Informal Reports and Their Organization
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Reports in today's business environment range widely in length and purpose, help organizations sift through data and make decisions, and _____.

  • are nevertheless becoming obsolete
  • can be delivered orally or digitally (correct)
  • should never be stored on cloud servers off-site for security purposes
  • are used strictly for providing information

    • Reports that present data without analysis or recommendations are _____.

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

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

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

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

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

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

    <p>True</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</p> Signup and view all the answers

    An informational report presents data without analysis and recommendations.

    <p>True</p> Signup and view all the answers

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

    <p>True</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</p> Signup and view all the answers

    Analytical reports should always follow the indirect organizational strategy.

    <p>False</p> Signup and view all the answers

    Although you may organize analytical reports indirectly, you may also organize them directly, especially when readers are supportive of or are familiar with the topic.

    <p>True</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</p> Signup and view all the answers

    What type of statement is crucial in defining the focus of a report?

    <p>Purpose</p> Signup and view all the answers

    Chronological organization arranges ideas by order of importance.

    <p>False</p> Signup and view all the answers

    What organizational pattern should be used for 'before and after' scenarios?

    <p>Compare/Contrast</p> Signup and view all the answers

    Primary research data can be defined as ______.

    <p>information gathered firsthand through direct investigation or observation</p> Signup and view all the answers

    How should Tyler organize his report on GlobalCom, Inc.'s market share of cell phone subscriptions?

    <p>Geographically with sections for each region</p> Signup and view all the answers

    Reviewing a report's mechanics before submission includes checking for content accuracy.

    <p>False</p> Signup and view all the answers

    Match the following organizational patterns with their descriptions:

    <p>Chronological = Arranged by time Compare/Contrast = Highlights similarities and differences Geographical = Sections based on location Functional = Organized by type or function</p> Signup and view all the answers

    What is the primary purpose of writing a purpose statement in formal reports?

    <p>To define the focus and direction of the report</p> Signup and view all the answers

    Which statement is true regarding the use of first-person pronouns in reports?

    <p>They are acceptable in informal reports.</p> Signup and view all the answers

    The memo format is only suitable for long formal reports.

    <p>False</p> Signup and view all the answers

    What type of report format is most effective for visually displaying complex information?

    <p>Infographics</p> Signup and view all the answers

    The ________ format is appropriate for longer, more formal reports.

    <p>manuscript</p> Signup and view all the answers

    When creating talking headings, what is the recommended approach?

    <p>Write a few paragraphs first.</p> Signup and view all the answers

    Reports should only be written in a formal style to show respect for the reader.

    <p>False</p> Signup and view all the answers

    Match the report formats with their typical usage:

    <p>Infographics = Visual representation of data Memo = Short informal reports Manuscript = Longer formal reports Discussion of Findings = Functional heading example</p> Signup and view all the answers

    The report format relies on its intended audience, length, topic, and ________.

    <p>purpose</p> Signup and view all the answers

    What is the primary purpose of an executive summary?

    <p>To summarize key points for management</p> Signup and view all the answers

    An effective summary should include specific examples from the original document.

    <p>False</p> Signup and view all the answers

    Most formal report writers primarily use primary sources for their research.

    <p>False</p> Signup and view all the answers

    What percentage should a summary ideally condense a report by?

    <p>85 to 90 percent</p> Signup and view all the answers

    When organizing a report that discusses customer complaints, which order should be used?

    <p>Chronological order</p> Signup and view all the answers

    A report summarizing a lengthy government document for a specific audience is called a __________.

    <p>summary</p> Signup and view all the answers

    What is the primary purpose of using direct quotations in reports?

    <p>To provide objective data and establish severity</p> Signup and view all the answers

    Which guideline is essential when preparing a summary report?

    <p>Include the main idea and source of the document.</p> Signup and view all the answers

    What type of data results from firsthand experience and observation?

    <p>Primary data</p> Signup and view all the answers

    Analytical reports are mostly intended for external audiences.

    <p>False</p> Signup and view all the answers

    All intellectual property should be assumed as copyrighted.

    <p>True</p> Signup and view all the answers

    Secondary data are easier and cheaper to develop than _____ data.

    <p>primary</p> Signup and view all the answers

    Print resources are no longer considered credible sources for business reports.

    <p>False</p> Signup and view all the answers

    What should meeting minutes include as part of their formal documentation?

    <p>Name and signature of the person recording the minutes</p> Signup and view all the answers

    What visual aid is most frequently used in reports?

    <p>Table</p> Signup and view all the answers

    Using graphics in reports helps simplify complex ideas, emphasize key data, and ______.

    <p>make key information easier to remember</p> Signup and view all the answers

    Why is it important to look for the sponsor of a Web page?

    <p>To assess its authority and credibility</p> Signup and view all the answers

    Match the following types of data with their descriptions:

    <p>Primary Data = Firsthand experience and observation Secondary Data = Information compiled from primary sources Database = Digital collection of information accessible by devices Formal Report = A structured document that presents findings</p> Signup and view all the answers

    Which visual aid is recommended for showing changes over time?

    <p>Line chart</p> Signup and view all the answers

    Databases only provide bibliographic information and no full-text documents.

    <p>False</p> Signup and view all the answers

    Pie charts are the best way to demonstrate a procedure.

    <p>False</p> Signup and view all the answers

    Match the following types of visual aids with their primary usage:

    <p>Table = Presenting quantitative or verbal information Flowchart = Explaining procedures Line chart = Showing trends over time Pie chart = Displaying proportions</p> Signup and view all the answers

    What is a common characteristic of well-constructed graphics in reports?

    <p>They enhance the understanding of presented data</p> Signup and view all the answers

    What is the main purpose of a feasibility report?

    <p>To advise on a decision immediately in the opening</p> Signup and view all the answers

    Yardstick reports analyze a single solution against pre-established criteria.

    <p>False</p> Signup and view all the answers

    What type of report presents data along with analysis and recommendations?

    <p>Analytical report</p> Signup and view all the answers

    Business reports can typically be categorized as _____ and analytical.

    <p>informational</p> Signup and view all the answers

    When should the direct organizational strategy be used in reports?

    <p>When readers are informed or supportive of the topic</p> Signup and view all the answers

    An informational report includes analysis and recommendations.

    <p>False</p> Signup and view all the answers

    Match the type of report with their characteristics:

    <p>Informational Report = Data presented without analysis Yardstick Report = Comparison of multiple solutions Feasibility Report = Decision advice with background information Analytical Report = Presents data with analysis and recommendations</p> Signup and view all the answers

    E-mail, PDF files, and PowerPoint slides are all forms of submitting _____ reports.

    <p>digital</p> Signup and view all the answers

    What distinguishes an analytical report from an informational report?

    <p>Analytical reports emphasize reasoning and conclusions.</p> Signup and view all the answers

    Which term is often used interchangeably with justification or recommendation reports?

    <p>Internal proposals</p> Signup and view all the answers

    When presenting a recommendation in a report where the audience is likely to be agreeable, what is the suggested order of ideas?

    <p>Identify the problem, announce the recommendation, explain, and provide action.</p> Signup and view all the answers

    If you are tasked with presenting your research on the best copier options, which report would you write?

    <p>Justification/recommendation report</p> Signup and view all the answers

    Which type of report assesses the feasibility of proceeding with a plan, such as employing an external accounting firm?

    <p>Feasibility report</p> Signup and view all the answers

    In which type of report should the decision be announced immediately in the opening?

    <p>Summary report</p> Signup and view all the answers

    Which organization pattern is recommended for presenting justification or recommendations in reports?

    <p>Direct strategy</p> Signup and view all the answers

    Why would primary research data be preferred in report writing?

    <p>It reflects firsthand experience and observation.</p> Signup and view all the answers

    What is the main purpose of using direct quotations in a piece of writing?

    <p>To duplicate exact wording before criticizing an idea</p> Signup and view all the answers

    Which guideline is crucial to follow to avoid issues with direct quotations?

    <p>Summarize the direct quotation after presenting it</p> Signup and view all the answers

    When using a long quotation, what is an effective strategy to employ?

    <p>Summarize and introduce it in your own words</p> Signup and view all the answers

    What should you assume regarding intellectual property rights to avoid copyright infringement?

    <p>All intellectual property is copyrighted unless stated otherwise</p> Signup and view all the answers

    Why are graphics important in business reports?

    <p>Readers understand visuals quicker than written information</p> Signup and view all the answers

    What section of a report is deemed most important to the reader?

    <p>Conclusions and Recommendations</p> Signup and view all the answers

    What is a recommended practice when incorporating direct quotations?

    <p>Introduce quotations with a summary to provide context</p> Signup and view all the answers

    What effect might result from overusing direct quotations in a report?

    <p>It might lead readers to think you have few original ideas</p> Signup and view all the answers

    How should sources be arranged in the bibliographic section of a report?

    <p>Alphabetically</p> Signup and view all the answers

    In which sections of a proposal should the project completion date typically be mentioned?

    <p>Proposal, Plan, and Schedule, and Conclusion and Authorization</p> Signup and view all the answers

    What action can help resolve issues related to copyright while using third-party content?

    <p>Requesting permission from the copyright owner</p> Signup and view all the answers

    What does RFP stand for in a business context?

    <p>Request for Proposal</p> Signup and view all the answers

    What distinguishes a formal report from a formal proposal?

    <p>A formal report presents thorough investigation and analysis.</p> Signup and view all the answers

    What is a key characteristic of informational reports?

    <p>They provide nonsensitive data without analysis.</p> Signup and view all the answers

    Why is it beneficial to prepare a written purpose statement for a report?

    <p>It provides a standard that keeps the project on target.</p> Signup and view all the answers

    What type of data is primarily derived from firsthand experience?

    <p>Primary data</p> Signup and view all the answers

    Which statement best describes the audience for most informational reports?

    <p>An audience that is neutral or receptive to the report's content.</p> Signup and view all the answers

    What should Kendra do first when writing her conference report?

    <p>Identify the event at the beginning of her report.</p> Signup and view all the answers

    What is the main purpose of using graphs and other visual aids in reports?

    <p>To condense information into simpler formats.</p> Signup and view all the answers

    Which type of report specifically provides updates on the status of a project?

    <p>A progress report</p> Signup and view all the answers

    In which scenario might a progress report be necessary?

    <p>For assessing the work of a committee preparing for an open house.</p> Signup and view all the answers

    What is a recommended approach when organizing a trip or conference report?

    <p>Utilize headings and bullet points to enhance readability.</p> Signup and view all the answers

    What should be included in a progress report to ensure it is informative?

    <p>A summary of key topics and status updates.</p> Signup and view all the answers

    Which of the following best represents the structure of an effective progress report?

    <p>Summary of key issues, progress made, upcoming tasks.</p> Signup and view all the answers

    What should you assume about all intellectual property created after 1989?

    <p>It is likely under copyright protection.</p> Signup and view all the answers

    Which visual aid is most effective for presenting numerical data in a systematic format?

    <p>Table</p> Signup and view all the answers

    Why are pie charts considered inappropriate for demonstrating procedures?

    <p>They show percentages rather than steps.</p> Signup and view all the answers

    Which type of chart should be used to effectively display changes over time?

    <p>Line chart</p> Signup and view all the answers

    In what scenario should graphics be utilized in reports with complex data?

    <p>To enhance understanding and retention of key data</p> Signup and view all the answers

    What feature characterizes the major advantage of line charts?

    <p>They depict changes occurring over periods.</p> Signup and view all the answers

    What is a significant guideline to follow when paraphrasing text?

    <p>Read the original and write a new version from memory</p> Signup and view all the answers

    What is the main benefit of using flowcharts in reports?

    <p>They simplify and clarify procedures.</p> Signup and view all the answers

    Which advice about using color in graphics is recommended?

    <p>Restrict the use of color to avoid distractions.</p> Signup and view all the answers

    What is typically included after the table of contents in a formal report?

    <p>Executive summary</p> Signup and view all the answers

    What purpose does a letter or memo of transmittal serve?

    <p>To announce the topic and how the report was authorized.</p> Signup and view all the answers

    What is an important guideline for preparing a table of contents?

    <p>Include all front matter components and major headings.</p> Signup and view all the answers

    What is the primary focus of an executive summary in a report?

    <p>To summarize the main findings and recommendations.</p> Signup and view all the answers

    How should major headings in a table of contents be presented?

    <p>Left-aligned with leaders.</p> Signup and view all the answers

    What is a crucial aspect of including graphics in a report?

    <p>Graphics must clearly communicate information independently.</p> Signup and view all the answers

    Study Notes

    Informal Reports

    • Reports in today's business environment cover a wide range of lengths and purposes. They aid in sifting through data to help organizations make decisions.
    • Reports are delivered orally or digitally.
    • Many reports are stored on cloud servers off-site.
    • Reports can include only information or both information and analysis/recommendations.
    • Informational reports only present data without analysis or recommendations.
    • Analytical reports present data with analysis and conclusions, perhaps recommendations.
    • Analytical reports might aim to influence readers to act or think differently.

    Report Organization

    • Direct strategy is best for informed, supportive, or eager readers. Information, findings, and summary present first
    • Indirect strategy is best for readers who are not supportive or may be hostile toward report's findings.
    • Indirect strategy starts with introduction/background, followed by findings, discussion, and analysis and, lastly, conclusions and recommendations.
    • Informational reports generally follow a direct strategy; this is common for reports presenting data.
    • Reports should have appropriate heading levels.
    • Use parallel construction for clear communication within headings.
    • Keep headings short but clear, and punctuate them appropriately.
    • Reports typically should include at least one heading per page.

    Report Formats and Styles

    • A good formal report will include headings, appropriate style and organization, and attention to detail
    • Informal reports can be memos, emails, or letters
    • Formal reports can also be memos, emails, or letters
    • Very formal reports may include a manuscript/written report which is more extensive
    • Informal reports can use contractions, first-person pronouns, simple sentences, and familiar words.

    Primary and Secondary Data

    • Primary data are observed and recorded firsthand; these directly involve the writer.
    • Secondary data come from others' experiences/observations.

    Report Types

    • Informational reports: present data without analysis or recommendations
    • Analytical reports: present data AND analysis/conclusions, sometimes recommendations
    • Justification/recommendation reports: analyze problem, discuss options, and provide recommendations
    • Feasibility reports: assess practicality of a proposal or course of action (e.g., "Will this proposal work?")
    • Yardstick reports: use consistent criteria to compare alternatives
    • Progress reports: give status updates regarding a project or task
    • Trip reports: summarize a trip or meeting, useful for sharing information among members of the same work group
    • Meeting minutes reports: record the details of a meeting (present/absent members, motions, votes taken)

    Report Writing and Style

    • Reports use formal style in general, particularly if they involve official information-often with company-specific expectations for format and style
    • Contractions are often acceptable in informal reports for all audiences
    • Summaries: should be accurate, concise, and clear. They should only include essential information, omitting illustrations, examples, and any supporting reference materials. Summaries of reports should be significantly shorter than the original document

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    Related Documents

    Chapter 09 Informal Reports PDF
    Business Report Formats and Styles PDF

    Description

    This quiz covers the characteristics and organization of informal reports in the business environment. Learn about different types of reports, their purposes, and the strategies for effectively presenting information. Test your knowledge on organizing reports for various audiences and their respective needs.

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