IN THE NAME OF ALLAH, THE MOST GRACIOUS, THE MOST MERCIFUL

2. IN THE NAME OF ALLAH, THE MOST GRACIOUS, THE MOST MERCIFUL

3. دعا حضرت موسى رب اشرح لى صدرى0 ويسرلى امرى0 واحلل عقدة من لسانى0 يفقهوا قولى0 (القران ) MOSES PRAYERS “O’ My Load! Expand for me my Breast (grant me self-confidence, contentment and boldness). Ease my task for me. And remove the impediment (the defect) from my speech. So they may understand What I say.

4. WRITTEN COMMUNICATION REPORTS 1st Lecture (Short Reports) Chapter No. 11 BC-II Saif Bukhari

5. WRITTEN COMMUNICATIONREPORTS (Plan of presentation Brief statement of your decision) • SHORT REPORTS • LONG (FORMAL) REPORTS • PROPOSALS

6. Short Reports • Introduction of Short Reports. • Suggestion for Short reports • Developing the main Sections • Outlining the Major Sections • Including other Desirable Sections • Informational Memorandum Reports. • Conference Reports • Progress Reports • Periodic Reports

7. Short Reports • *Analytical Memorandum Reports • Steps in Preparing an Analytical Personal Report. • Recommendation – Justification Reports • Letter Reports – Informational and Analytical • Informational Letter Reports • Analytical Letter Reports • *Logical/ Systematic

8. Report Definition A document that presents information in an organized format for a specific audience and purpose. • A document containing information organized in a narrative, graphic , or tabular form, prepared on ad hoc, periodic, recurring (frequent), regular, or as required basis. Reports may refer to specific periods, events, occurrences, or subjects, and may be communicated or presented in oral or written form.

9. Short Report • A Short reports, then, inform and analyze they are often presented in memorandum form. • A Short Report is concise, accurate, unbiased, all inferences depending on supporting evidence to help readers make an informed decision. • Short reports need less detailed introductions, numerous *transitions, abundant visuals, elaborate headings, involved appendixes, micro subdivisions, and excessive formality. • Short reports therefore are often used in business communication. * change

10. Planning and organizing effective business messages • Planning (also called forethought) is the process of thinking about and organizing the activities required to achieve a desired goal. • To Communicate effectively, consider the following steps before you write your message: • Identify your purpose. • Analyze your audience. • Choose your ideas. • Collect data to support your ideas. • Organize your message

11. Which Reports? • Sales Reports • Inspection Reports • Annual Reports • Audit Reports • Feasibility Reports • Progress Reports

12. Short Reports • Suggestion for Short Reports • Developing the Main Sections As with oral communication, the short 'report includes an introduction, body (or discussion, or text), and terminal section (summary, conclusions, recommendations).

13. Short Reports • DEVELOPING MAIN SECTIONS • Introduction • Purpose • Scope • Definition Background • List of Topics • Body • Presentation of facts accurately and fairly • Inductive Plan or Deductive Plan • Emphasize Main Ideas • Include Visual Aids • Use Headings • Use Topic Sentences • Apply Seven “C” Writing Principles • Terminal Section • Summery, Conclusions, recommendations

14. Short Reports • Suggestion for Short Reports • Outlining the Main Sections As with oral communication, the short 'report includes an introduction, body (or discussion, or text), and terminal section (summary, conclusions, recommendations). • FORMAT OF OUTLINES • Numerical –Letter Combination • Decimal System • Letter- Numerical Combination

15. Short Reports • Suggestion for Short Reports • Including other Desirable Sections Often the short report is in memorandum form Other form may be a letter or a shortened form of a long report. Memorandum and letter reports often use a subject line, often stated in the introduction, before moving to the body of the report. • Other desirable sections • Subject Line • Prefatory or Supplement Parts • Using Visuals

16. Informational Memorandum Reports • The central purpose of informational reports is to inform and to summarize information, similar to the speech to inform. • Obviously these reports vary widely in content, depending on type of business, purpose, topics discussed, and readers' needs. • Although there are many kinds of informational reports. • The following three general kinds often used in organizations: • Conference Reports • Progress Reports • Periodic Reports

17. Informational Memorandum Reports • Conference Reports Conference reports range from summaries of personal sales call conferences to write-ups of meetings attended by hundreds of persons. For example, an advertising account executive may write a conference report, after every meeting or phone call between the ad agency and a client. Its purpose is to record all decisions and discussions. A credit or collection manager or account executive may make similar reports after conferences with clients. Summaries of Personal Sales Call or Write up of Meetings

18. Informational Memorandum Reports • Progress Reports As the name implies, progress report show "progress,". accomplishments, or activity over time Or at a given stage of a major assignment. The organizational plan is usually inductive. • PROGRESS REPORTS • Introduction (Purpose, Nature, Scope) • Description of Accomplishments • Unanticipated Problems(if any) • Plans for Next Reporting Period • Summary(overall appraisal)

19. DIRECT (deductive) APPROACH: • DIRECT (deductive) APPROACH: • Use the direct approach when the audience is receptive to your message. • When your reader or listener will have a favorable or neutral reaction to your message, use the direct approach. • You begin with the main idea or the best news

20. INDIRECT (inductive) APPROACH When you expect resistance to your message, choose the indirect approach, such as in a bad-news message or a persuasive request. If you think your reader or listeners might react negatively to your message, generally you should not present the main idea in the first paragraph. • Begin with a relevant pleasant, neutral, or receiver-benefit statement; then give an explanation before you introduce your idea

21. Informational Memorandum Reports • Periodic Reports • Some periodic reports are written to correspond to the company fiscal year. Others may be written weekly, monthly, quarterly, or annually, or in other regular recurring periods. • Most organizations business, government, religious, athletic, and even business schools- write annual reports to summarize activities and financial affairs. For some small concerns the report is exceptionally short, consisting of perhaps a brief transmitted letter with one or two pages of financial statements.

22. Informational Memorandum Reports • Periodic Reports • For other organizations, especially corporations that must report to their stock­holders, the annual report may begin with a top official's letter report. Sometimes the letter is the entire report (perhaps eight or more pages). If not, then the report body discusses operations and activities.

23. Analytical Memorandum Reports • A Pure analytical report has one central purpose to analyze a situation or issue. • PURPOSE • Seeks to Analyze the a Situation • May or May not have Specific Recommendations • Step by Step Analysis • Informational memorandum reports search out and make known to the reader data and evidence. • Those reports clarify; they try to omit a recommendation. • An analytical memorandum report, seeks to analyze a situation or problem; it may end with or without a specific recommendation.

24. Analytical Memorandum Reports • Our following detailed discussion suggests a step-by step analysis of a personnel situation; ending with a conclusion without a recommendation. Thereafter, three ways of organizing a recommendation-justification report are illustrated. • Steps in preparing an Analytical Report (Analyze, analyze, analyze then know the wishes of the report requester: Does he or she desire a recommendation or not?).

25. Short reports • ANALYTICAL MEMORANDUM REPORTS • STEPS IN PREPARATION • Introduction • Authorization • Purpose • Back Ground • Methodology Sources • Plan of Presentation • Brief Statement of your Decision

26. Steps in preparing an Analytical Report • Assume that Gene Mohr, manager of your bank's head office saving department, has asked you (Assistant Manager of the personnel department) to help find a replacement for a teller who is quitting work and moving to another city. • Fifteen people applied for the job. Ultimately, you narrowed your list to the five best applicants. Then you wrote to their references she desire a for recommendations. After receiving the replies, you chose the three best qualified candidates. Your task now is to evaluate each of the three: in a memo report to Mr. Mohr. He likes you to analyze the facts for him and rank the applicants but he wants to make his own recommendations and decision.

27. Steps in preparing an Analytical Report Continued • Your next step will be to write the report, in rough draft. Then you will edit it and revise wherever desirable. You will use the inductive organizational plan because Mr. Mohr told you he preferred that plan for all memo reports. • With that groundwork completed, you begin to write • First the subject line, which should contain no more than five to seven words, preferably. • You decide on “Evaluation of Three Teller applicants.“ • Then you write the introduction, • next the major divisions of the text, and • Finally the terminal section.

28. Main Divisions of the Body or Text. • You will use three main sections for your text one for each criterion. You will study the working table and analyze the facts. If your reader wants all the details, you will include each table section or a variation of it within the text. Assume that you now decide to change the sequence of the sections within the table. • "Probable Permanency" will be placed first,; • "Education and Skills," second • Personal Qualifications," third.

29. Main Divisions of the Body or Text. • What are the most important facts you can pull from the table? • Avoid saying in sentence form before or after a table everything that is already in the table; repetition wastes time and is monotonous (Repetitive, Boring). • After careful thought you might write a paragraph such as this to place before the table.

30. Terminal (Closing) Section • Clearly, you now face the decision of whether to choose a summary (condensation of information) • or conclusions (evaluation and inferences). • Adhere to Mr. Mohr's preference! 'Remember, he asked yon to present your evaluation, but he clearly wants to make his own decision. • Your terminal section should include conclusions, not merely a summary. Omit the recommendations.

31. ANALYTICAL MEMORANDUM REPORTSRecommendation Justification Reports • Many of your analytical reports will have a special purpose: to recommend a change or remain with the: status quo (policy), support the idea that something is desirable or undesirable (value), or defend the accuracy of information (fact). • Your report may be in response to a specific request, or it may be voluntary. • Consider the following four items when preparing sections of a problem solution or recommendation report. • 1- Introduction, • 2- Body, • 3- Terminal section, • 4- Organizational Plans

32. ANALYTICAL MEMORANDUM REPORTS • Recommendation-Justification Reports Persuasion is central to recommendation report. • IntroductionGive thought to an opening line (Somewhat like standing on a porch before entering a house); be precise as to the Aim or Purpose • Brief Authorization(a document giving an official instruction or command) • Road Map(A document or plan setting out the procedure for achieving a goal: "a road map for peace".)

33. ANALYTICAL MEMORANDUM REPORTS • Recommendation-Justification Reports 1- Introduction 2- Body (Text or Discussion) • Current State of Problem • Effects and Cause of Problem • Possible Options to Remove the Problem • Criterion in Evaluating a Solution • Recommended Solution 3- Terminal Section • Brief Summary of major points and the recommendations. 4- Organizational Plans

34. ANALYTICAL MEMORANDUM REPORTS • Recommendation-Justification Reports • 4 - Organizational Plans • Know the wishes of your report requester : Does he or she want the recommendation up front or near the end? Most prefer upfront. • Recommendation justification reports may be organized one of two ways in the following examples, • Memo Report (deductive) and • Memo Report (inductive) can be used if the reader may react negatively toward a recommendation; in that case, • present your facts first, • then the recommendation.

35. Letter Reports • Letter Reports - Informational and Analytical Reports • Informational Letter Reports • Analytical Letter Reports • A letter report is simply a report in letter form; it is often used when sending information to a reader outside your organization.

36. Letter Reports - Informational and Analytical Reports • Letter report formats are similar to traditional business letters, more often sent to persons outside the organization. • It includes • Date • Inside Address • Salutation • Body • Complimentary Close • Signature • Reference Section

37. Letter Reports • Often the letter report has a subject line, usually placed a line or two below the salutation. • It may have two purposes: informational or analytical. • The general format of the letter report is like that of a letter. Its body (text, discussion) requires some special qualities.

38. Letter Reports format • The first paragraph may include some of the following elements found in an introduction: • Pleasant greeting and authorization (mention date and name of person making request. Purpose, aim (always) • Problem, issues (if problem exists) • Conclusions, statement of results (optional) • Layout, road map, plan of presentation (depends on length of report).

39. Letter Reports format • The middle paragraphs of the text should present objectively. without emotional appeals, all pertinent facts both favorable and unfavorable. • Sources and methods should be mentioned along with emphasis on findings or results. • Headings, visual aids also included wherever desirable.

40. Letter Reports format • 3. The last paragraph brings the letter report to a pleasant, friendly close, as for letters. If you need to conclude or recommend, do so just before the last paragraph. If appropriate, offer to discuss further or to come to the readers office. • End politely, show a willingness to respond to further questions or to meet if that is desirable.

41. LETTER REPORTS Informational and Analytical • Check List- Analytical Memorandum • Introduction • Determine whether you are recommend a solution or simply analysis a series of alternatives. • Determine whether your reader desires the deductive or the inductive approach to reports. • Body • Use the suggestions for the Seven “C” Principles. • Paragraphs should be about seven typed lines in length. • Use a structure similar to the traditional problem solution format. • Terminal Section

42. To be continued • Check List- Analytical Memorandum • Terminal Section • a. If you are asked for more than one conclusion or recommendation, number them. Be Logical • b. If your evidence is well thought out, your conclusions should logically follow from that evidence. • c. If you know or do not know the receivers of your report, end with courtesy: You would be willing to meet for further oral discussions.

43. Parts of Report A good report has the following parts • Title • Table of Contents • Abstract/executive summary • Introduction • Main sections • Conclusions • References

44. Important Questions Chapter No. 11 BC-II Q – 1 Define Short Reports. What are the various types of short reports. (Spring – 2009 • Q – 2 What are the types of Informational Memorandum report? Discuss any one in detail.(Spring- 2013)

45. Important Questions • Q – 1 What are the three main sections of a Short report? Discuss any one in detail (Spring -2012) • Q – 2 Define Reports. Explain the types of Informational Memorandum Report. (Fall- 2011)

46. Important Questions • Q-5 ; • Q -6 • Define short Reports. What are the main sections of short report ? Explain any one in detail. (Fall -2012)

47. Additional reading material for ready reference

48. How to Write a Good Report .

49. Contents • What makes a good report? • Clarity and Structure • Figures and Tables • Technical Issues • Further reading • Conclusions

50. The purpose.... • The report exists to provide the reader with useful information • It succeeds if it effectively communicates the information to the intended audience • It fails otherwise!!