Managerial Communication 09

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Managerial Communication 09
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Review
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Long Reports

• Report on Oil Spill in Gulf of Mexico
• Entering Europe (for Dabur)

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Business Reports

• Types
• Preparation
• Organization
• Presentation

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Meaning and Classification of Business Reports

• Business Reports Definition.
• Business Report is an impartial, objective,
  planned presentation of facts to one or more
  persons for specific, significant business
  purpose.
• The report facts could relate to events,
  conditions, qualities, progress, results,
  products, problems, or suggested solutions.

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Long Formal Report

• The length of a long report is not less than 10
  pages, and the report usually includes the
  following parts some of the parts optional
• Prefatory Parts
• Cover title fly title page letters of
  authorization acceptance
• approval transmittal acknowledgements
  (abstract, synopsis, executive summary) table of
  contents table of tables.
• Report Body
• Introduction, Text or body, Terminal section.
  
• Supplemental Parts
• Appendix, bibliography or endnotes, glossary,
  index.

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Business Reports Classification

• Function informational or analytical.
• Subject matter accounting, advertising, finance,
  marketingetc.
• Formality formal or informal, the formal is long
  and the informal is short report.
• Formal reports always include some of or all
  these prefatory and supplemental parts
• prefatory parts
• cover title fly title page letters of
  authorization acceptance approval
• transmittal acknowledgements (abstract,
  synopsis, or executive summary) table of
  contents table of tables.

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• Supplemental parts
• appendix, bibliography or endnotes, glossary,
  index.
• some informal reports may include, in addition to
  the body, a title page,
• transmittal, endnotes, and appendix.
• Origin authorized or voluntary, private or
  public.
• Frequency of issue periodic or special.
• Type or Appearance influenced by length and
  formality.
• informal and short reports memorandum, letter, a
  printed form

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Preparation before Writing Reports

• Define the Problem, Purpose, and Scope
• Consider Who will Receive the Report
• Determine Ideas to Include
• Collect Needed Material
• Secondary/ Primary
• Sort, Analyze, and Interpret Data
• Organize Data and Prepare Final Outline

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• Text or body
• The longest portion of any report body, Its title
  may be Discussion, Findings or Data.
• Terminal section
• It is based on the text discussion no new
  material included.
• The terminal section for the informational report
  is called Summary.
• For analytical report is called Conclusions or
  Recommendations or combination.

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Main Parts of the Report

• Introduction
• Authorization,
• Plan of presentation (layout),
• Problem,
• Purpose,
• Scope,
• Methodology,
• Sources,
• Background or (history of the situation being
  investigated),
• Definition of Terms, (introduction, a glossary at
  the end, or text)
• Limitations,
• Brief Statement of the Results or Recommendation.

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• Text or body
• The longest portion of any report body, Its title
  may be Discussion, Findings or Data.
• Terminal section
• It is based on the text discussion no new
  material included.
• The terminal section for the informational report
  is called Summary.
• For analytical report is called Conclusions or
  Recommendations or combination.

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Organization and Outline of Report Body

• when you choose the organizational plan for the
  entire report body and text section, you should
  consider the reader, purpose, and subject matter.
• Plans for Organizing Report Body
• Two ways to organizing a report body deductive
  and inductive arrangement.

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Deductive Arrangement

• Deductive Arrangement direct is common way in
  organizing business reports.
• The three sections may be arranged in one of
  these two ways
• Terminal section
• Introduction
• Text (discussion explanation)
• Or
• Introduction
• Terminal section
• Text (discussion explanation)

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Inductive Arrangement indirect.

• The three sections are arranged as the following
  
• Introduction
• Text (discussion explanation)
• Terminal section

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Ways to Organize Report Text Section

• By criteria or topics
• This is the most common way.
• The main headings could be the standards,
  factors, solutions, benefitsetc.
• By order of occurrence. Progress reports,
• By order of location or space.
• By procedure or process.
• By order of importance or by alphabetization.
• By order of familiarity or simplicity.
• By sources.
• By problem solution.

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• For example, organizing report text section by
  criteria.
• The problem is to replace the old PCs by new PCs.
• DISCUSSION
• Reliability
• Service
• Warranty Period
• Price
• Case Style

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Methods of Outlining

• Methods of Outlining
• It is becoming your table content.
• Before writing the report, the outline helps you
  to see the relationship between topics, compare
  proportions and headings, check for loopholes in
  logical order, and eliminate overlapping.
• you need to consider Types of Heading, Formats of
  Outline, and Parallelism in Heading.
• Type of Heading
• For wording heading, you can choose from four
  type of heading
• Topic single words (nouns), a few words, or
  short phrases. Globalization
• Complete sentence heading Globalization is a
  Syndrome of Process and Activities
• Imperative sentence heading Keep Driving Record
  Clear
• Variant heading Improving Employees
  Productivity

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• A good Heading should indicate the Subject
  Matter. It is better not to use more than eight
  words. If your topic is one word, make sure that
  the word not to be too Broad.

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Formats of Outline

• After choosing your organizational plan and the
  wording of your main headings, you next choose a
  way to show levels degrees) for various items in
  your outline.
• For long report, three ways to number heading
  degrees.
• Numeral-Letter Combination it is used in
  business.
• Decimal System it is used in scientific and
  technical reports.
• Letter- Numeral Combination it is used by those
  who prefer letters before main heading and they
  do not need the additional degree that is
  possible with Roman numerals.

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• Degree of Heading Numeral-Letter
  Combination
• 1st
  I.
• Introduction 2d
  A.
• 2d
  B.
• 2d
  C.
• 1st
  II.
• 2d
  A.
• Text/ 3d
  1.
• Discussion 3d
  2.
• 2d
  B.
• 3d
  1.
• 3d
  2.
• 4th
  a.
• 4th
  b.
• 5th
  (1)

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• 1st
  III.
• 2d
  A.
• Text/ 3d
  1.
• Discussion 3d
  2.
• 2d
  B.
• 3d
  1.
• 3d
  2.
• 1st
  IV.
• 2d
  A.
• 3dh
  1.
• 3d
  2.
• 2d
  B.
• 3d
  1.
• 3d
  2.
• Terminal 1st
• 2d

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Five Important Cautions

1. Place the most important ideas (Criteria) in the
   highest degrees of heading, considering report
   length, subject matter, and reader.
2. Try to balance the sections as well as possible.
   For example, if section II.A, had 12 subheading
   and section II.B had no subheading, the
   proportion would be lopsided. Then try to narrow
   the scope of heading II.A (by rewarding it and by
   rearranging facts) and broaden II.B.
3. Have at least two subheading if you divide any
   topic for example, A.1 and A.2 never ever only
   A.1.
4. The number of section headings neither too many
   nor too few. Usually three to seven main sections
   are desirable.
5. Do not consider the report title as a section
   heading, and do not begin the first sentence with
   exactly the same words as the heading.

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Parallelism in Heading

• For parallel, consistent, and construction all
  headings of the same degree within any part of an
  outline should be parallel to each other. They
  should have the same grammatical form- all nouns,
  all phrases, or all sentences. For example, the
  following headings should be parallel to each
  other
• I, II, III, IV, V.
• A, B, C under I.
• 1, 2, 3 under II.A
• 1 and 2 under II.B
• a and b under II.B.2etc. However,
  subheadings 1, 2, 3 under II.A need not be
  parallel with subheadings 1 and 2 under II. B,
  and other third-degree subheadings in other
  sections.

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Visual Aids

• To improve both readability and appearance of a
  report, you should use heading and when desirable
  also graphic materials.
• Heading and Subheading as Directional Signs
• The headings you have selected for your final
  outline will be directional signs for the reader
  of the finished report. Headings help direct the
  reader through the entire presentation.
• System of styling the headings
• FIRST-DEGREE HEADINGS
• (Centred and in all capitals-caps)
• Second- Degree Headings
• ( Centred, caps and lowercase, underlined)
• Third-Degree Headings
• (left margin, caps and lowercase, underlined)

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• Fourth-degree headings. -- (Indented, underlined,
  lowercase paragraph begins on same line).
• Fifth-degree headings (Indented, underlined
  sentence begins with the heading).

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Sample Graphics for Quantitative and Other Data

• Tables
• Bar Graphs
• Pie Charts
• Line Graphs
• Area Graph
• Pictogramsetc.

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Cover Design and Wording of Title

• Wording Title Includes
• Who the company
• What the subject matter
• When the year
• Where the country
• Why the objective

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How to Make References

• Author Name (Year) Title, PP. (2-5).

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Essential Components of a Report

1. Covering letter
2. Title Page
3. Title Fly
4. Internal Title
5. Abstract/ Executive Summary
6. Table of Contents
7. Table of Figures/ Charts
8. Table of Tables
9. Introduction/ Background
10. Problem Analysis and Identification

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Essential Components of a Report

1. Methodology
2. Data Analysis
3. Conclusions
4. Recommendations
5. Bibliography/ References
6. Footnotes and Endnotes
7. Appendix/ Annexures
8. Glossary
9. Index

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Assignment

• You have to prepare a report on one of the
  following
• Annual Consumer Survey on Indian Cars
• Report on BPO Sector Current status and future
  challenges
• Project Report on investment of Rs 100 Cr in a
  Road Construction (Report to be submitted to
  Bank)
• Employee Engagement Survey Report
• All India Sales Report for a White Goods Company.

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Guidelines and rules

• All secondary data should be referenced and
  verifiable.
• All primary data can be imaginary.
• Report could be between 40 to 50 pages long.
• Report should be electronically submitted to
  ynkaushal_at_gmail.com
• Report should be in PDF format.
• Report file should be named as Report (Roll No.)
  (Name).pdf
• Collaboration and Plagiarism will attract 0
  (zero) marks