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Mastering Informal Reports: Direct vs. Indirect Strategies

Learn how to draft and deliver effective informal reports using the direct and indirect approaches. Understand report structures, formats, and functions for informational and analytical purposes.

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Mastering Informal Reports: Direct vs. Indirect Strategies

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  1. Chapter 9 Informal Reports

  2. Understanding Report Basics • Patterns • Direct • Indirect • Functions • Informational • Analytical • Report Delivery • In person • Mail • Fax • E-mail • Online • Formats • Letter • Memo/E-Mail • Manuscript • Preprinted forms • Digital Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 2

  3. Report Functions Present data without analysis or recommendations Informational Present data or findings, analyses, conclusions, and recommendations Analytical Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 3

  4. Report Patterns The Direct Strategy If readers are informed If readers are supportive If readers are eager to have results first Direct Strategy Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 4

  5. Direct Strategy Informational Report Introduction/Background __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ Facts/Findings ___________________________________________________ __________________________________________________________________________________________________________________________________________________________________________ Summary __________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Analytical Report Introduction/Problem __________________________________ __________________________________ __________________________________ __________________________________ CONCLUSIONS/ RECOMMENDATIONS ______________________________________________________________________________________________________ Facts/Findings ______________________________________________________________________________________________________ Discussion/Analysis____________ ______________________________________________________________________________________________________ Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 5

  6. Report Patterns The Indirect Strategy If readers need to be educated If readers need to be persuaded If readers may be disappointed or hostile Indirect Strategy Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 6

  7. Indirect Strategy Analytical Report Introduction/Problem __________________________________ __________________________________ __________________________________ __________________________________ Facts/Findings_________________ __________________________________ __________________________________ __________________________________ Discussion/Analysis __________________________________ __________________________________ __________________________________ CONCLUSIONS/ RECOMMENDATIONS____________ __________________________________ __________________________________ __________________________________ Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 7

  8. Report Formats Letter For informal reports sent to outsiders Memo/E-Mail For informal reports sent within organizations Manuscript For longer, more formal reports. Preprinted forms For routine activities, such as expense reports. Digital Useful for collaboration and for posting online Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 8

  9. Developing Informal Reports • Determine problem and purpose. • Gather data. • Organize data. • Write first draft. • Edit and revise. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 9

  10. Gathering Data for Reports Company records Printed materials (books, newspapers,and periodicals) Electronic resources (Web, electronic databases, online resources) Personal observation andexperience Surveys, questionnaires,and inventories Interviews Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 10

  11. Typical Informal Reports • Information reports • Progress reports • Justification/recommendationreports • Feasibility reports • Minutes of meetings • Summaries Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 11

  12. What do they do? • Collect and organize information • Provide findings without analysis or persuasion Information Reports Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 12

  13. Writing Plan: Information Reports Introduction Findings Conclusion Explain why you are writing; define purpose. Describe credibility of data methods and sources. Provide background information. Preview what is to follow. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 13

  14. Writing Plan: Information Reports Introduction Findings Conclusion • Chronological • Alphabetical • Geographical • Topical • Journalism style • By importance/complexity Organize facts/findings in a logical sequence: Group similar topics together. Use appropriate headings. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 14

  15. Writing Plan: Information Reports Introduction Findings Conclusion Summarize findings. Synthesize reactions. Suggest action to be taken. Express appreciation, if applicable. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 15

  16. What do they do? • Explain the progress of continuing projects • May be internal or external Progress Reports Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 16

  17. Writing Plan: Progress Reports Introduction Findings Conclusion Specify the purpose and nature of the project. Provide background information. Preview what is to follow. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 17

  18. Writing Plan: Progress Reports Introduction Findings Conclusion Describe work completed. Explain work currently in progress (personnel, activities, methods, locations). Describe current problems. Anticipate problems and possible remedies. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 18

  19. Writing Plan: Progress Reports Introduction Findings Conclusion Discuss future activities. Provide expected completion date. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 19

  20. What do they do? Justify or recommend something (buying equipment, changing a procedure, hiring an employee, etc.) Justification/Recommendation Reports Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 20

  21. Problem Recommendations Facts Discussion Problem Facts Discussion Recommendations When reader will likely agree with recommendations When reader may oppose recommendations Determining Organizational Pattern Indirect Strategy Direct Strategy Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 21

  22. Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion • Identify problem or need briefly. • Announce recommendation, solution, or action. Direct Strategy Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 22

  23. Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion • Explain benefits of recommendation or steps necessary to solve problem. • Discuss pros, cons, costs. Direct Strategy Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 23

  24. Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion Direct Strategy • End with summary specifying recommendation. • Outline necessary action. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 24

  25. Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion Indirect Strategy • Describe problem or need. • Use specific examples and supporting statistics. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 25

  26. Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion Indirect Strategy • Discuss alternative solutions. • Present your recommendation and its advantages. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 26

  27. Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion Indirect Strategy • Summarize your recommendation. • Ask for authorization to proceed. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 27

  28. What do they do? • Examine the practicality and advisability of a course of action • Ask: Will this plan or proposal work? Feasibility Reports Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 28

  29. Writing Plan: Feasibility Reports Introduction Findings Conclusion Announce your decision immediately. Describe the background and problem necessitating the proposal. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 29

  30. Writing Plan: Feasibility Reports Introduction Findings Conclusion Discuss the benefits of the proposal. Describe any problems that may result. Calculate the costs associated with the proposal, if appropriate. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 30

  31. Writing Plan: Feasibility Reports Introduction Findings Conclusion Show the time frame necessary for implementation of the proposal. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 31

  32. What do they do? • Summarize the proceedings of meetings • Provide record of action items and exact wording of motions Minutes of Meetings Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 32

  33. Writing Plan: Minutes of Meetings Introduction Findings Conclusion Provide name of group and date, time, and place of meeting. Identify names of attendees and absentees. State whether previous minutes were approved or revised. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 33

  34. Writing Plan: Minutes of Meetings Introduction Findings Conclusion Record old business, new business, announcements, and reports. Include precise wording of motions. Record votes and actions taken. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 34

  35. Writing Plan: Minutes of Meetings Introduction Findings Conclusion Conclude with name and signature of person recording the minutes. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 35

  36. What do they do? • Compress the main points from books, articles, Web sites, meetings, and conventions • Save time because they can reduce reports or articles by 85 to 90 percent Summaries Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 36

  37. Present the goal or purposeof the document beingsummarized. Highlight the researchmethods (if appropriate),findings, conclusions,and recommendations. Omit illustrations, examples,and references. Preparing Summaries Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 37

  38. Include headings andbulleted or numbered lists. Paraphrase; do not copyfrom the document. Include your reactions oran overall evaluation of thedocument if asked to do so. Preparing Summaries Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 38

  39. Developing an Appropriate Writing Style Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 39

  40. Informal Report Writing Style • Uses • Short, routine reports aimed at familiar audiences • Noncontroversial reports • Most reports to company insiders Effect Feeling of warmth, personal involvement, closeness Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 40

  41. Informal Report Writing Style • Characteristics • Use of first-person pronouns (I, we, us) • Use of contractions (can’t, don’t, I’ll) • Emphasis on active-voice verbs (I conducted the study) • Shorter sentences, familiar words • Occasional use of humor, metaphors • Acceptance of author’s opinions, ideas Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 41

  42. Formal Report Writing Style • Uses • Theses • Research studies • Controversial and complex reports, especially to outsiders • Effect • Impression of objectivity, accuracy, professionalism, fairness • Distance created between writer and reader Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 42

  43. Formal Report Writing Style • Characteristics • Absence of first-person pronouns; use of third person (the researcher, the writer) • Absence of contractions (cannot, do not) • Use of passive-voice verbs (the study was conducted) • Complex sentences, long words • Absence of humor, colorful adjectives, adverbs • Elimination of author’s “editorializing” Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 43

  44. Being Objective in Writing Reports Present both sides of an issue. Separate fact from opinion. Be sensitive and moderate in language. Cite sources carefully. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 44

  45. Report Headings Benefits • Serve as an outline of the report • Highlight major ideas and categories • Act as guides for locating information • Provide resting points for themind and the eye • Organize data into meaningfulblocks Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 45

  46. Report Headings • Functional headings describe functions or general topicsBackground, Findings, Benefits, Costs • Talking headings describe content and provide more informationBenefits of Offering a Wellness Program Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 46

  47. Effective Report Headings Use appropriate heading levels. Strive for parallel construction within levels. Use first- and second-level headings for short reports. Capitalize and underline carefully. Keep headings short but clear. Include at least one heading per report page. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 47

  48. “Writing is not only alive and well in the business world, but writing whose style reflects flair, eloquence and a confident sense of self can springboard employees forward in their careers.” --Christine Mowat, professor, University of Calgary Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 48

  49. END

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