Consideration

informational Reports1.TO EDUCATE THE READER2.Information alone is the focus

Analytical Reports1.To persuade readers to accept some conclusion or recommendation2.End is either a decision or an action3.ANALYTICAL REPORTS ARE WRITTEN TO RESPOND TO SPECIAL CIRCUMSTANCES

1Reports for monitoring and controlling operationsReports on statements of policies and proceduresMost Compliance reportsMost Personal Activity ReportsSome Justification ReportsSome Reports on Client workSome Proposals

Examples o informational reportsIn Informational Reports main focus isReader Comprehension not the Reader Reaction because to simple informational reports readers will normally respond unemotionally

So the information can be presented in direct fashion But the information should be provided logically and accurately to make the reader understand to make the reader use the information in practical wayReader Comprehension in informational reportTopical Organization Can be Based onOrder of ImportanceChronological orderLocationSpatial RelationshipCategories etc.

Logical Organization Can be Based onArrangement around the Logic you developed

Structuring ideas in a reportFor monthly Status Reports of an organization the Organizational Structure can serve as dividing framework

For Example Mr Milton VP of an agricultural companySummarizes results for his group as a wholeAnd then for each of the six departments under his supervision

For reports describing working of a MachineEach machine component can correspond to a part of the reportDetailed Examples of Subdividing the Informational reportsFor reports describing an eventThe report can be organized chronologically

For reports describing how to do somethingThe report can be organized by steps in procedure

For Some Informational Reports specially the Compliance Reports The report can be organized by the instructions supplied by the person who requested the InformationDetailed Examples of Subdividing the Informational reportsPeriodic ReportA monitor/control report that describes what has happened in a department or division during a particular period.These are floated after a regular interval of time.

Purpose

To Keep the corporate mangers up-to-dateSo that A corrective action can be taken if requiredTwo examples of Informational reports(Periodic Reports ,Personal activity Reports)7Usually written in memo formatDo not need much introduction ; subject line on memo is enoughShould follow the sane general format and organization from time to time

Format of Periodic reportsOverview of the routine responsibilities and discussion of special projects i) Brief discussion of writers routine responsibilities ii) In some the overview focuses on statistical or financial results iii)Otherwise is written in paragraph form.iv)Brief description of any new projects , activities during the said period can also be given Plan for Coming Period Schedule of the activities planned in nest reporting periodSequence of the periodic report most of the timeAnalysis of the ProblemDiscusses the possible causes and solutions of any problem

If the problem requires high-level attentionThis analysis can be set off as a separate sectionSequence of the periodic report most of the timeIn Periodic Reports Be honest about problems as well as accomplishmentsBad news more important than a good newsBecause an immediate action and corrective measure is required in case of a problem whereas good news often does not.Important thing to remember in periodic reportsPrepared by:Liz Rockwell, Director of campus recruiting for the Minneapolis office of an accounting firm . Rockwell has this to say about her report

Campus recruiting is a big deal for our firm because we hire most of our staff right out of college. Between January and April we visit eight or ten campuses and screen about 500 candidates in an effort to hire roughly 20 people. During the recruiting season I prepare a memo twice a month to let my boss know where we stand. The rest of the year I submit my report on monthly basis.example of A periodic reportAn Example of Informational Monitor and Control report that gives a persons description of some activity , event, trip convention or conference etc.

PURPOSETo Inform the Management of any important information or event that emerged during the activity. FORMATNormally in Memo FormatRequire more of an introduction because they are non recurring documentsOrganized chronologically or around the topics that reflect audiences interestPersonal Activity Report

13A personal Activity Report organized by topic.A Conference Report By Chris Bowers (staff of a large Housing Development Country)Bowers says about the reportMy boss sent me to the Manufactured Housing Convention to find out whether we might be able to use factory- built houses to reduce our development costs . Because I knew my boss was mainly interested in learning about various kinds of factory-built housing , I went to the seminars that covered the four main types . When I wrote my conference report , I devoted a section to each oneEXAMPLE OF A PERSONAL ACTIVITY REPORTSubdividing analytical reports by Conclusions or Recommendations

When writing the analytical Report for people from your own organization

You are writing for your most receptive readers L*

Analytical reports

Some Drawbacks of Direct approachIf your reader has some reservations against you or your material , then Strong statement in the beginning can intensify the resistanceEvery thing may appear to be so simply o your readerReaders can call it Superficial L**

Use the Direct ApproachWhen your credibility is highWhen your readers trust you and are ready to accept your Conclusions and recommendations.

Organizing Analytical reportsEllen Miller Works on Planning Staff of forest-products company in ,North Carolina

TaskTo investigate opportunities for getting into mushroom-growing business.Example of Subdividing the Analytical report along the conclusion Miller says this about her analytical reportI have worked for my boss for five years ,and our function in the company is to look for new business investment banker had sent us a prospectus on a little company that specializes in growing mushrooms, but we did not want to acquire the company without taking a good hard look at the mushroom industry as whole . I spent about six weeks checking out the industry , and I had to conclude that growing mushroom is a lot like eating hot-fudge sundaes: sounds good but has some serious drawbacks. I didnt feel that it was my place to say flat out that we shouldnt invest in the industry , but I did feel justified in warning my boss of the risks. Example of Subdividing the Analytical report along the conclusion Miller divided the report into two main sections knitted around her dual conclusionGrowing Mushroom is a good business but not for our company.Example of Subdividing the Analytical report along the conclusion Readers want to know What they ought to do L***Rather than what they ought to ConcludeHow to Solve the Problem than just study it

Example of Subdividing the Analytical report on recommendationsFive Steps for Organizing the Report around recommendations

1.Establish the need for action in the introduction, generally by briefly describing the problem or opportunity.2.Introduce the benefit that can be achieved without providing any details3.List the steps (recommendations)required to achieve the benefit , using action verbs for emphasis4.Explain each step more fully giving details on procedures ,costs ,and benefits5.Summarize the recommendationsExample of Subdividing the Analytical report on recommendationsRaymond Vergando, Director of Manufacturing Engineering at a paper-products company in New Jersey, says about his report(on increasing the companys production of facial tissues without any heavy investment)I must have looked at a dozen ways we could increase our output. When I wrote up the results, I thought about discussing all the options Id evaluated, but then it occurred to me that management wasnt really interested in the ideas that wouldnt work . So I just talked about the two things we could do to increase capacityExample of Subdividing the Analytical report on recommendationsWhen the audience is not receptive L****When better results are expected by encouraging the reader to weigh all the facts before you present your conclusions or recommendations.Why you want your audience to concentrate on why your ideas make senseWhen you want your report to show the thinking process that lead to conclusion

Subdividing the analytical report by logical argument 2+2=4 approachScientific MethodYardstick ApproachThree methods of Subdividing the analytical report by logical argument Choice depends on the nature of FactsReasoning process to reach the conclusion

NOT Mutually exclusiveOften you have to pursue several lines of Thought to arrive a solutionIn long report specially you may want differing organizational plans for various sections.Subdividing the analytical report by logical argument ApproachReports developed around a list of reasons that collectively add up to the main point you are trying to prove. The main reasons behind your conclusion or recommendation make the main points in your outline and reportEach reason is supported by the evidence collected during the analysisMost efficient and persuasive way to develop an analytical report for a skeptical reader.2+2=4 ApproachGray Johanson Executive assistant to the president of a diversified company had To prepare a memoTo Analyze the performance of the Restaurant DivisionalsoTo recommend what to do out of four options1.Continue the current course2.Sell off the chain3.Remodel the existing facilities4.Build new restaurants

Example of 2+2=4 ApproachJohansen saysI knew that whatever I recommend would alienate somebody . My difficulties were compounded by the nature of the problem. I could have made a good case for any of the three option. But as an objective ,neutral and unbiased observer, I gradually came to the conclusion of my own : that we should sell some of the restaurants and use the proceeds to offset the cost of remodeling the remaining locations and the cost of adding new outlets. I decided that my strategy would be to build a case for this course of action by gradually presenting the various reasons that had emerged from my analysis of the options Example of 2+2=4 ApproachThe Main IdeaThe company should strengthen the restaurant division by selling some facilities, upgrading others and adding new sites.The main divisions of the outline are the reasons that support this recommendation.Example of 2+2=4 ApproachThe table of contents showed five main sections corresponding to five roman numerals in the outline:

I. IntroductionII. Recent Performance of the restaurant divisionIII. Trends in the Restaurant IndustryIV. Analysis of the AlternativesV. SummaryExample of 2+2=4 ApproachNOTE:Introduction does not reveal his position

Recommendations are not opened up in the beginning

Beginning is with the discussion on reports purpose and scopeBackground of study , methodology of research

Recommendation is saved for the fourth section where finally all the reasons are added up(2+2=4)

Example of 2+2=4 ApproachWhen we are to discover

Whether an explanation is true Whether an option will solve the problemWhich of the several solutions will be the bestThen, Scientific method is useful

The scientific method Begins withStatement of the ProblemBrief Description of the hypothetical solution or list of possible solutions(hypotheses)The body discusses each alternative in detail in turn and offers evidence that will either confirm the alternative or rule it out.There can be multiple alternatives or relevant solutionsThe final section of the report summarizes the findings and indicates which solution or solutions are valid.The report then concludes with the recommendations for solving the problem and eliminating the causes.

The scientific methodBy: John Mac Gregor( an account executive with an advertising agency)Purpose: to win the advertising account for Cambridge ,a soap introduced five years ago as a family soap Mom loves it because its gentle ; Dad loves its deodorant power ; suzie Teenager swears that it cures acne; and the little twins like the way it floats. By the end of the day, theres hardly any left for Grandma, who says it kills germs and costs less than other brands.An Example of a proposal with scientific MethodProblem: the public did not flock to the soap. The manufacturer , wanted to boost sales.Mac Gregor agency was requested to submit a proposal for developing a new advertising campaign.Mac Gregor explainsWe did some preliminary research ,which revealed that the public buys soap for special qualities, not for versatility , so we decided to propose that the company markets the product as a special interest soap. The trouble was ,everybody in the company had a different idea of which special quality to promote

An Example of a proposal with scientific MethodHowever I knew what I wanted the client to do I wanted them to promote Cambridge as the premium-priced soap b for people who care about their bodies , people who drink Perrier, wear Reebok running shoes , jog three times a week , and drive a Mercedes-Benz. My theory was that if you can charge twice as much for your soap, you can afford to sell only half as many bars as your competitors.I decided to use a very balanced strategy in my proposal , I started with a complete review of the problem. Then I went through five competing advertising concepts ,explained each one in detail, and examined whether each did or did not solve the problem. Ultimately ,of course I concluded that my approach was the beat solution.An Example of a proposal with scientific MethodBest to unify the divided audienceBetter chances of consensus when you show the strengths and weaknesses of all the ideasBenefits of Scientific method

Many alternatives many turn out to be irrelevant or unproductiveBut you have to discuss them allMore ideas discussed more confused the readers may getAnd more trouble they may have comparing the pros and cons. Drawbacks o Scientific methodA way to reduce confusion created by many alternatives

ByEstablishing a yardstickThe yardstick approachBeginningDiscussing the problem(as in scientific method)ThenLaunching the conditions(criteria) against which the solutions will be evaluatedThe yardstick approachThe main points of the outline Is either the criteria itselfor The alternativesThe yardstick approachDifference from the Scientific MethodSame as the scientific method

But two differences

Alternatives reviewed against the same criteriaThis approach can be used to prove the need for action by measuring the present situation against the criteria and shown to be wantingThe yardstick approachSpecially useful for certain kinds o proposalsBecause

the client requesting the proposal OftenProvides the list of criteria that the solution must meetThe yardstick approachYour company has been asked to bid on a contract

To install a computer for a large corporationThe client has listed the requirements(criteria) for the systemThe preliminary design will be formed to meet the criteriaIn the body the requirements of the client can make the main headings Under each heading you can explain how your design meets the requirementThe yardstick approach(ex 1)Report byLarry HagenDirector of new business development for medical-productsDivision of a large Mid Western corporationThe yardstick approach(ex 2)He ExplainsMy boss, the vice president of the division , asked me to prepare a plan for expanding our business into high-growth market segments. Our basic market products were pretty ordinary : plastic tubing , stuff like that. It was obvious that we needed to get into higher technology market segments , and I was delighted when my boss asked me to write a formal new business planThe yardstick approach(ex 2)BENEFITSUseful to show the soundness of an alternativeUseful to persuade someone for need of action action(present situation being compared against he criteria)

DRAWBACKSThe approach can backfire if the reader disagrees to your criteriaWorks best only when you know in advance that your criteria will be acceptable or when you consciously want to stimulate discussion on themBenefits and drawbacks of yardstick approachBoring because of repetition L*****Can be solved to compere the options against the criteria in table form where most important r unusual things will be highlighted without being repeated.Benefits and drawbacks of yardstick approach