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Organizing and Writing Typical Business Reports
By: Gabrielle Beaudoin-Lemay, Maurice Chung, Jillian Li On Wing, Omar Zaabri
INTERPRETING DATA
Converting Data
Tips for Converting Data Tabulate the responses Calculate percentages Round off figures to whole numbers Arrange in logical order Prepare table with title Include number of respondents
Cross Tabulations
Grids
http://www.qualtrics.com/survey-university/the-use-and-interpretation-of-cross-tabulation-analysis/
http://www.bespoke.com/docs/VSys/HTMLDocs/1.8/1812.htm
Correlations
3 M’s: Mean, Median, Mode
http://www.uth.tmc.edu/uth_orgs/educ_dev/oser/L1_3.HTM
http://www.bmglabtech.com/application-notes/fluorescence-polarization/false-positives-fluorescence-polarization-124.cfm
Conclusions
Tips for Writing Conclusions Interpret and summarize the findings Relate the conclusions to the report
problem Limit the conclusions to the data presented Number the conclusions and present in
parallel form Be objective, avoid exaggeration Use consistent criteria
Recommendations
Tips for Writing Recommendations Make specific suggestions Prepare practical recommendations Avoid conditional words Present each suggestion separately Number the recommendations Describe how recommendations may be
implemented if necessary Arrange in announced order where possible
ORGANIZATION OF DATA
Logically
Data can be organized logically by: Time: Chronologically Component: Location, division ect. Importance: Most important first Criteria: To evaluate choices easily Convention: Follow a plan everyone
understands
Reader Cues
Introduction Tells the purpose of the report Describes the significance of the topic Previews the main points and order
Transitions To present additional thoughts To suggest cause and affect To contrast ideas To show time and order To clarify points
Headings
TYPES OF REPORTS
INFORMATIONAL REPORTS
Types of Informational Reports Periodic Reports Trip Convention and Conference
Reports Progress and Interim Reports Investigative Reports
INFORMATIONAL REPORTS
Informational reports ordered logicallyi. Introductionii. Facts/Findingsiii. Summary/Conclusion
ANALYTICAL REPORTS
Types of Analytical Reports Justification/Recommendations Reports Feasibility Reports Yardstick Reports
ANALYTICAL REPORTS
Analytical Reports ordered logically Direct Pattern
i. Introduction/Problemii. Conclusions/Recommendationsiii. Facts/Findingsiv. Discussion/Analysis
Indirect Patterni. Introduction/Problemii. Facts/Findingsiii. Discussion/Analysisiv. Conclusions/Recommendations
List of Figures
F1: Cross-tabulations F2: Correlations Graph F3: The 3 M’s Mean, Median, Mode F4: Grids
Bibliography
Images› F1:
http://www.qualtrics.com/survey-university/the-use-and-interpretation-of-cross-tabulation-analysis/
› F2: http://www.bmglabtech.com/application-notes/fluorescence-polarization/false-positives-fluorescence-polarization-124.cfm
› F3: http://www.uth.tmc.edu/uth_orgs/educ_dev/oser/L1_3.HTM
› F4: http://www.bespoke.com/docs/VSys/HTMLDocs/1.8/1812.htm
Bibliography
WEBSITES “Business Report Writing.” Clayton State of University School of
Business. 17 Jan. 2006. Web. 21 Oct. 2011. <http://business.clayton.edu/arjomand/business/writing.html> “Common Business Reports.” Western Michigan University. 21 Aug. 2002. Web. 21 Oct. 2011. <http://homepages.wmich.edu/~bowman/rpttypes.html> “General and Business Report Writing.” University of
Huddersfield. Web. 25 Oct. 2011. <http://hospitality.hud.ac.uk/studyskills/writing/reportWriting/index.htm>
Bibliography
Wikipedia “Business report writing.” Wikipedia. 8 Nov. 2011. Web. 8 Nov. 2011.<http://en.wikipedia.org/wiki/Business_report_writing>
Blogs “Business Report Writing.” Custom Writing. 4 May 2007. Web. 22 Oct. 2011. <http://custom-writing.org/blog/writing-tips/free-report-writing-tips/132. html>
Gaertner-Johnston, Lynn. Business Writing. Syntax Training, 2004. Web. 22 Oct. 2011. <http://www.businesswritingblog.com/>
Textbooks TEXTBOOK Guffey, Mary Ellen, Kathleen Rhodes, and Patricia Rogin. Business Communication: Process and Product. 3rd brief Canadian ed. Toronto: Nelson Education, 2012. Print.
Bibliography
ZENOME “Business Communication: Process and Product -13”. Zenome
– The Directory of Communities. Web. 9 Nov. 2011. http://zenome.com/directory/index.php?parentID=007.063.013&desc=13-
Zenome is a community-based website where communities can share their own interests with others. Communities can visit, create and edit any community that interests them.