Chapter 8 short reports

Business Reports

PurposeTo convey essential information in an

organized, useful format.The ability to convey information of any sort

remains a highly marketable skill!

A well prepared report…

…contains complete, accurate information …may vary from expense to profits, to sales,

etc. …is often meant to influence decisions …must be clear, concise and readable

FormatsBrief Informal

In House Use

Longer, Formal

National, public distribution May contain charts, tables,

graphs, etc.

Formal Reports Longer and more thorough Extensive gathering of information in

stylized format Library research, surveys, interviews,

experimentation Organized Data

Organization Title Page Table of Contents Abstract Introduction Summary Body Conclusion

Recommendations Appendix Bibliography/References

Types of ReportsPG. 284

Record Report Statistical Report Progress Report Investigative Report Recommendation Report Incident/Trouble Report

Rules & StyleRules

Cite your sources! Date your report Keep a copy for your own

reference

Style Depends on the audience Informal: OK to use “I’ and

“we” Formal: Impersonal, third

person

Short Reports

Why Short Reports are Important

Tell whether Work is being completed Schedules are being met Costs have been contained Sales projects are being met Unexpected problems have been solved

Informal Reports Common Form Usually 5 or fewer pages Drafted in memo form (in house) Prepared quickly (Information is casual

and unscientific) Thorough and Factual Defines your purpose and expresses the

precise reason for the report

Organization (General)

•1st Para: Main idea is clear and concise

•2nd Para: Develop main point with supporting details

•3rd Para: State objective conclusion; comments & recommendations

7 Guidelines for Short Reports

How will your audience use your report? Do the necessary research Be objective and ethical Organize carefully Use Reader-Centered Headings, Bullets,

Numbering, and Visuals Write clearly and concisely Choose most appropriate format

OrganizationMost have 3 or 4 main parts: Introduction Body Conclusion Recommendations

Reader-Centered Design

Help readers locate and digest information quickly

Make your report look professional, readable and easy to follow

Be consistent in your design and format Include only the most relevant visuals Place visuals in the most appropriate place

Types of Short Reports Periodic Sales Progress Trip/Travel Reports Incident Reports

Progress ReportReveals whether you are… Specifying what work has been done Keeping on your schedule Staying within your budget Using the proper technology/equipment Making the right assignments Identifying an unexpected problem Providing adjustments in schedules, personnel, etc. Indicates what work remains to be done

Parts of a Progress Report

Brief Introduction Indicate why you are writing Provide necessary project titles, codes, dates Help readers recall the job you are doing for them

Body Provide details about costs, materials, personnel,

and times Includes work you have done; Work you are

presently doing Conclusion

Timetable for completion of duties

Trip/Travel Reports Answer the following questions:

Where did you go? When did you go? Why did you go? What did you see? Whom did you see? What did they tell you? What did you do about it?

Gathering Information Before you leave…

Get instructions Check files for previous correspondence, case studies,

etc. Download work orders, instructions, etc… Make notes of what you saw and heard Save all receipts

When you get back… Write your report promptly Exclude irrelevant details Be objective Double check facts

Incident Reports Parts

Identification Details Type of Incident Time/Location of Incident Description of what happened What was done after the incident What caused the incident Recommendations?

Incident Reports: Protecting Yourself Legally

Submit your report promptly Double-check spelling

Names, pieces of equipment, etc. Be accurate, objective and complete Give facts, not opinions Do not exceed professional responsibilities

Answer only what you are qualified to answer