1. Chapter 12 Preparing To Write Business Reports
Mary Ellen Guffey, Business Communication:
Process and Product, 5e
Copyright © 2006

2. What Are Business Reports?
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
Planning
Mary Ellen Guffey, Business Communication: Process and Product, 5e

3. What Are Business Reports?
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
Planning
Mary Ellen Guffey, Business Communication: Process and Product, 5e

4. What Are Business Reports?
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
Planning
Research
Mary Ellen Guffey, Business Communication: Process and Product, 5e

5. What Are Business Reports?
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
Planning
Research
Mary Ellen Guffey, Business Communication: Process and Product, 5e

6. What Are Business Reports?
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
Planning
Research
Organization
Mary Ellen Guffey, Business Communication: Process and Product, 5e

7. What Are Business Reports?
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
Planning
Research
Organization
Mary Ellen Guffey, Business Communication: Process and Product, 5e

8. What Are Business Reports?
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
Planning
Research
Organization
Presentation
Mary Ellen Guffey, Business Communication: Process and Product, 5e

9. Ten Truths About Business Reports
Everyone writes reports.
Most reports flow upward.
Most reports are informal.
Three report formats (memo, letter, and manuscript) are most common.
Reports differ from memos and letters.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

10. Ten Truths About Business Reports
Today’s reports are written on computers.
Some reports are collaborative efforts.
Ethical report writers interpret facts fairly.
Organization is imposed on data.
The writer is the reader’s servant.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

11. Report Functions Informational reports Analytical reports
Mary Ellen Guffey, Business Communication: Process and Product, 5e

12. Report Formats Letter format Memo format Manuscript format
Printed forms
Mary Ellen Guffey, Business Communication: Process and Product, 5e

13. Writing Style Formal Informal
Mary Ellen Guffey, Business Communication: Process and Product, 5e

14. Audience Analysis and Report Organization
If readers
are informed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

15. Audience Analysis and Report Organization
If readers
are informed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

16. Audience Analysis and Report Organization
Direct Pattern
If readers
are informed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

17. Audience Analysis and Report Organization
Direct Pattern
If readers
are informed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

18. Audience Analysis and Report Organization
Direct Pattern
Report
-----Main Idea ----
If readers
are informed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

19. Audience Analysis and Report Organization
If readers
are supportive
Mary Ellen Guffey, Business Communication: Process and Product, 5e

20. Audience Analysis and Report Organization
If readers
are supportive
Mary Ellen Guffey, Business Communication: Process and Product, 5e

21. Audience Analysis and Report Organization
Direct Pattern
If readers
are supportive
Mary Ellen Guffey, Business Communication: Process and Product, 5e

22. Audience Analysis and Report Organization
Direct Pattern
If readers
are supportive
Mary Ellen Guffey, Business Communication: Process and Product, 5e

23. Audience Analysis and Report Organization
Direct Pattern
Report
-----Main Idea ----
If readers
are supportive
Mary Ellen Guffey, Business Communication: Process and Product, 5e

24. Audience Analysis and Report Organization
If readers
are eager to
have results first
Mary Ellen Guffey, Business Communication: Process and Product, 5e

25. Audience Analysis and Report Organization
If readers
are eager to
have results first
Mary Ellen Guffey, Business Communication: Process and Product, 5e

26. Audience Analysis and Report Organization
Direct Pattern
If readers
are eager to
have results first
Mary Ellen Guffey, Business Communication: Process and Product, 5e

27. Audience Analysis and Report Organization
Direct Pattern
If readers
are eager to
have results first
Mary Ellen Guffey, Business Communication: Process and Product, 5e

28. Audience Analysis and Report Organization
Direct Pattern
Report
-----Main Idea ----
If readers
are eager to
have results first
Mary Ellen Guffey, Business Communication: Process and Product, 5e

29. Audience Analysis and Report Organization
If readers
are informed
are supportive
are eager to
have results first
Mary Ellen Guffey, Business Communication: Process and Product, 5e

30. Audience Analysis and Report Organization
If readers
are informed
are supportive
are eager to
have results first
Mary Ellen Guffey, Business Communication: Process and Product, 5e

31. Audience Analysis and Report Organization
Direct Pattern
If readers
are informed
are supportive
are eager to
have results first
Mary Ellen Guffey, Business Communication: Process and Product, 5e

32. Audience Analysis and Report Organization
Direct Pattern
If readers
are informed
are supportive
are eager to
have results first
Mary Ellen Guffey, Business Communication: Process and Product, 5e

33. Audience Analysis and Report Organization
Direct Pattern
Report
-----Main Idea ----
If readers
are informed
are supportive
are eager to
have results first
Mary Ellen Guffey, Business Communication: Process and Product, 5e

34. Audience Analysis and Report Organization
If readers
need to be
educated
Mary Ellen Guffey, Business Communication: Process and Product, 5e

35. Audience Analysis and Report Organization
If readers
need to be
educated
Mary Ellen Guffey, Business Communication: Process and Product, 5e

36. Audience Analysis and Report Organization
Indirect Pattern
If readers
need to be
educated
Mary Ellen Guffey, Business Communication: Process and Product, 5e

37. Audience Analysis and Report Organization
Indirect Pattern
If readers
need to be
educated
Mary Ellen Guffey, Business Communication: Process and Product, 5e

38. Audience Analysis and Report Organization
Indirect Pattern
If readers
need to be
educated
Report
-----Main Idea ----
Mary Ellen Guffey, Business Communication: Process and Product, 5e

39. Audience Analysis and Report Organization
If readers
need to be
persuaded
Mary Ellen Guffey, Business Communication: Process and Product, 5e

40. Audience Analysis and Report Organization
If readers
need to be
persuaded
Mary Ellen Guffey, Business Communication: Process and Product, 5e

41. Audience Analysis and Report Organization
Indirect Pattern
If readers
need to be
persuaded
Mary Ellen Guffey, Business Communication: Process and Product, 5e

42. Audience Analysis and Report Organization
Indirect Pattern
If readers
need to be
persuaded
Mary Ellen Guffey, Business Communication: Process and Product, 5e

43. Audience Analysis and Report Organization
Indirect Pattern
If readers
need to be
persuaded
Report
-----Main Idea ----
Mary Ellen Guffey, Business Communication: Process and Product, 5e

44. Audience Analysis and Report Organization
If readers
may be hostile
or disappointed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

45. Audience Analysis and Report Organization
If readers
may be hostile
or disappointed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

46. Audience Analysis and Report Organization
Indirect Pattern
If readers
may be hostile
or disappointed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

47. Audience Analysis and Report Organization
Indirect Pattern
If readers
may be hostile
or disappointed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

48. Audience Analysis and Report Organization
Indirect Pattern
If readers
may be hostile
or disappointed
Report
-----Main Idea ----
Mary Ellen Guffey, Business Communication: Process and Product, 5e

49. Audience Analysis and Report Organization
If readers
need to be
educated
persuaded
may be hostile
or disappointed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

50. Audience Analysis and Report Organization
If readers
need to be
educated
persuaded
may be hostile
or disappointed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

51. Audience Analysis and Report Organization
Indirect Pattern
If readers
need to be
educated
persuaded
may be hostile
or disappointed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

52. Audience Analysis and Report Organization
Indirect Pattern
If readers
need to be
educated
persuaded
may be hostile
or disappointed
Mary Ellen Guffey, Business Communication: Process and Product, 5e

53. Audience Analysis and Report Organization
Indirect Pattern
If readers
need to be
educated
persuaded
may be hostile
or disappointed
Report
-----Main Idea ----
Mary Ellen Guffey, Business Communication: Process and Product, 5e

54. Applying the Writing Process to Reports
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Step 7
Analyze the problem and purpose.
Anticipate the audience and issues.
Prepare a work plan.
Implement your research strategy.
Organize, analyze, interpret, illustrate the data.
Compose the first draft.
Revise, proofread, and evaluate.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

55. Work Plan for a Formal Report
Statement of problem
Statement of purpose
Sources and methods of data collection
Tentative outline
Work schedule
Mary Ellen Guffey, Business Communication: Process and Product, 5e

56. Researching Report Data
Mary Ellen Guffey, Business Communication: Process and Product, 5e

57. Researching Report Data
Locating secondary print data
Books – card catalog, online catalog
Periodicals – print indexes, CD-ROM indexes
Mary Ellen Guffey, Business Communication: Process and Product, 5e

58. Researching Report Data
Locating secondary electronic data
Electronic databases
The Internet
World Wide Web search tools
Google MSN search
Ask Jeeves Yahoo!
Evaluating Web sources
How current is the information?
How credible is the author or source?
What is the purpose of the site?
Do the facts seem reliable?
Mary Ellen Guffey, Business Communication: Process and Product, 5e

59. Researching Report Data
Tips for searching the Web
Use two or three search tools.
Understand case sensitivity.
Prefer uncommon words.
Omit articles and prepositions.
Use wild cards.
Know your search tool.
Learn basic Boolean search strategies.
Bookmark the best pages.
Be persistent.
Repeat your search a week later.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

60. Researching Report Data
Researching primary data
Surveys
Interviews
Observation
Experimentation
Mary Ellen Guffey, Business Communication: Process and Product, 5e

61. Illustrating Report Data
Mary Ellen Guffey, Business Communication: Process and Product, 5e

62. Illustrating Report Data
Functions of graphics
To clarify data
To condense and simplify data
To emphasize data
Mary Ellen Guffey, Business Communication: Process and Product, 5e

63. Illustrating Report Data
Forms and objectives of graphics
Table
To show exact figures and values
Class
Agree
Disagree
Undecided
Seniors
738
123 54
Juniors
345 34 76
Sophomores
234 78
Freshmen 45
567
Mary Ellen Guffey, Business Communication: Process and Product, 5e

64. Illustrating Report Data
Forms and objectives of graphics
Bar chart
To compare one item with others
Mary Ellen Guffey, Business Communication: Process and Product, 5e

65. Illustrating Report Data
Forms and objectives of graphics
Line chart
To demonstrate changes in quantitative data over time
Mary Ellen Guffey, Business Communication: Process and Product, 5e

66. Illustrating Report Data
Forms and objectives of graphics
Pie graph
To visualize a whole unit and the proportion of its components
Mary Ellen Guffey, Business Communication: Process and Product, 5e

67. Illustrating Report Data
Forms and objectives of graphics
Flow chart
To display a process or procedure
Receive
Test
Floor
Shelves
Ship
Re-box
Re-stock
Repair
Mary Ellen Guffey, Business Communication: Process and Product, 5e

68. Illustrating Report Data
Forms and objectives of graphics
Organization chart
To define a hierarchy of elements
Charles Eubank
President
William Dixon
Joan Williams
Wayne Lu
Vice President
Vice President
Vice President
Sales
Design
Production
Clarice Brown
John Deleuze
George LaPorte
Manager
Manager
Foreman
Mary Ellen Guffey, Business Communication: Process and Product, 5e

69. Illustrating Report Data
Forms and objectives of graphics
Photograph, map, illustration
To create authenticity, to spotlight a location, and to show an item in use
Mary Ellen Guffey, Business Communication: Process and Product, 5e

70. Pie Graph 2006 MPM INCOME BY DIVISION DVDs & Videos
Mary Ellen Guffey, Business Communication: Process and Product, 5e

71. Pie Graph
Use pie graphs to show a whole and the proportion of its components.
Generally begin at the 12 o’clock position, drawing the largest wedge first. Computer software programs, however, may vary in placement of wedges.
Include, if possible, the actual percentage or absolute value for each wedge.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

72. Pie Graph
Use four to eight segments for best results; if necessary, group small portions into one wedge called “Other.”
Distinguish wedges with color, shading, or crosshatching.
Keep all labels horizontal.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

73. Vertical Bar Chart 2006 MPM INCOME BY DIVISION Figure title40 30 20 10
Scale
value
Scale captions
Source note
Millions of Dollars
Source: Industry Profiles (New York: DataPro, 2002), 225.
Theme
Parks
Motion
Pictures
Videos
$22.0
$32.2
$24.3
Figure Figure number
2006 MPM INCOME BY DIVISION Figure title
Mary Ellen Guffey, Business Communication: Process and Product, 5e

74. Bar Charts
Bar charts make visual comparisons. They can compare related items, illustrate changes in data over time, and show segments as parts of wholes.
Bar charts may be vertical, horizontal, grouped, or segmented. Avoid showing too much information, thus producing clutter and confusion.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

75. Bar Charts The length of each bar and segment should be proportional.
Dollar or percentage amounts should start at zero.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

76. Documenting Data
Mary Ellen Guffey, Business Communication: Process and Product, 5e

77. Documenting Data Reasons for crediting sources
Strengthens your argument
Gives you protection
Instructs readers
Mary Ellen Guffey, Business Communication: Process and Product, 5e

78. Documenting Data Learning what to document
Another person's ideas, opinions, examples, or theory
Any facts, statistics, graphs, and drawings that are not common knowledge
Quotations of another person's actual spoken or written words
Paraphrases of another person's spoken or written words
Mary Ellen Guffey, Business Communication: Process and Product, 5e

79. Documenting Data Manual notetaking suggestions
Record all major ideas from various sources on separate note cards.
Include all publication data along with precise quotations.
Consider using one card color for direct quotes and a different color for your paraphrases and summaries.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

80. Documenting Data Electronic notetaking suggestions
Begin your research by setting up a folder on your hard-drive that will contain your data.
Create separate subfolders for major topics, such as Introduction, Body, and Closing.
When on the Web or in electronic databases you find information you may be able to use, highlight (i.e., drag with your mouse) the passages you want to save, copy them (using control-c), paste them (using control-v) into documents that you will save in appropriate subfolders.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

81. Documenting Data Be sure to include all publication data.
Consider archiving on a Zip disk the Web pages or articles used in your research in case the data must later be verified.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

82. Documenting Data Learn to paraphrase
Read the original material carefully so that you can comprehend its full meaning.
Write your own version without looking at the original.
Do not repeat the grammatical structure of the original, and do not merely replace words of the original with synonyms.
Reread the original to be sure you covered the main points but did not borrow specific language.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

83. Documenting Data Two Documentation Formats Modern Language Association
Author’s name and page (Smith 100) placed in text; complete references in “Works Cited.”
American Psychological Association
Author’s name, date of publication, and page number placed near text reference (Jones, 2000, p. 99). Complete references listed at end of report.
Mary Ellen Guffey, Business Communication: Process and Product, 5e

84. End
Mary Ellen Guffey, Business Communication: Process and Product, 5e