1 / 29

Report Writing:

Report Writing:. Introduction & Planning the Report. ES 2002 Business Communication: Benny Lai – Christina Cahyadi - Diana Zhang. Agenda Intro: Def Cat Overview Planning: Position Prob Poss Proposal Conclusion. Introduction to Report Writing. Definition. Categorization. Overview.

laurensharp
Download Presentation

Report Writing:

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Report Writing: Introduction & Planning the Report ES 2002 Business Communication: Benny Lai – Christina Cahyadi - Diana Zhang

  2. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Introduction to Report Writing Definition Categorization Overview Today’s Agenda

  3. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Planning the Report Writing Process Position Problem Possibilities Proposals Today’s Agenda(cont’d)

  4. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Introduction to Report Writing

  5. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Definition A business report is anorderlyand objectivecommunication offactual informationthat servessomebusiness purpose.

  6. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Different Categories Reports Function Form Time • Memorandum • Letter • Manuscript • Progress • Periodic • Special • Informational • Analytical

  7. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion What makes a GOOD report? • Meet readers’ needs & levels • Clear & logical structure • No assumptions made on readers’ comprehension ability • Good language • Presentation, presentation, presentation

  8. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion THE REPORT PROPER THE REPORT PROPER THE REPORT PROPER THE REPORT PROPER LETTER REPORT MEMO REPORT Letter of Trans- mittal Table of Contents Title page Title page Title page Title page Summary Combi-nation Trans- mittal & Summary Combi-nation Trans- mittal & Summary Table of Contents Formal Situations Complex Problems Informal Situations Simple Problems

  9. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Overview 1. Planning the Report 2. Designing the Research Tools 3. Collecting & Analyzing the Data 6. Editing/Proofreading the Report 5. Writing the Report 4. Organizing the Information

  10. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Phase 2: RESEARCH Determine the methodology Collect the information Phase 3: ANALYSE Organise & evaluate the information Draw conclusions & make recommendations Phase 4: WRITE Draft, revise & edit the report Package the report Overview (cont’d) Phase 1: PREPARE Identify & define the problem Analyze the audience

  11. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Planning the Report

  12. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion The 4 ‘P’s... Position Problem Possibilities Proposals

  13. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Given a scenario... General ManagerofCompany BCD requested a report from theMarketing Managerto explain thedeclining profits ofProduct X in year 2003.

  14. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion 1st ‘P’ --- Position • Readers • Background information • Scope • Limitations

  15. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Position(cont’d):Readers • Primary reader • Authorizes the report • GM of Company BCD • Secondary reader • Other personnel • Managing Director and/or CEO of Company BCD

  16. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Position (cont’d):Background Information • Background info that readers need • Company BCD’s mission/aim • Product X’s information

  17. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Position(cont’d):Scope • Indicates size & complexity of report • Boundaries of investigation • Sales figures since the launch of Pdt X • Past marketing strategies employed

  18. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Position(cont’d):Limitations • Factors affecting report’s quality • Difficulty in measuring

  19. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion 2nd ‘P’ --- Problem • Problem Statement • Who defines? • GM of Company BCD • How to define? • “Why did profits of Pdt X decline in 2003?” • “What steps should be taken to increase profits in 2004?”

  20. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Problem (cont’d) • Purpose Statement • Defines report’s objectives • Phrased with an infinitive phrase • “The purpose of the report is to analyze the decline in profits of Product X in yr 2003 and to suggest ways to increase profits in yr 2004.”

  21. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Operating Cost Promotional Strategy Target Market Price Product Place 3rd ‘P’ -- Possibilities • Identify ALL relevant issues

  22. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Possibilities (cont’d) • Formulate hypotheses • What is a “hypothesis”? • An unproved theory, proposition, etc., tentatively accepted to explain certain facts or to provide a basis for further investigation.

  23. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Possibilities(cont’d) • Customers find that Pdt X’s packaging is not appealing. Operating Cost Product • Operating costs are too high. • Pdt X’s functions are not up to customers’ expectations. Target Market Price • Pdt X is targeted at the wrong market. • Customers feel that the price of Pdt X is too high. Promotional Strategy Place • Pdt X is distributed in channels that are inaccessible to customers. • Promotional activities are not aggressive enough.

  24. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion 4th ‘P’ --- Proposals • Tentative recommendations • Based on the previous hypotheses • Proposals are also hypotheses

  25. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Proposals(cont’d) Operating Cost H: Operating costs are too high. P: Outsource production of components that are not efficiently produced in- house

  26. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Proposals(cont’d) Product H: Product X’s functions are not up to customers’ expectations P: Impose quality control measures P: Benchmark against competitors

  27. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Proposals(cont’d) Price H: Customers feel that the price of Product X is too high P: Leave the price unchanged but offer incentives E.g. Bundling up with a free gift

  28. AgendaIntro: DefCatOverviewPlanning: PositionProbPossProposalConclusion Conclusion

  29. Prepare Definition Categorization Overview Research Analyze Write • P • Readers • Background info • Scope • Limitations osition • P • Problem statement • Purpose statement roblem Report Writing • P • Problem factoring ossibilities • P • Tentative recommendations roposals

More Related