Informational vs Analytical Reports

audience sensitivity

Adopt the "you" attitude Maintain a strong sense of etiquette Emphasize the positive Use bias-free language

informal tone

If you know your readers reasonably well and your report is likely to meet with their approval

report

a written, factual account that objectively communicates information about some aspect of business

failure analysis report

studies events that happened in the past with the hope of learning how to avoid similar failures in the future

Focusing on conclusions (direct) structure

use when: - You've been asked to perform an analysis. - Your credibility with target readers is high but be wary because: - The audience might not accept your conclusion without seeing the analysis first - It can create the impression that you've oversimplified the situation

market analysis reports

used to judge the likelihood of success for new products or sales

body

contains information that supports your conclusions and recommendations as well as your analysis, logic, and interpretation of the information

parts included in a report

depend on the type of report, its length, your audience's expectations and requirements, and your organization's preferences

solve problems

ex. - troubleshooting reports - failure analysis report

close

hould summarize main ideas, highlight conclusions or recommendations, and list any courses of action that you expect readers to take or that you will be taking yourself

closing indirect reports

present your conclusions or recommendations for the first time

When the text quality meets expected standards

produce the report by incorporating various design and support elements, which may include: - Charts - Illustrations - Other visuals - Any missing textual elements, such as previews and reviews

organizing informational reports (topical)

- Comparison - Importance - Sequence - Chronology - Spatial orientation - Geography - Category

analytical structures

- Focusing on conclusions (direct) - Focusing on recommendations (direct) - Focusing on logical argument (indirect)

make sure that content is

- In a logical order - Responsive to audience needs - Clear, concise, and compelling

cover

- Report title - Writer's name (optional) - Submission date (optional) -Many companies have standard covers for reports, made of heavy paper and imprinted with the company's name and logo - should be concise and compelling while still communicating the essence of the subject

direct analytical report

- State your conclusions or recommendations in the introduction - Use the body to provide your evidence and support

closing direct reports

- Summarize key points - Briefly restate your conclusions or recommendations (if appropriate)

indirect analytical report

- Use the body to discuss your logic - Reserve your conclusions or recommendations until the very end

define the problem

- What needs to be determined? - Why is this issue important? - Who is involved in the situation? - Where is the trouble located? - How did the situation originate? - When did it start?

formal tone

- Writing about controversial or complex topics. - Addressing audiences in business environments outside the United States.

types of analytical reports

- assess opportunities - solve problems - support decisions

Goals of conveying negative news

- explain clearly and completely -project a professional image -convey empathy and sympathy -be fair -maintain friendly relations

types of reports

- informational - analytical

types of informational reports

- monitor and control - implement policies and procedures - demonstrate compliance -document progress

Analytical reports

- offering both information and analysis, and perhaps recommendation - analyze a problem or an opportunity to see how it affects the company and often recommend how the company should respond

Informational reports

- offering information but no analysis or recommendation - provide the information that employees, managers, and others need to make decisions, take action, and respond to dynamic conditions both inside and outside the organization

introduction

- prepares your readers to follow and comprehend the information that follows - tells them what the report is about, why they should be concerned, and how the report is organized

analytical report presenting challenges

- quality of reasoning - quality of writing - responsibility that comes with persuasion

Formal reports and proposals

- require an extra measure of polish and professionalism - carefully select elements - Carefully evaluate Organization, Style, Tone

Focusing on recommendations (direct) structure

1. Establish the need for action in the introduction, generally by briefly describing the problem or opportunity. 2. Introduce the benefit that can be achieved, without providing any details. 3. List the actions needed to achieve the benefit, using action verbs for emphasis. 4. Explain each step more fully, giving details on procedures, costs, and benefits. 5. Summarize your recommendations

component categories

Prefatory parts Text of the report Supplementary parts