Introduction to Report Writing

1. Introduction to Report Writing

2. Introduction What are reports? A Business report is an orderly and objective communication of factual information that serves some business purpose

3. Introduction 6 general purposes of reports Informational Reports 1. Monitor and control operations 2.Implement policies and procedures 3. Comply with legal or regulatory requirements 4. Document work performed for clients Analytical Reports 5. Guide decisions on particular issues 6. Get products, plans or projects accepted by others

4. Introduction Why are reports important? “Report writing is one of the most critical stages of many endeavours in the business world.All the efforts that one has undertaken are finally translated into a report. It is going to be the face of the project and people are going to judge the project based on the reports given to them. Reports also form a very important tool for decision making. The final report could make or break the entire project.”

5. MEMO TO: Dell Computer Corporation DATE: July 10 2003 FROM: June Lee SUBJECT: New computer software analyst system Last week I was asked to try out the new computer system of Dell. The system was very new and rather innovative. I especially found the graphics rather appealing! Wish I could use the system on my home computer immediately! Anyway, I feel that although the graphics are appealing there could be more variety. The instructions are clear and precise which is a good thing. But I find that some procedures could be further simplified so that it will be more user friendly and people wont get tired from reading the long instructions! I found some major glitch in the system that I thought could be corrected to ensure smoother run of the system. For example when three or more of the programs are running at the same time, one of the programs may respond slower sometimes may not respond at all. This kind of error may create extreme problems for many users, especially people who nee to run severally programs at the same time! I understand that you wish to launch your near computer system in a few weeks’ time. Hopefully by then the glitch will be deleted and computer users can be presented with a whole new system that is simple, innovative and appealing! All the best and should you need any help feel free to e mail me or call me! MEMO TO: Dell Computer Corporation DATE: July 10 2003 FROM: June Lee SUBJECT: New computer software analyst system Last week I was asked to try out the new computer system of Dell. Here are some pros and cons of the system. • GRAPHICS I found the graphics rather appealing but there should be more variety • INSTRUCTIONS. The instructions are clear and precise. But I find that some procedures could be further simplified so that it will be more user friendly. • PROGRAMMES I found some major glitch in the system that I thought could be corrected to ensure smoother run of the system. when three or more of the programs are running at the same time, one of the programs may respond slower sometimes may not respond at all. This creates extreme problems for many users. All the best and should you need any help feel free to e mail me or call me!

6. Introduction Ways of classification of reports • Voluntary • Authorized • Progress • Periodic • Special • Memorandum • Letter • Manuscript • Informational • Analytical

7. Introduction Report Writing Process • Planning the Project/Report • Designing the Research Tool(s) • Collecting and Analyzing the Data • Organizing the Information • Writing the Report • Editing/Proofreading the Report

8. Planning the Project/Report

9. “Spend less time doing and more time planning. If you spend enough time planning, execution time can be very short. If you work on the fly, you do thing fast. But you may do the wrong things and that slows down the project. My approach is 50% planning, 25% doing, and 25% testing and training.” (Chris Higgins – BankAmerica’s senior vice president )

10. Planning the Project/Report Position Problem Possibilities Proposals

11. Position Position • Analyse your audience • Primary reader (request/authorise the report) • Secondary reader(s)

12. Position • Consider background information needed for readers • Who authorized the report • Factor determined the need for the report • Scope of the investigation: the boundaries of your research • Limitations in the investigation: anything which hinders or limits the quality of your research/findings of the report

13. Position Example • Electrovision - Employees travel & entertainment expenses are eating into profits • VP of Administration asks cost accounting manager to investigate

14. Position Example Who is the report for? • Primary reader: VP of Administration • Secondary readers: Company’s CEO; President of Administration

15. Position Example What do the reader(s) need in terms of background information? • Electrovision’s company philosophy • reasons for authorisation of report • authoriser of the report

16. Position Example • Scope: Travel and entertainment expenses by employees in the last two years • Limitation(s): Precise financial impact of cost-saving measures difficult to project due to fluctuations in airfares and hotel rates

17. Planning the Project/Report Position Problem Possibilities Proposals

18. Problem Problem • Problem statement defines what you are investigating (Example) • Problem is usually defined by the person authorising the report

19. Problem Campus parking The lack of campus parking a simple topic a problem

20. Problem • Purpose statement defines the objective of the report Eg: To develop goals and objectives for the coming year (strategic plan)

21. Problem Example 1. Identify the problem What do we spend on T & E? Why are T & E expenses so high? How can T & E expenditure be reduced?

22. Problem Example • Develop a purpose statement To analysethe T & E budget To evaluate the impact of recentchanges To suggest ways to tighten control

23. Possibilities Possibilities Problem factoring: outlining all possible areas for investigation Identify cause and effect relationships hypothesis: tentative proposition to explain certain observation which provides a basis for further analysis

24. Possibilities Possibilities….cont’d Eg. 2. Dell initiated a training program for its staff and authorised a report evaluating the employees’ attitude towards it. • must ensure every aspect is looked into

25. Proposals Proposals • Suggest tentative solutions to the problem (based on the hypotheses)

26. Report writing Introduction Definition Purpose Importance Classification Preparation Research Analysis Writing Position Audience Scope Limitation Problem Problem statement Purpose statement Possibilities Problem factoring Hypothesis Proposals Recommendations