Organizing and Writing Typical Business Reports

By: Gabrielle Beaudoin-Lemay, Maurice Chung, Jillian Li On Wing, Omar Zaabri

INTERPRETING DATA

Converting Data

Tips for Converting Data Tabulate the responses Calculate percentages Round off figures to whole numbers Arrange in logical order Prepare table with title Include number of respondents

Cross Tabulations

Grids

http://www.qualtrics.com/survey-university/the-use-and-interpretation-of-cross-tabulation-analysis/

http://www.bespoke.com/docs/VSys/HTMLDocs/1.8/1812.htm

Correlations

3 M’s: Mean, Median, Mode

http://www.uth.tmc.edu/uth_orgs/educ_dev/oser/L1_3.HTM

http://www.bmglabtech.com/application-notes/fluorescence-polarization/false-positives-fluorescence-polarization-124.cfm

Conclusions

Tips for Writing Conclusions Interpret and summarize the findings Relate the conclusions to the report

problem Limit the conclusions to the data presented Number the conclusions and present in

parallel form Be objective, avoid exaggeration Use consistent criteria

Recommendations

Tips for Writing Recommendations Make specific suggestions Prepare practical recommendations Avoid conditional words Present each suggestion separately Number the recommendations Describe how recommendations may be

implemented if necessary Arrange in announced order where possible

ORGANIZATION OF DATA

Logically

Data can be organized logically by: Time: Chronologically Component: Location, division ect. Importance: Most important first Criteria: To evaluate choices easily Convention: Follow a plan everyone

understands

Reader Cues

Introduction Tells the purpose of the report Describes the significance of the topic Previews the main points and order

Transitions To present additional thoughts To suggest cause and affect To contrast ideas To show time and order To clarify points

Headings

TYPES OF REPORTS

INFORMATIONAL REPORTS

Types of Informational Reports Periodic Reports Trip Convention and Conference

Reports Progress and Interim Reports Investigative Reports

INFORMATIONAL REPORTS

Informational reports ordered logicallyi. Introductionii. Facts/Findingsiii. Summary/Conclusion

ANALYTICAL REPORTS

Types of Analytical Reports Justification/Recommendations Reports Feasibility Reports Yardstick Reports

ANALYTICAL REPORTS

Analytical Reports ordered logically Direct Pattern

i. Introduction/Problemii. Conclusions/Recommendationsiii. Facts/Findingsiv. Discussion/Analysis

Indirect Patterni. Introduction/Problemii. Facts/Findingsiii. Discussion/Analysisiv. Conclusions/Recommendations

List of Figures

F1: Cross-tabulations F2: Correlations Graph F3: The 3 M’s Mean, Median, Mode F4: Grids

Bibliography

Images› F1:

http://www.qualtrics.com/survey-university/the-use-and-interpretation-of-cross-tabulation-analysis/

› F2: http://www.bmglabtech.com/application-notes/fluorescence-polarization/false-positives-fluorescence-polarization-124.cfm

› F3: http://www.uth.tmc.edu/uth_orgs/educ_dev/oser/L1_3.HTM

› F4: http://www.bespoke.com/docs/VSys/HTMLDocs/1.8/1812.htm

Bibliography

WEBSITES “Business Report Writing.” Clayton State of University School of

Business. 17 Jan. 2006. Web. 21 Oct. 2011. <http://business.clayton.edu/arjomand/business/writing.html> “Common Business Reports.” Western Michigan University. 21 Aug. 2002. Web. 21 Oct. 2011. <http://homepages.wmich.edu/~bowman/rpttypes.html> “General and Business Report Writing.” University of

Huddersfield. Web. 25 Oct. 2011. <http://hospitality.hud.ac.uk/studyskills/writing/reportWriting/index.htm>

Bibliography

Wikipedia “Business report writing.” Wikipedia. 8 Nov. 2011. Web. 8 Nov. 2011.<http://en.wikipedia.org/wiki/Business_report_writing>

Blogs “Business Report Writing.” Custom Writing. 4 May 2007. Web. 22 Oct. 2011. <http://custom-writing.org/blog/writing-tips/free-report-writing-tips/132. html>

Gaertner-Johnston, Lynn. Business Writing. Syntax Training, 2004. Web. 22 Oct. 2011. <http://www.businesswritingblog.com/>

Textbooks TEXTBOOK Guffey, Mary Ellen, Kathleen Rhodes, and Patricia Rogin. Business Communication: Process and Product. 3rd brief Canadian ed. Toronto: Nelson Education, 2012. Print.

Bibliography

ZENOME “Business Communication: Process and Product -13”. Zenome

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