3.3 Reports of Different Kinds - Annual, Status, Survey, Proposal

Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 1
Reports of different kinds

- Annual report
- Status report
- Survey report
- Proposal
Basic Report Categories
Proposals
Analytical
Informational
Planning Writing Completing
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce
Proofread
Distribute
Analyze
the Audience
Compose
the Message
Three-Step Writing Process
Analyzing the Situation
Define the Purpose Prepare the Work Plan
Why It Is Being Prepared
What It Will Deliver
What Must Be Done
When It Will Be Done
Elements of the Work Plan
Problem or
Opportunity
Purpose and
Scope
Schedules and
Requirements
Plans for
Following Up
Working
Outline
Tasks to Be
Accomplished
Final Products
or Outcomes
Gathering Information
Priorities
Audience
Purpose
Selecting the Right Medium
Digital
Format
Media
Requirements
Document
Uses
Feedback
Preferences
Subject
Matter
Hardcopy
Format
Audience Members
Organizing the Information
Direct Approach Indirect Approach
Conclusions and
Recommendations
Overall Findings
Objective Support
Overall Findings
Discussion and Support
Conclusions and
Recommendations
Supporting Your Messages
1. Plan your research
2. Locate data and information
3. Process the data and information
4. Apply your findings
5. Manage information efficiently
Plan Your Research
Develop a
Problem Statement
Generate
Research Questions
Identify
Information Needs
Prioritize
Information Needs
Research Ethics and Etiquette
Document
Sources
Observe
Property Rights
Respect
Participants
Dont Skew
Results
Respect
Privacy Rights
Data and Information
Primary
Research
Secondary
Research
Evaluating Sources
Purpose of
the Material
Honesty and
Reliability
Potential
Bias
Completeness
Independent
Verification
Information
Sources
Authors
Credibility
Timeliness
Secondary Research
Inside the Company Outside the Company
Reports and Memos
Other Documents
Print Resources
Online Resources
Finding Information
at the Library
Business
Books
Electronic
Databases
Newspapers Periodicals
Directories Almanacs
Statistical
Resources
Government
Publications
Internet Search Tools
Search Engines
Web
Directories
Meta-Search
Engines
Online
Databases
Search Techniques
Keyword Searches
Boolean Operators
Natural Language
Forms-Based Searches
Primary Information
Documents
Experiments
Observations
Self-Contained
Questions
Unambiguous
Questions
No Leading
Questions
Easy-to-Analyze
Questions
Short
Questionnaires
Easy-to Answer
Questions
Clear
Instructions
Develop Effective Surveys
Effective Internet Surveys
Save Time
Minimize Cost
Boost Response
Conducting Interviews
Types of Questions
Sequence of Questions
Culture and Language
Demographics
Using Research Results
Quoting
Paraphrasing
Summarizing
Applying the Findings
Drawing Good
Conclusions
Making Feasible
Recommendations
Planning
Informational Reports
Monitor and
Control Operations
Demonstrate
Compliance
Implement Policies
and Procedures
Report Progress
Structuring
Informational Reports
Comparison Importance Sequence
Chronology
Spatial
Orientation
Geography Category
Planning Analytical Reports
Assess Opportunities
Solve Problems
Support Decisions
Challenges of Writing
Analytical Reports
Who Is Involved?
When Did It Start?
What Must Be
Determined?
Where Is the
Trouble Located?
Why is this issue
Important?
How Did the
Situation Start?
Writing Quality Reasoning Quality Responsibility
Focus on Recommendations
1. Establish the need for action
2. Introduce the overall benefits
3. List the required steps
4. Explain each step more fully
5. Summarize the recommendations
An annual report is a comprehensive report on
a company's activities throughout the
preceding year.
Annual reports are intended to
give shareholders and other interested people
information about the company's activities and
financial performance.
Companies listed on a stock exchange are also
required to report at more frequent intervals.
Corporate social responsibility reports for
companies with environmentally
What are the Contents of an Annual Report?

The annual report is a document that enables
small businesses with investors to report on
the operational and financial performance of
the company.
Contents
An annual report typically includes a
balance sheet, an independent auditors
report, a statement of income and a report
on company operations.

Letter to Shareholders - The letter outlines
major achievements, such as market success,
launch of new products, customer wins and
significant management appointments.
Operating Review
Annual reports can provide a detailed review of
operations, including information on production
levels, productivity initiatives, new product plans,
investment programs and research and
development activities.

Financial Statements
An annual report provides a detailed
account of financial performance over the
previous accounting period. It typically
includes a balance sheet, income statement,
cash flow statement; and equity statement.
Market Conditions
Information on a companys marketing
strategy is an important indicator
Participation in market sectors that are
expanding highlights future growth
opportunities.

Digital Content
Small businesses that produce online
versions of their annual report rather than
printed copies can take advantage of digital
communications technology to add further
valuable content to the annual report and
make it easier for readers to understand
complex financial information. For example,
designers can include links to videos or
audio recordings.

A status report is a recurring update an employee
gives to a manager.
Status reports represent a critical communication
within any reporting relationship, across all job
functions, industries, and company sizes.

Who Benefits from Status Reports?
Employees
Status reports help employees plan and prioritize their efforts
against their goals, while also providing a platform to share their
perspectives. Status report benefits for employees include:
Gives them a voice
Aligns focus with manager expectations
Helps address workplace dependencies
Provides a record of efforts and outputs
Offers an opportunity for recognition

People Managers
Status reports provide managers with the information they need
to manage the team more successfully. Status report benefits for
managers include:
Gives planning and forecasting insights
Creates a catalog of employee activity
Opens new views into the business
Provides a minimalist approach to management
Offers quick access to urgent matters
Allows for the recognition of great work
Owners and Executives
Status reports help business owners and executives see trends
across their business. Status report benefits for owners and
executives include:
Gains insights across departments
Captures a bottoms-up view of the business
Increases company transparency
Makes for a happier workforce with a voice
Creates a powerful motivation and tracking tool
Daily Status Report Examples
Sales teams, particularly those with higher transaction
volumes, use a daily sales status report to improve
revenue forecasting and focus the team on what matters
most: closing the next deals in the pipeline.
Survey report
41
REPORT PREPARATION AND PRESENTATION PROCESS

Pre-report
Writing
Activities

Report
Writing
Activities

Post
Report
Writing

Problem Definition,
Research Design
and Methodology

Data
Analysis
Interpretation of
Research
findings
Report
Preparation
Oral
Presentattion
Reading of the
Report by the
client
RESEARCH
FOLLOW-UP
It depends on the depth of your project, your subject matter and the
way you carried out your survey.

Surveys are some of the most useful research tools you could ask for.
Surveys are relatively easy to conduct and, depending on the subject
matter, can be fun for participants to complete.
The more challenging part of survey research is the analysis
component.
Not only do survey results need to be computed and added up, they
also need to be analyzed against the respondent pool's demographic
information.

44
Most research reports include the following elements:
I. Title page
II. Letter of transmittal
III. Table of contents
IV. List of tables
V. List of graphs
VI. List of appendices
VII. List of exhibits
VIII. Executive summary
a. Major findings
b. Conclusions
c. Recommendations
IX. Introduction
a. Background to the
problem
b. Statement of the problem
X. Approach to the
problem

XI. Research design
a. Type of research design
b. Information needs
c. Data collection from secondary sources
d. Data collection from primary sources
e. Scaling techniques
f. Questionnaire development and pretesting
g. Sampling techniques
h. Field work
XII. Data analysis
a. Methodology
b. Plan of data analysis
XIII. Results
XIV. Limitations and caveats
XV. Conclusions and recommendations
XVI. Appendix
a. Questionnaires and forms
b. Statistical output
c. Lists
Project proposal
Project proposal
A project proposal is a detailed
description of a series of activities
aimed at solving a certain problem.
The proposal should contain a
detailed explanation of the:
justification of the project;
activities and implementation
timeline;
methodology; and human, material
and financial resources required. 25 August, 2003 Lynda Bourne - 3024113 47
25 August, 2003 Lynda Bourne - 3024113 48
Research Proposal
Presentation

Supporting Project Managers in
building sustainable
relationships for project success.
Topic description
Background
Statement of problem
Objectives
Research question
Research Method
approach
sampling strategy
timeframe
Scope and location of research

Background
Managing relationships for project success is acknowledged as
being as important as the hard skills of managing schedules and
budgets
The Project Managers accountabilities include relationship
management (Stakeholder Management)
A projects stakeholder set does not remain static throughout the
project and needs to be identified, tracked and managed
appropriately throughout the project lifecycle
In large organisations today, many projects have team members
from many different organisations. Teams consist of staff,
contractors, and staff of other organisations
This core team should share responsibility for Stakeholder
Management: workload management, coaching, knowledge
management, personality matching

The Problem
How can a project manager ensure
all stakeholders are identified and
assessed for importance to the
project
How can the PM fulfil responsibilities
in:
inspired leadership
relationship (stakeholder) management
knowledge management
HR management

Objectives
Main objective:
To identify ways to improve the building and
maintaining of sustainable project
relationships for project success.

Sub-objectives:
1. To determine the effectiveness of a
visualisation tool for stakeholder management.

Research questions
1. How effective is the use of a
visualisation tool for project
stakeholder management?

Research Methods -
approach
Deductive Approach
testing theory through observation and data
Exploratory Study
Purposive, self-selection sampling
Longitudinal
projects must be around 6 months in length
In-depth interviews at beginning and end
with PM
Group interviews with key team members
Self-completion diaries
to track issues and changes in stakeholder relationships
with project

Research Methods -
Timeframe
Research Project

Develop Research Proposal
and obtain approval
Develop and test questions
Develop and test tool
Obtain participants
Administer instrument(s)
Ongoing data collection and analysis
Final collection of data
Research Report

Day 1 Day 344
Business focus
o a mission statement describing the purpose of your business
List of your specific products
o what products your business will offer your customers
o choose tangible products rather than services
Market analysis
o target demographics who will be interested in your product
o market place what other players are in your area of business
Expected cash flow
o how much revenue will you generate
o how much money will you spend
o when will your business become profitable
List of partners
o whos going to work with you
o what are their qualifications
References
http://www.youtube.com/watch?v=fXszI16k
CGM
http://www.statuspath.com/daily-status-
report-examples/


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Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 1

Reports of different kinds

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