Mastering Business Report Writing: Essential Insights for Managers

Business Communication Skills for Managers Module 6: Reports

Why learn to write business reports?

Business Reports

Learning Outcomes: Business Reports 6.1 Discuss the different types of reports and their purposes 6.1.1 Distinguish between informal and formal reports 6.1.2 Distinguish between informational and analytical reports 6.1.3 Compare and contrast different type of stakeholders in business reports

Informal versus Formal Reports Informal Reports shorter (under 10 pages) uses specific grouped topics Formal Reports company policy may determine base sections complex topics with background, research, & evidence

Reports and Their Purposes Reports are a key communication tool in business; they effectively share and retain information and decisions. Reports are classified into two main types: informal reports and formal reports. Both of those classifications are further broken down by type of information. Consider the following: Which type of report is the best to use and when do you use it? What sections may be found in each type of report? How do you format reports?

Informational versus Analytical Reports Informational summary of data on certain topic Analytical information is researched, collected, and analyzed

Practice Question 1 What is a stakeholder?

Stakeholders What are the different kinds of stakeholders? Direct: initially impacted by the news of the report Indirect: not impacted until later time, but still engaged Remote: affected in far future

Informal Reports

Learning Outcomes: Informal Reports 6.2 Create an informal report 6.2.1 Differentiate among typical types of informal reports 6.2.2 Discuss different methods of sharing informal reports 6.2.3 Discuss the purpose of common sections of an informal report 6.2.4 Determine how to organize an informal report based on audience analysis 6.2.5 Discuss how to write an informal report

Using Informal Reports What are the different types of informal reports? Meeting minutes: summarizes discussion and meeting results Expense reports: little to no free writing Status updates: informational reports Trip or conference reports: summarize and transmit learning Proposals: provide analysis

Using Informal Reports (cont.) Sharing Informal Reports Memos: internal communication Letters: external communication Web postings: mostly external communication Email: internal or external depending on policy

Organizing an Informal Report Informal informational reports typically include the following three sections: Introduction or background Support or reasons Summary Informal analytical reports typically include the following four sections: Introduction or background Support or reasons Recommendations Conclusion or summary

Organizing an Informal Report (Cont.) Neutral/positive audience: conclusion/recommendations near beginning of report introduction, recommendations, facts, summary Negative audience: conclusion/recommendations near end of report introduction, facts, recommendations, summary

How to Write an Informal Report Planning Report: Check for form/template Complete data gathering Aim for 25-30% reading time of full report Writing Report: Use summary statements Use outline from your planning Look at type of report and select headers from there 40-50% of time of full report

How to Write an Informal Report (Cont.) Revising Informal Report Use word processing tools Read report aloud/peer review Go back to original report Provide clear purpose 25-30% reading time of full report

Discussion Why is it important for you to use your organization s template when you are writing reports?

Formal Reports

Learning Outcomes: Formal Reports 6.3 Create formal reports and proposals 6.3.1 Define types of formal reports, including proposals 6.3.2 Discuss different methods of sharing formal reports 6.3.3 Describe various sections that may be used in the front of a report 6.3.4 Describe various sections that may be used in the body of a report 6.3.5 Describe various sections that may be used in the back matter of a report 6.3.6 Determine how to organize an formal report based on audience analysis 6.3.7 Discuss how to write a formal report

Types of Formal Reports Research reports Proposals Feasibility reports Business plans Other complex recommendations

Sharing Formal Reports Think of audience or stakeholders. Are they internal or external? Both? Consider the variety of formats Memos and letters less likely to be used: depends on company and structure Delivery methods shouldn t change content or structure of formal report

Sections of a Formal Report There are various section types suggested for formal reports. As a writer, pick and choose what is appropriate to each situation. Broadly speaking these sections are separated into three parts: Front Body Back Matter

Sections of a Formal Report (Cont.)

Front Sections of a Report Transmittal Letter: describes need for report and date of completion standard business letter Cover/Title Page pick a theme more detailed information about document MLA or APA formatting

Front Sections of a Report Table of Contents, Exhibits, Illustrations Contents: different formats, last section to be created Exhibits, Illustrations: if figures are referred to repeatedly Executive Summary Summarizes all materials in report, found in longer reports Written after a report is completed Succinct in length

Body Sections of a Report Introduction: sets up structure, informational and analytical Background: explains circumstances that led to report Purpose/Problem Statement Research: establish credibility, provides research background Recommendation: explain why, prioritize options Alternative Options: underline key features of options Evaluation: bulk of report, state end results

Body Sections of a Report (Cont.) Benefits: show that solution will be substantial Qualifications: explain experience of your team management Implementation: trial period to see if solution is feasible Schedule: give a deadline Methods of Operation: how solution will fit in day-to-day costs Conclusion: comprehensive reminder of key components

Back Matter Can provide critical ideas not in body of report Needs to be informational and analytical Use less prose to explain or connect different items Provides location of more detailed items

Practice Question 2 Roman is writing a territory analysis report for his senior manager, Elly. He estimates the report will be about 35 pages long, based on his knowledge of the report completed five years ago. He knows this work will be classified as a formal report. He looks back over the prior report to consider which sections he might need to include in the report. Which of the following might Roman use in his formal report as part of the back matter? a)abstract b)alternative evaluation c)store-by-store data

Organization of Formal Reports Informational Follows same broad structure with informal report Introduction contains support, reasons, and summary Analytical Introduction contains support, reasons, recommendations, and conclusion

How to Write a Formal Report Planning Report See if there is a prescribed structure Follow steps for informal report Complete data gathering: proposal Writing Report Single line spacing Section headings Use page numbers (1-50)

How to Write a Formal Report (Cont.) Revising Formal Report Takes time and involves more people reading through making changes Needs at least two reviewers Consider grammar and purpose

Activity Read through this report with a partner. List of all of the parts of the report. Which type of report is this? How can you tell? How could this report be improved?

Quick Review What are the different types of reports and their purposes? What is the difference between informal and formal reports? What is the difference between informational and analytical reports? Compare and contrast different types of stakeholders in business reports. How do you create an informal report? How do you differentiate among typical types of informal reports? What are the different methods of sharing informal reports? How do you organize an informal report based on audience analysis?