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Institute of Business

Management & Research

Effective Managers

“Writing a Business Report”


Presented By:
(Group K4)
1. Swati Vyawahare
2. Vishwajeet Bittu
3. Syed Mohsin
4. Yogesh Deshmukh
5. Wasim Khan
Topics To Be Covered

 Report (Covered by Swati)


 Business Report (Covered by Swati)

 Objectives of Business Report (Covered by Swati)

 Types of Report (Covered by Yogesh)

 5 Steps to Report Writing (Covered by Yogesh)

 Format of Report (Covered by Wasim & Vishwajit)

 Qualities of Good Report (Covered by Syyed)


 Tips to Write a Report (Covered by Syyed)

 Conclusion (Covered by Syyed)


What is a Report?

 Definition by various Authors:


1. Bruce Cooper
2. C.A. Brown
3. Philip Atkinson

 A Document with Information


 Inquiry or Investigation

 Purpose- to Inform

 May also be Persuasive

 Formats Range from Simpler to Complex


What is a Business Report?

 A document (technical or non technical) containing detailed analysis of a


particular subject, problem or situation reviewed by the employee under
certain specific conditions or term of reference given by the employer

 For professional purposes

 Apply theories to real world

 Bears conclusions regarding business activities


Objectives

 Readable

 Information
 Comprehensible
 Convincing
 Action-oriented
Classification of Reports

 Formal and Informal Reports.


 Information Reports.
 Analytical Reports.
 Recommendation Reports.
Types of Reports

Reports

(On the basis of)

Organization # of Persons Nature of


Structure Entrusted Reports

Formal Informal

Individual Committee
Statutory Non-Statutory

Routine Progress Examination Recommendation Statistical


5 Steps to Report Writing

 Define the Problem.


 Gather the Necessary Information.
 Analyze the Information.
 Organize the Information.

 Write the Report.


Report Format

 Title Page
 Table of Contents
 Abstract / Executive Summary / Synopsis
 Research Methodology

 Introduction
 Main body

 Conclusions
 Recommendations
 References

 Bibliography
Covering Page

Organization Name XYZ Ltd.

Project Title Expanding Export


Business
Author's name

Business Development
Dept.
Date of Submission
31/02/2050
Table of Contents

Table of Contents Table of Contents

1. Abstract / Executive Summary. 1. Executive Summary. 03


2. Introduction. 2. Methodology. 04
3. Main Body. 3. Findings. 05
•sub-points………..............xx
4. Recommendations. 07
4. Recommendations
•sub-points………..............xx 5. Conclusions. 09
5. Conclusions 6. References / Annexure. 11
•sub-points………..............xx
7. Bibliography. 14
6. References / Annexure.
7. Bibliography.
Executive Summary

 Concise summary of the essential elements of the Report.


y Purpose.
y Scope
y Main Points.
y Conclusions.
y Recommendations.

 Can be read on its own.


 Short, only 10-15% of the length of the report

Executive Summary:
Various methods were used to find out the possibilities of expanding the export business. The
Business Development Department was appointed for this job.
Introduction

Purpose:
To analyse target market
 States the:
y Purpose. Scope:
To find out the feasibilty for export in France &
y Scope. Italy.

y Main Points.
video
Main Body

 Main Body of the Report.

 Headings clearly identify the content

y Incorporate relevant theory.


y Integrate theory with specific ‘context’ relate issues.
y Well Referenced.

Methodology
-Travelling
-Visit to wholesale distributors
-Feasibility

Findings
-Growing demand in target nations
-Consumer is price ad quality conscious
video
Recommendations

 First analyse - whether recommendations are required.

 The suggestions for possible actions should be based on the discussion


section of the report.

Recommendations:
Recommended to enter the markets in the target nations
Conclusions

 Something inferred from the main text.


 Follows logically from the discussion.
 Conclusions section should give:
y Key points
y NOT just another Executive Summary.

Conclusions:
Entering to the target countries as feasible and profitable.
video
References / Annexure

 The reference section lists all publications cited in the report.


 Material not directly cited in the main text.
 Heading – “Other Sources Consulted”.
 E.g. Questionnaire, Articles, Reference material.
Examples

 Information Cum Analytical Report- Mumbai Dabbawalas


Qualities of a Good Report

 Clarity
 Precision

 Accuracy
 Concise

 Simplicity
 Brevity

 Meaningful
 Executive Summary

 Recommendations
 Restraint
Tips for Writing Reports

 Avoid wordiness i.e. Omit needless words.


 Write for your audience.
 Don't rely entirely on your word PC’s spell checker.
 Blank line between paragraphs.
 Left-justified or blocked.
 Consistent- font, font size & margins.
 Clear, Concise Language.
 Short Sentences.

 Use examples.

 Signature of concerned authority is important


Document Design

 Use no more than 5 fonts.


 Use no more than 5 colours.
 Use glossy paper.
 Use white space.
 Use templates.
 Use parallelism.
 Avoid double emphasis.
Conclusion

 Measuring executive performance


 Means of communication

 Helpful to make decisions


 Gives information about unknowns
 Useful to people working in diverse field of activity

 “Instrument of managerial control”


Thank You

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