Business Reports Overview

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Questions and Answers

Reports in today’s business environment range widely in length and purpose, help organizations sift through data and make decisions, and ______.

can be delivered orally or digitally

Reports that present data without analysis or recommendations are _______.

  • analytical reports
  • informational reports (correct)
  • justification reports
  • cost-benefit analysis reports

Which of the following should be written as an informational report?

  • A comparison of five handheld communication devices that your company might purchase
  • A summary of information presented at a recent conference for technical writers (correct)
  • A feasibility study addressing possible tuition reimbursement for employees
  • A recommendation from the Information Technology Department that your company install a wireless network

Reports that provide data or findings with analyses and conclusions are _______.

<p>analytical reports (A)</p> Signup and view all the answers

Which of the following reports is an example of an analytical report?

<p>A report recommending an antiterrorism security system for mass transit (C)</p> Signup and view all the answers

E-mail, PDF files, and PowerPoint slides are all examples of digital means of submitting reports.

<p>True (A)</p> Signup and view all the answers

Based on their function, business reports typically fall into one of two categories: instructional or persuasive.

<p>False (B)</p> Signup and view all the answers

An informational report presents data without analysis and recommendations.

<p>True (A)</p> Signup and view all the answers

The direct organizational strategy presents the purpose for writing near the beginning of a report.

<p>True (A)</p> Signup and view all the answers

Reports should be organized using the direct strategy when the readers are informed or supportive of the topic.

<p>True (A)</p> Signup and view all the answers

Analytical reports should always follow the indirect organizational strategy.

<p>False (B)</p> Signup and view all the answers

To show your respect for the reader, reports should always be written using a formal style.

<p>False (B)</p> Signup and view all the answers

First-person pronouns and contractions are acceptable in business reports.

<p>True (A)</p> Signup and view all the answers

What type of research source produces excellent firsthand information?

<p>Interviews (C)</p> Signup and view all the answers

Surveys are considered a source of secondary data.

<p>False (B)</p> Signup and view all the answers

Business writers often use electronic resources such as government sites, news media, periodicals, nonprofit organizations, social networking sites, and blogs to conduct research for business reports.

<p>True (A)</p> Signup and view all the answers

Surveys provide the richest, most accurate firsthand information.

<p>False (B)</p> Signup and view all the answers

Informational reports often describe periodic, recurring activities as well as situational, nonrecurring events.

<p>True (A)</p> Signup and view all the answers

Most informational reports have one thing in common: a neutral or receptive audience.

<p>True (A)</p> Signup and view all the answers

Informational reports should be written using the direct organizational strategy.

<p>True (A)</p> Signup and view all the answers

Progress reports are written for only internal readers.

<p>False (B)</p> Signup and view all the answers

Meeting minutes should include the precise wording of motions, including a count of votes and actions taken.

<p>True (A)</p> Signup and view all the answers

The minutes of a meeting should identify the names of individuals present and absent.

<p>True (A)</p> Signup and view all the answers

Flashcards

What is a business proposal?

A persuasive document that outlines a plan to solve a problem, provide a service, or sell a product. It can be solicited (requested) or unsolicited (unprompted).

What is a grant request?

A type of proposal written to obtain funding from agencies or organizations that support different causes.

What is a request for proposal (RFP)?

A document that formally requests bids from potential suppliers for the delivery of a specific service, project, or product. It outlines the needs and requirements of the organization.

Why is a deadline for acceptance included in a proposal?

To create a sense of urgency and encourage a prompt response from the potential client or funder.

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What are the key characteristics of effective proposals?

They are persuasive documents that explain the advantages and value of the proposed solution, and showcase the author's expertise.

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What is the purpose of the background section in a proposal?

It explains the problem and goals of the project, highlighting your complete understanding of the issue.

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What information should be included in the staffing section of a proposal?

It outlines the qualifications and experience of the team who will manage the project.

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What is the purpose of the budget section in a proposal?

It provides a detailed breakdown of estimated costs associated with the proposed project.

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What is the main difference between formal reports and formal proposals?

They are similar to formal proposals in terms of structure and tone, but focus on presenting the results of research and analyses, rather than proposing a specific solution or change.

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What is a purpose statement in a formal report?

A clear and concise statement that outlines the primary goal or objective of the report. It answers the question 'What is this report intended to achieve?'

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What is chronological organization?

It helps you organize information by presenting it in the order it happened.

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What is compare/contrast organization?

It's a method for organizing information by comparing and contrasting two or more items. It helps to highlight the similarities and differences between them, providing a clear analysis.

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What is spatial organization?

It's a technique for organizing information by its geographical location. It's great for reports that analyze data across regions or areas.

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Define primary research data.

It is information gathered firsthand through direct observation, surveys, or interviews.

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Define secondary research data.

It is information that comes from reading what others have experienced and observed. Examples include published research, articles, books, and reports.

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What are some criteria for assessing the credibility of a web page?

Credible sources tend to be well-edited with accurate and well-researched content.

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Why are open-ended questions preferred in interviews?

It allows for more open-ended responses and can provide rich insights into the participant's perspective.

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Why is proper documentation of sources important in business reports?

It ensures that the reader can easily follow the flow of information and understand the source of the ideas presented.

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Define plagiarism.

It involves taking someone else's words or ideas and presenting them as your own, without appropriate attribution.

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Define paraphrasing.

It is a technique for expressing someone else's ideas in your own words, while still acknowledging the original source.

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What are some guidelines for using direct quotes in a report?

It's crucial to note that when you are quoting a source, it must be exactly as it was published or spoken, with all punctuation and capitalization intact.

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Why are graphics important in business reports?

They make information more accessible and engaging for readers and are particularly effective for presenting complex data.

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What should be considered first when choosing a graphic for a report?

It's about choosing a graphic that best serves the purpose and audience.

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What is the utility of line charts in reports?

They offer a clear visual representation of the relationship between data points and how they change over time.

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Why are pie charts useful in reports?

They are effective for depicting the proportion of different parts that make up a whole.

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What is a flowchart?

It's a graphic that presents a step-by-step visual illustration of a process.

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What is the purpose of the table of contents in a formal report?

It helps the reader quickly locate content within a long report.

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Define a letter of transmittal.

It's a formal letter that introduces the report and its contents to the intended recipient. It usually summarizes key findings and recommendations.

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Study Notes

Informal Reports

  • Reports in today's business environment vary in length and purpose
  • They help organizations sift data and make decisions
  • Can be delivered orally or digitally
  • Typically stored on off-site cloud servers for security

Data Presentation in Reports

  • Informational reports present data without analysis or recommendations
  • Analytical reports analyze data and make recommendations
  • Cost-benefit analysis reports evaluate the value and costs involved in a decision
  • Justification reports explain choices made and decisions taken

Report Types

  • Informational reports present data without analysis or recommendations
  • Analytical reports provide data, analyses, conclusions, and recommendations
  • Summary reports condense longer reports/publications into condensed versions
  • Progress reports provide updates on a particular project
  • Feasibility reports assess the practicality of a plan of action

Writing Style

  • Informal writing style uses contractions, first person pronouns, and shorter sentences, amongst other characteristics.
  • Formal writing style uses more formal words and precise grammatical structures

Report Organization

  • Direct organizational strategy presents information in the order: introduction/background, facts/findings, and summary
  • Indirect organizational strategy presents information in the order: introduction/problem, facts/findings, discussion/analysis, and recommendations/conclusions

Visual Aids

  • Infographics are visual representations of data that display complex information clearly
  • Talking headings describe the content and provide more information to the reader than functional headings
  • Functional headings show the sections of a report
  • Tables are a way of organizing and presenting data in rows and columns

Research and Data

  • Primary data comes from firsthand experience and observation
  • Secondary data comes from reading what others have experienced or observed

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