Presentation on theme: "PREPARING BUSINESS REPORTS CoB Center for Professional Communication."— Presentation transcript:
PREPARING BUSINESS REPORTS CoB Center for Professional Communication
Appendix(es) References Business Report: Components Conclusion Body Introduction Table of contents Executive Summary Transmittal Document Title Page
Report Components: Front Matter Title page Balance the following parts on the title page: Name of report in all caps Receiver’s name, title, and organization Author’s name, title, and organization Date submitted
Report Components: Front Matter Transmittal document Announce the topic and explain who authorized it. Briefly describe the project and preview the conclusions – if the reader is supportive.
Report Components: Front Matter Transmittal document Close by expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.
Report Components: Front Matter Executive summary Summarize the report purpose, findings, conclusions, and recommendations. Include strategic words and sentences. Prepare an outline with headings. Fill in your outline.
Report Components: Front Matter Executive summary Begin with the purpose. Follow the report sequence. Eliminate nonessential details. Restrict the length to no more than 10 percent of the original document.
Report Components: Front Matter Table of contents Show the beginning page number where each report heading appears in the report. List of figures Include a list of tables, illustrations, or figures showing the title of each and its page number. Place the list of figures on the same page with the table of contents if possible.
Report Components: Front Matter Introduction Discuss purpose and significance of report. Preview main points and order of development.
Report Components: Body Body Discuss, analyze, and interpret the research findings or proposed solution to the problem. Arrange the findings in logical segments that follow your outline. Use clear, descriptive headings.
Report Components: Back Matter Conclusion Recap the purpose and review the main points. Tie the main topics together, and, when appropriate, ask for action and/or goodwill.
Report Components: Back Matter References List all references cited in the paper. References should be arranged alphabetically. Appendix(es) Include items of interest to readers, such as data- gathering tools like questionnaires (these are originally created items). Each appendix item should be in its own appendix
Selecting the best method for delivering your message is key. Business Reports: Format
Selecting a Report Format Primarily TextText and Graphics Memo or Formal Reports Informal Reports
Talking heading Mix of text and graphics Page numbers Detailed, explanatory text Main points reinforced (optional) White background Bullets or text in graphics Business Reports Are Graphical
Style Focus on providing narrative with strong graphical elements: Tables Charts Images Strong graphical design Do not ignore text altogether Every page should contain 25-75% text Narrative text font size 11 or 12 pt.
Style Remember: The report is intended to be read, not listened to You will not be present to explain what a graph or table means Thus, the report must be more explicit than slides accompanying an oral presentation
Style Rule of Thumb Each page should have: 25% white space (margins) 25 to 75% text 25 to 50% graphics
Format & Layout Create a design template 4 rules for design Organization Elements Navigation Headings Portrait versus landscape?
Create the Design Template Use the 4 Rules of Design Contrast Repetition Alignment Proximity Make a few basic decisions and stick to them You may use company colors and logo
Portrait or Landscape More familiar reading style Easier to present textual blocks Better for double duty (stand-up presentations) Can be better for graphical elements (complex graphics are often horizontal) PortraitLandscape
Final Thoughts Think through your design Think through your structure Be consistent Be professional Business Reports are meant to be read: explain the take away from your graphical elements EDIT, EDIT, EDIT!