Business Communication Workshop Course Coordinator: Ayyaz Qadeer Lecture # 24

Formal Reports

Researching Secondary Data Print Resources Books Periodicals Bibliographic indexes (print, CD-ROM, and Web-based)

Researching Secondary Data Electronic Databases Magazine, newspaper, and journal articles Newsletters, business reports,company profiles, government data, reviews, and directories The Web Product data, mission statements, staff directories, press releases, current company news, government information, article reprints, scientific reports, and employment information

Deciding on Length and Format When selecting a format, you have four options: Preprinted form Memo Letter Manuscript

Preparing the Final Outline Quick Quiz Quick Quiz Quick Quiz Quick Quiz Preparing the Final Outline What is the purpose of a final outline? What does a final outline force you to reevaluate? Are outline headings important? The final outline gives you a visual diagram of the report. You reevaluate the information you have collected. Yes, they affect the tone of the report.

Visual Aids Clarify and simplify the text Depict relationships between points Emphasize and summarize points Attract and build credibility Reinforce understanding

“Visualizing” Information Decide on the message. Identify points requiring visual support. Maintain a balance between illustrations and words. Consider your production schedule.

Which Graphic Should You Use? Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Which Graphic Should You Use? What is the best use of each of the following types of graphics? Tables Bar charts Pie charts Line charts Flow charts Maps Drawings Organization charts

Using Graphic Design Principles Continuity Emphasis Contrast Simplicity Experience

Fitting Graphics Into Text Introduce graphics in the text. Place them near the text they illustrate. Choose titles and legends that convey a message and explain the graphic clearly. Match title and legend style to heading style (informative or descriptive). Phrase all legends and titles consistently throughout the report.

Composing Reports -- True or False? Quick Quiz Quick Quiz Quick Quiz Quick Quiz Composing Reports -- True or False? All reports are written formally. To achieve a formal tone, use personal pronouns. By using verb tense consistently, you add to the clarity of your report. False, many can be informal. False, use impersonal words. True

Guiding Readers through Reports Start with an opening that indicates the report’s subject and importance. Use headings, subheadings, and lists effectively. Use transitions to bind the report. Use preview and review sections. Create an ending that leaves a strong, lasting impression.

Revising Formal Reports Revise by evaluating both content and organization. Review for style and readability. Edit and rewrite your message clearly and concisely. Refer to Chapter 6 for more tips on revising and proofreading.

Deciding on Report Format Formal reports Can be short or long Can be direct or indirect Can be informational or analytical Can be external or internal The parts you use depend upon what type of report it is. For long reports, prefatory parts should have their own pages.

Components of a Formal Report Prefatory parts Text parts Supplementary parts

Prefatory Parts for a Report What is contained in each of the following? Cover Transmittal letter Title fly Table of contents Title page List of illustrations Authorization letter Executive summary Acceptance letter Synopsis

A Formal Report’s Introduction Ties the report to a problem or an assignment Tells the reader the purpose of the report Previews contents and organization of the report Establishes tone of the report

Topics to Consider in an Introduction Authorization Problem/purpose Scope Background Sources and methods Definitions Limitations Report organization

Body of a Formal Report Quick Quiz Quick Quiz Quick Quiz Quick Quiz What three sections are contained in the body? What factors should you consider when deciding on amount of detail to include? Information, analysis, and interpretation. Nature of the information, the purpose of your report, and preferences of your audience.

Final Sections of the Report Text Summary Key findings of your report Conclusions An analysis of what the findings mean Recommendations Opinions about the desired course of action

Supplementary Parts Let’s Discuss Let’s Discuss Let’s Discuss Let’s Explain what is contained in each of the following: Appendix Bibliography Index

Proofreading Formal Reports Check over textual materials. Check visual aids: Is each visual necessary? Are the visuals accurate? Are the visuals documented? Are the visuals honest?

Getting Feedback You’ll want to get feedback from readers, even if you have to nudge them to do so. Be ready for less-than-glowing reactions to your recommendations. Be prepared to get no response at all. Accept criticism graciously.

Test Your Knowledge When is it appropriate to use tables, line charts, surface charts, and pie charts in a report? What five principles apply to effective visuals for business reports? What tools can you use to help readers follow the structure and flow of information in a long report? What is the purpose of adding titles and legends to visual aids in reports? How do writers use transitions in reports?

Test Your Knowledge List the three tasks involved in completing reports, and briefly explain what is involved in revising them. Explain the prefatory parts of a formal report Describe four important functions of a formal report’s introduction, and identify the possible topics it might include. List four questions to ask when proofing visual aids. What elements would you consider in proofreading and getting feedback?

Thank You