1. Items to be Discussed Report Definition Characteristics Types Importance Flow

2. Definition Origin Latin “Reporto” A communication from someone who has information to someone who wants to use that information. C.A. Brown A report is like a bathing suit. It covers everything that has to be covered but nothing more. Shearring and Christian

3. A report is a formal communication written for a specific purpose; it includes a description of procedures followed for collection and analysis of data, their significance, the conclusions drawn from them and recommendations, if required.

4. Characteristics of a Report Formal elements Presented in a conventional form Written for specific purpose Includes information about the procedure of data collection and significance of such data. Contains conclusions Contains recommendations if required.

5. Differences between Report writing & Literary Writing Conventional Specific Need Objective Based on Facts Well defined audience Data Collection Precise Clear Plain Formal

6. Contd. Well defined audience Well defined audience Demanded by circumstances Demanded by circumstances Data collection Data collection Precise, clear Precise, clear Plain, formal Plain, formal

7. Literary writing Unconventional, spontaneous Unconventional, spontaneous Subjective, fictitious Subjective, fictitious No specific audience No specific audience Inner feelings Inner feelings Vague Vague Warm, abstract Warm, abstract

8. Helps in Planning Evaluating men & materials Creates Awareness Making Decisions Importance of reports

9. Contd. Improving production and distribution of its processes Trains planning procedures and logical presentation of ideas and information Reveals gaps in reasoning Helps in establishing harmony

10. Types Oral Written Informal Formal

11. A report is a professional’s only tangible product. A report is a professional’s only tangible product. It presents his investigation,his testing and experimentation.If his efforts are to count in the judgement of his superiors,he must describe clearly what he has done.He must show the significance of his work.And often the engineer’s written report is his only contact with the management. It presents his investigation,his testing and experimentation.If his efforts are to count in the judgement of his superiors,he must describe clearly what he has done.He must show the significance of his work.And often the engineer’s written report is his only contact with the management.

12. Formal Reports  Informative,Analysis & Routine Informative Reports Periodic Progress Policy Statements Employee booklets Readership surveys Report on sales Credit Reports Committee Reports Production Reports

13. Analytical Routine Rep AdvertisingProject ExaminationLab AccountingInspection Statistical Analysis Stock Verification Market Surveys Confidential

14. Informational Reports help integrate management employees and the company Informational Report serves as a record of data; facts are organized and presented to the readers to use as he sees fit or to retain as a part of his knowledge.

15. Interpretive / Analytical Interprets and analyzes facts or results and recommendations Presents facts Analyzes facts Recommends action Presents a solution to the problem

16. Annual Reports It can be a mere compilation of figures that only an accountant can readily understand but it can also be an informative and analytical report of status and progress of a company expressed in terms readily comprehensible to all its readers. It should present a broad coverage of topics for an extensive readership.

17. How to Write Reports Steps involved Define your purpose & Super Determine your audience Collect the material Organize the material Make an outline

18. Define your purpose with the help of terms of Reference. It gives you clear instructions Recognize the problem Spend time in working out the scope of your report In case instructions are not clear,seek clarification before making a start

19. Determine your audience Superior officers Colleagues / counterparts Subordinate employees Other Organizations Share holders Customers and Members of public

20. Much depends upon the attitude of the readers ask yourself: If the reader is Favourable Antagonistic Familiar

21. Data Collection Methods Personal observation Telephonic Interviews Personal Interviews Questionnaires

22. How to assess reader’s knowledge? Primary reader Secondary Reader Business relationship His knowledge on the particular topic Expectations about report

23. Observation – to see with a purpose To study people’s Non-verbal behavior First hand knowledge Investigate behavior Observation can be controlled/ uncontrolled

24. Decide How it will help in data collection Whom to aim at Identify the information you want to gather Take notes Beware of biases

25. Disadvantages of Observations Limited method Thinks it occurs frequently Costlier /slower Observation reports behaviour rather than interprets it

26. Telephonic Interview Disadvantages : Detailed data not available No observation Age, Nationality, Income hidden Not much time to orient Difficult to secure privacy

27. Personal Interview Process of seeking information directly through a conversation with an individual. Conversation with a purpose Direct exchange of information Voice, Facial Expression and General behaviour overt.

28. Why do we have it? To gather information about people’s attitudes & feelings To learn from people with intimate knowledge of a problem To supplement information gathered from questionnaire.

29. Advantages of Interview Interviewer can control the situation Interpret questions Clear up misunderstandings Can secure fully and accurately most representative replies Can receive first hand impressions which will throw light on the data procured by his questions.

30. Hints on how to conduct interviews : Clarity about time and information Standardize your questions Bring the interviewee back to the point Be unobtrusive in note taking

31. Contd. Avoid arguing Assume a subordinate role Listen attentively Avoid embarrassing questions

32. Seek appointment in advance Be courteous and tactful Take advantage of immediate feedback.

33. Questionnaires To survey large number of people Mail a questionnaire to all members Save times Seek clarifications

34. Advantages Convenient for the respondent Chance to deliberate and look up information Bias of interviewer is eliminated Reach a specific segment of population. Respondent need not be identified Questions can be standardized.

35. Disadvantages of Questionnaire Difficulty in securing replies in the nature of questions. In case response is small, data not to give a true picture. Representative sample not to be obtained. Uncertainty in getting return

36. Contd. Inadequate answer Answers of some questions meaningless or some left unanswered. Complex and confidential information not readily given Cost per mailing low but the cost per return high.

37. Sources of data Internal records Internal records Library Library Internet Internet Evaluation of materials Evaluation of materials Note making

38. Evaluation of the material Author’s credibility Author’s credibility Author’s material original or based on others’ experience Author’s material original or based on others’ experience Reputation of the publisher– high and specialized Reputation of the publisher– high and specialized Information supported by facts and figures? Information supported by facts and figures? Purpose similar or not? Purpose similar or not? Opinion of other specialists Opinion of other specialists Time of data collection? Time of data collection?

39. Contd. Information supported by facts and figures? Information supported by facts and figures? Purpose similar or not? Purpose similar or not? Opinion of other specialists Opinion of other specialists Time of data collection? Time of data collection?

40. Note-making While reproducing an author’s words, use quotation marks While reproducing an author’s words, use quotation marks Make a summary of opinions Make a summary of opinions Use abbreviations Use abbreviations Note cards Note cards Write notes clearly Write notes clearly

41. Organize your materials Principles of organization Principles of organization Logical ordering Logical ordering Coordinating Coordinating Subordinating Subordinating Numbering Numbering Phrasing Phrasing Dividing Dividing

42. Contd. Making outline Making outline Think of possible organizational patterns Think of possible organizational patterns Jot down topics and sub topics Jot down topics and sub topics Arrange them Arrange them Prepare a tentative outline Prepare a tentative outline Examine and make changes,if any Examine and make changes,if any Write out the final outline. Write out the final outline.

43. Phrasing Use parallel grammatical construction Use parallel grammatical construction 2.Advantages of nationalization 2.Advantages of nationalization 2.1 Mobilization of national resources 2.1 Mobilization of national resources 2.2 Promotes agricultural production 2.2 Promotes agricultural production 2.3 Encouragement of new classes of entrepreneurs 2.3 Encouragement of new classes of entrepreneurs 2.4 Channelizing people’s saving towards productive purposes 2.4 Channelizing people’s saving towards productive purposes

44. FLOW OF REPORTS Reports flow vertically, horizontally and radially Reports flow vertically, horizontally and radially Internal reports move vertically and horizontally Internal reports move vertically and horizontally Vertically---- through organizational channels Vertically---- through organizational channels Horizontally--- between departments/individuals on the same level Horizontally--- between departments/individuals on the same level

45. Radially reports are distributed throughout the company to reach everyone and frequently sent outside the company. Radially reports are distributed throughout the company to reach everyone and frequently sent outside the company.

46. Check the effectiveness of your report Meet the needs of situation, audience and purpose Meet the needs of situation, audience and purpose Well planned and organized? Well planned and organized? Proper format and adaptation?reflect good, clear thinking? Proper format and adaptation?reflect good, clear thinking? Material for easy and quick comprehension? Material for easy and quick comprehension? Use of visual aid? Use of visual aid? Solve the problem? Solve the problem?