures to express similar ideas.

Secondary Data

Data that come from reading what others have experienced or observed and written down.

Primary Data

Data that result from firsthand experience, experimentation, and observation.

Typical Report Formats

Digital Format Digital Slide Decks Infographics E-mail & Memo Forms & Templates Letter Format Manuscript Format

Analytical Reports

Direct Strategy: 1. Introduction/Problem 2. Conclusions/Recommendations 3. Facts/Findings 4. Discussion/Analysis Indirect Strategy: 1. Introduction/Problem 2. Facts/Findings 3. Discussion/Analysis 4. Conclusions/Recommendations

Informational Reports

Direct Strategy: 1. Introduction/Background 2. Facts/Findings 3. Summary/Conclusion

Body of a Formal Report

Discusses, analyzes, interprets, and evaluates the research findings or solution to the initial problem. This is where you show the evidence that justifies your conclusions. Organize the body into main categories following your original outline or using one of the organizational methods.

Transitions

Expressions such as on the contrary, at the same time, and however show relationships and help reveal the logical flow of ideas in a report. These transitional expressions enable writers to tell readers where ideas are headed and how they relate. -To present additional thoughts: additionally, again, also, moreover, furthermore -To suggest cause and effect: accordingly, as a result, consequently, therefore -To contrast ideas: at the same time, but, however, on the contrary, though, yet -To show time and order: after, before, first, finally, now, previously, then, to conclude -To clarify points: for example, for instance, in other words, that is, thus

Three Common Sentence Faults

Fragment: sentence error that results when a broken-off part of a complex sentence is punctuated as if it were a complete sentence. Run-On: error that results when two independent clauses are incorrectly joined (fused) together without a conjunction or a semicolon; also called a fused sentence. Comma Splice: error that results when a writer joins two independent clauses with a comma.

Citing Sources APA Style

If you use the APA (American Psychological Association) format, your list is called References. Your listed sources must correspond to in-text citations in the report whenever you are borrowing words or ideas from published and unpublished resources.

Appendix Materials

Incidental or supporting materials belong in appendixes at the end of a formal report. Appendixes may include survey forms, copies of other reports, tables of data, large graphics, and related correspondence.

Dependent & Independent Clauses

Independent Clause: a clause that expresses a complete thought & can stand alone. Dependent Clause: a group of words with a subject and verb that depends for meaning on an independent clause; it cannot stand alone.

Three Types of Short Analytical Reports

Justification/Recommendation Reports: Reports that justify or recommend something, such as buying equipment, changing a procedure, hiring an employee, consolidating departments, or investing funds; also called internal proposals. Feasibility Reports: Reports that examine the practicality and advisability of following a course of action. Yardstick Reports: The yardstick approach is effective for companies that must establish specifications for equipment purchases and then compare each manufacturer's product with the established specs.

Two Sources of Secondary Data

Print: Hard-copy resources such as books and periodicals that are the most visible part of most libraries. Web: A tool such as Google, Bing, Yahoo Search, and Ask used to search for specific sites and information on the Web.

Four Components of a Problem Statement

Purpose: Preparing a written purpose statement is a good idea because it defines the focus of a report and provides a standard that keeps the project on target. Scope: A statement that prepares the audience by clearly defining which problem or problems will be analyzed and solved. Limitations: The part of the scope statement that further narrows the subject by focusing on constraints or exclusions. Significance: A part of the statement of purpose that explains why a topic is worth investigating.

Informational Reports

Reports that present data without analysis or recommendation; may involve routine activities, compliance with regulations, and company policies and procedures. Other reports that present information without analysis are monthly sales reports, progress reports, and government compliance reports.

Analytical Reports

Reports that provide data or findings, analyses, and conclusions; may also provide recommendations and may intend to persuade readers to act or to change their beliefs. Other reports that provide recommendations are feasibility studies (e.g., for expansion opportunities) and justification reports (e.g., for buying equipment or changing procedures).

Paraphrasing

Restating an original passage in the writer's own words and writing style.

Four Types of Sentences

Simple Sentence: contains one complete thought (an independent clause) with a subject and predicate verb. Ex: The entrepreneur saw an opportunity. Compound Sentence: contains two complete but related thoughts. May be joined by (a) a conjunction such as "and, but, or or", (b) a semicolon; or (c) a conjunctive adverb such as however, consequently and therefore. Ex: The entrepreneur saw an opportunity, and she responded immediately. Complex Sentence: contains an independent clause (a complete thought) and a dependent clause (a thought that doesn't stand by itself). Ex: When the entrepreneur saw the opportunity she responded immediately. Compound-Complex Sentence: contains at least two independent clauses and one dependent clause. Ex: When the entrepreneur saw the opportunity, she responded immediately; however, she needed capital.

Findings

State how the researcher interpreted the data that were collected

Seven Steps of the Report-Writing Process

Step 1: Analyze the problem and purpose Step 2: Anticipate the audience and issues Step 3: Prepare a work plan Step 4: Conduct research Step 5: Organize, analyze, interpret, and illustrate the data Step 6: Compose the first draft Step 7: Edit, proofread, and evaluate.

Five Types of Short Informational Reports

Summaries: A summary compresses the main points from a book, report, article, website, meeting, or convention. A summary saves time by reducing a report or article by 85 to 95 percent. Periodic Reports: Recurring reports written at regular intervals-weekly, monthly, yearly-so that management can monitor business strategies and, if necessary, remedy any problems; also call activity reports. Trip, Convention, & Conference Reports: Employees sent on business trips or to conventions and conferences typically must submit reports when they return. Organizations want to know that their money was well spent in funding the travel. These reports inform management about new procedures, equipment, and laws as well as supply information affecting products, operations, and service. Progress & Interim Reports: Office documents that monitor the status of continuing projects; also called progress reports. Investigative Reports: Nonrecurring reports that deliver data for a specific situation-without offering interpretation or recommendations.

Four Types of Primary Data

Surveys: Surveys collect data from groups of people. Interviews: Some of the best report information, particularly on topics about which little has been written, comes from individuals. These individuals are usually experts or veterans in their fields. Consider both in-house and outside experts for business reports. Tapping these sources will call for in-person, telephone, or online interviews Observations: Some kinds of primary data can be obtained only through firsthand observation and investigation. Experimentation: Experimentation produces data suggesting causes and effects.

Four Types of Visual Aids & When to Use Them

Table: to show exact figures and values Bar Charts: to compare one item with others Line Charts: to demonstrate changes in quantitative data over time Pie Charts: to visualize a whole unit and the proportions of its components

Recommendations

The section of a report that suggests a course of action to be taken after a report is read.

Five Common Organizational Methods

Time: Ordering data by time means establishing a chronology of events; Agendas, minutes of meetings, progress reports, and procedures are usually organized by time. Component: An organizational method that orders data by criteria such as location, geography, division, product, or part. Importance: An organizational pattern characterized by information arranged from most important to least important or from least to most important. Criteria: An organizational method that judges data according to established standards that help writers to treat topics consistently. Convention: An organizational pattern describing information that is organized using a prescribed plan that all readers understand.

Evaluating Web Sources

Unlike library-based research, information at many sites has not undergone the editing or scrutiny of scholarly publication procedures. The information we read in journals and most reputable magazines is reviewed, authenticated, and evaluated.