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PREPARING BUSINESS REPORTS CoB Center for Professional Communication.

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Presentation on theme: "PREPARING BUSINESS REPORTS CoB Center for Professional Communication."— Presentation transcript:

1 PREPARING BUSINESS REPORTS CoB Center for Professional Communication

2 Appendix(es) References Business Report: Components Conclusion Body Introduction Table of contents Executive Summary Transmittal Document Title Page

3 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

4 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.

5 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.

6 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.

7 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.

8 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.

9 Report Components: Front Matter  Introduction  Discuss purpose and significance of report.  Preview main points and order of development.

10 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.

11 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.

12 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

13 Selecting the best method for delivering your message is key. Business Reports: Format

14 Selecting a Report Format Primarily TextText and Graphics Memo or Formal Reports Informal Reports

15 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

16 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.

17 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

18 Style Rule of Thumb Each page should have: 25% white space (margins) 25 to 75% text 25 to 50% graphics

19 Format & Layout  Create a design template 4 rules for design Organization Elements Navigation Headings Portrait versus landscape?

20 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

21 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

22 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!

23 Time for Examples


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