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Preparing To WritePreparing To Write
Business ReportsBusiness ReportsPresented by Pawan Vijay
E-MAIL:- [email protected]
PGPSE Student of AFTERSCHOOOL
AFTERSCHO OL DEVELOPING CHANGE MAKERS, CENTRE FOR SOCIAL
ENTREPRENEURSHIP PGPSE PROGRAMME World Most Comprehensive
programme in social entrepreneurship &
spiritual entrepreneurshipOPEN FOR ALL FREE FOR ALL
www.afterschoool.tk
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Submitted by Pawan, PGPSE Student of AFTERSCHOOOL
Business reports are systematicattempts to answer questions and
solveproblems. They include the followingactivities.
Planning
PlanningResearch
ResearchOrganization
OrganizationPresentation
Presentation
What Are BusinessWhat Are BusinessReports?Reports?
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Ten Truths AboutTen Truths About
Business ReportsBusiness Reports1. Everyone writes reports.2.
Most reports flow upward.
3. Most reports are informal.
4. Three report formats (memo, letter,
and manuscript) are most common.5. Reports differ from memos
and
letters.
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6. Todays reports are written oncomputers.
7. Some reports are collaborativeefforts.8. Ethical report
writers interpret facts
fairly.9. Organization is imposed on data.10.The writer is the
readers servant.
Ten Truths AboutTen Truths About
Business ReportsBusiness Reports
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Report FunctionsReport Functions
Informational reports Analytical reports
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Report FormatsReport Formats Letter format Memo format
Manuscript format Printed forms
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Writing StyleWriting Style Formal Informal
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Audience Analysis andAudience Analysis andReport
OrganizationReport Organization
Direct PatternDirect Pattern
Report
-----Main Idea
---------------------------------------------------------------------------------------------------------------------------------------------------------------------
Report
-----Main Idea
-----------------------------------------------------------------------------------------------------------------------
----------------------------------------------
If readersare informedIf readers
are informed
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Audience Analysis andAudience Analysis andReport
OrganizationReport Organization
Direct PatternDirect Pattern
Report
-----Main Idea
---------------------------------------------------------------------------------------------------------------------------------------------------------------------
Report
-----Main Idea
-----------------------------------------------------------------------------------------------------------------------
----------------------------------------------
If readersare supportive
If readersare supportive
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Audience Analysis andAudience Analysis andReport
OrganizationReport Organization
Direct PatternDirect Pattern
Report
-----Main Idea
---------------------------------------------------------------------------------------------------------------------------------------------------------------------
Report
-----Main Idea
-----------------------------------------------------------------------------------------------------------------------
----------------------------------------------If readersare
eager to
have results first
If readersare eager to
have results first
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Audience Analysis andAudience Analysis andReport
OrganizationReport Organization
Direct PatternDirect Pattern
Report
-----Main Idea
---------------------------------------------------------------------------------------------------------------------------------------------------------------------
Report
-----Main Idea
-----------------------------------------------------------------------------------------------------------------------
----------------------------------------------
If readersare informedIf readers
are informed
If readersare supportive
If readersare supportive
If readersare eager to
have results first
If readersare eager to
have results first
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Audience Analysis andAudience Analysis andReport
OrganizationReport Organization
Indirect PatternIndirect Pattern
If readersneed to beeducated
If readersneed to beeducated Report
------------------------------------------------------------------------------------------------------------------------------------------
----------------------------Main Idea ----
Report
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main
Idea ----
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Audience Analysis andAudience Analysis andReport
OrganizationReport Organization
Indirect PatternIndirect PatternIf readers
need to bepersuaded
If readersneed to bepersuaded
Report
------------------------------------------------------------------------------------------------------------------------------------------
----------------------------Main Idea ----
Report
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main
Idea ----
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Audience Analysis andAudience Analysis andReport
OrganizationReport Organization
Indirect PatternIndirect Pattern
If readersmay be hostileor disappointed
If readersmay be hostileor disappointed
Report
------------------------------------------------------------------------------------------------------------------------------------------
----------------------------Main Idea ----
Report
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main
Idea ----
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Audience Analysis andAudience Analysis andReport
OrganizationReport Organization
Indirect PatternIndirect Pattern
If readersneed to beeducated
If readersneed to beeducated
If readersneed to bepersuaded
If readersneed to bepersuaded
If readersmay be hostileor disappointed
If readersmay be hostileor disappointed
Report
------------------------------------------------------------------------------------------------------------------------------------------
----------------------------Main Idea ----
Report
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main
Idea ----
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Applying the Writing ProcessApplying the Writing Process
to Reportsto 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.Research the data.Organize, analyze,
interpret, illustrate
the data.
Compose the first draft.Revise, proofread, and evaluate.
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Work Plan for a FormalWork Plan for a Formal
ReportReport Statement of problem Statement of purpose Sources
and methods of data
collection Tentative outline Work schedule
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Locating secondary print data Books card catalog, online catalog
Periodicals print indexes, CD-ROM indexes
Researching Report DataResearching Report Data
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Locating secondary electronic data Electronic databases The
Internet
World Wide Web search toolsGoogle AltaVistaHotBot 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?
Researching Report DataResearching Report Data
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Submitted by Pawan, PGPSE Student of AFTERSCHOOOL
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.
Researching Report DataResearching Report Data
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Researching primary data Surveys Interviews Observation
Experimentation
Researching Report DataResearching Report Data
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Illustrating Report DataIllustrating Report Data
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Functions of graphics To clarify data To condense and simplify
data To emphasize data
Illustrating Report DataIllustrating Report Data
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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 123 234 78
Freshmen 45 567 123
Illustrating Report DataIllustrating Report Data
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Forms and objectives of graphics Bar chart
To compare one item with others
Illustrating Report DataIllustrating Report Data
42
43
44
45
46
47
48
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
Enrollees
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Forms and objectives of graphics Flow chart
To display a process or procedure
Illustrating Report DataIllustrating Report Data
Receive Test
Floor
Shelves Ship
Re-box Re-stock
Repair
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Forms and objectives of graphics Organization chart
To define a hierarchy of elements
Illustrating Report DataIllustrating Report Data
C l a r i c eM a n a g e
W i l l i a mV i c e P r e s
S a l e s
J o h n D eM a n a g e
J o a n WV i c e P r e s
D e s i g n
G e o r g eF o r e m a
W a y n eV i c e P r e s
P r o d u c t
C h a r l e sP r e s i d e
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Forms and objectives of graphics Photograph, map,
illustration
To create authenticity, to spotlight a location, and toshow an
item in use
Illustrating Report DataIllustrating Report Data
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Pie ChartPie Chart
2001 MPM INCOME BY DIVISION
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Use four to eight segments for bestresults; if necessary, group
smallportions into one wedge calledOther.
Distinguish wedges with color,shading, or crosshatching.
Keep all labels horizontal.
Pie ChartPie Chart
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Bar ChartsBar 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 muchinformation, thus producing clutter and
confusion.
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Bar ChartsBar Charts
The length of each bar and segmentshould be proportional. Dollar
or percentage amounts should
start at zero.
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Documenting DataDocumenting Data
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Reasons for crediting sources Strengthens your argument
Gives you protection
Instructs readers
Documenting DataDocumenting Data
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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
Documenting DataDocumenting Data
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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.
Documenting DataDocumenting Data
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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 (usingcontrol-c), paste
them (using control-v) intodocuments that you will save in
appropriatesubfolders.
Documenting DataDocumenting Data
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Two Documentation Formats Modern Language Association
Authors name and page (Smith 100) placed in text;
completereferences in Works Cited.
American Psychological AssociationAuthors name, date of
publication, and page number placednear text reference (Jones,
2000, p. 99) . Complete referenceslisted at end of report.
Documenting DataDocumenting Data
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