Chapter 8 Flashcards
Information reports
Reports that present data without analysis or recommendations are primarily informational.
Analytical reports
Reports that provide analysis and conclusions as well as data are analytical. May also provide recommendations if requested.
When should the direct strategy be used for a report?
*If readers are informed
*If readers are eager to have results first
*If readers are supportive.
When should the indirect strategy be used for a report?
If readers need to be educated
If readers need to be persuaded
If readers may be disappointed or hostile.
What are the 5 formats of typical report channels?
*E-mail
*Digital slide deck (powerpoint)
*Inforgraphics
*Templates and forms
*Bound and published
Inforgraphics
Visual representations of data or information.
What are the basic guidelines to follow when creating effective report headings?
*Use a clear hierarchy of heading levels
*Capitalize and emphasize carefully
*Create grammatically equal heading levels
*For Short reports use one or two headings only
*Include at least one heading per report page, but don’t end the page with a standalone heading.
*Punctuate correctly
*Keep headings short but clear
Explain the difference between providing information and providing an analysis of information.
Providing information usually takes the form of an information report with three parts: introduction, findings, and summary. Information reports present data without analysis or recommendations. Writers of these reports collect and organize facts for the readers.
Analysis is the process of breaking down a problem into its parts to understand it better and solve it. Analytical reports attempt to provide the insight necessary to persuade readers to act or change their opinions.
Why are there two different patterns of organization for informal reports?
Direct pattern: Are the readers informed and supportive? Will the readers be eager to have the results first?
Indirect pattern: Do the readers need to be educated or persuaded? Will the readers be disappointed or hostile? This pattern seems most rational to readers because it follows the normal thought process: problem, alternatives (facts), and solution.
List the main report formats and when each should be used
Electronic format: Many reports are sent as emails. Emailed reports can be in the body of the email, or they can be attached to the email.
Letter format: This format is used for reports that are fewer than eight pages long. Letter format usually is prepared using a company letterhead.
Memo format: This format is most appropriate for short and informal reports that stay within an organization.
Digital format: Because reports are often presented within companies to managers and other employees, it has become increasingly common for informal internal reports to be created in PowerPoint or another presentation software.
Infographics format: Infographics are visual representations of data or information. They display complex information quickly and clearly and are easier to understand than written text.
Template format: Templates are used for repetitive data (sales reports, performance appraisals, merchandise inventories, expense claims, and personnel and financial reports).
Describe functional and talking headings and give an example of each
Functional headings are useful for routine reports. They provide only general information and are of minimal benefit to the reader. Examples: Introduction, Recommendations.
Talking headings provide more information and create interest for the reader. Sometimes called descriptive headings, they tell the reader about the content of a section. Examples: Inadequate Office Supplies, Short-Term Funding Proposal.
Define primary and secondary research and give two examples of each.
Primary research is designed to meet the specific needs of a business. Usually the business conducts the research or hires a research firm to do so. Primary research gives results that are tailored to the business itself. Examples of primary research include company records, observation and experience, and interviews, both personal and focus groups.
Secondary research occurs when a business uses previously completed studies and applies that data to the business’s particular situation. Nowadays, most of this research can be completed via the Internet from online databases provided by governments, newspapers, magazines, and companies, or from specific trade-related research journals.
The major difference between primary and secondary research is that secondary research gives the business a foundation to build upon, whereas primary research helps to identify specific needs.
What three questions do progress reports typically address?
- What work has been completed?
- What work or projects are in progress, and if there are challenges, how are they being solved?
- What are the future activities regarding completion date, recommendations, and requests?
What is the purpose of a meeting minutes report?
Minutes provide a summary of the proceedings of meetings
What is the difference between a recommendation report and a feasibility report?
Recommendation reports are similar to information reports in that they present information. They offer analysis in addition to data. They attempt to solve problems by evaluating options and offering recommendations. They are usually used to make a significant company decision.
Feasibility reports examine the practicality of implementing the recommendation or proposal.
