the ecology of business reports
TRANSCRIPT
POINTS TO PONDER
19 out of every 21 civilizations have crumbled, not because of warfare or any such calamity; but because of moral decay.
Arnold ToynbeeThe real tragedy is - the world hardly learns from
this history because of lack of records!Write the vision and make it plain upon tables
that he may run that readeth it. (Habakkuk 2-2)
By their faith (i.e. commitment) the elders obtained a good report. For by means of it, the men of ancient times had witness borne to them.
Heb. 11:2
In spite of the centrality of reports, many organizations especially in Africa have not fully appreciated their positions in management decisions.
What are Business Reports?
Reports are a regular occurrence in everyday-living. We are often expected to make reports of our previous activities and experiences, including telephone conversations, reading, interviews, meetings, investigations, business transactions, among others.
Reports are expected to be authentic accounts of these different activities and experiences. Greater emphasis is place on authenticity in business report since important decisions are based on them. We shall discuss the processes of producing authentic business reports.The Nature of Business Reports
Business reports state facts (written or oral) with the aim of guiding someone to make decisions
Such reports may be short and of the routine type.Some of them may be lengthy requiring systematic
investigation and research.It is the subject that determines the length and
complexity of the report.
Types of Business ReportsBusiness Reports can be classified based on the
following criteria:- Regularity - Function - Outlook- Subject matter - Formality
Classification of Reports Based on Regularity – Routine and Special ReportsRoutine reports deal with matters that recur
periodically. Periodical reports of departmental managers, reports of committee meetings
Reports of travellers to the sectional head, chairman’s annual reports at shareholders’ meetings. Such reports are usually made on predesigned forms which make preparation and presentations very simple.
Special reports, are prepared once in a while, and they provide information on specific matters of concern.
May be used to give an executive current information to shape the business policy of an organisation.
Most government reports are of the special type
Classification Based on the Subject – Informative, Evaluative and AnalyticalInformative reports present mere data about the
subject without any intention to analyze the details or to draw conclusions from the data.
The reader is left to draw the appropriate conclusions.
Informative reports include routine sectional returns, sales reports and stock inventories. For larger organistions, there are quarterly or annual reports from different sections from which the officers at the headquarter can draw their conclusions.
Evaluative reports interpret the data. The reader can draw valid conclusions from
such data. Such reports may not contain conclusions and
recommendations.The analytical report covers different aspects of
the problems starting with the background, the objectives to the achieved and the methodology adopted in solving the problems.
It highlights in detail the components of the subject.
It combines both the informative and the evaluative models
The analytical report is the basis of long essays, projects, dissertations and theses in academic institutions.
It involves elaborate design, fieldwork and comprehensive questionnaire items.
It also requires detailed data analysis from which conclusions and recommendations will emerge.
Classification based on Formality – Formal and Informal Reports
Formal reports are expected to conform to certain rigid regulations in matters of language and style.
A report to be addressed to the Board of Directors of a company is expected to go straight to the point and use language forms that are devoid of slang and personalized conventions.
Such reports are expected to be full of dignity.
Informal reports, are casual and less rigid. Slang words and personalized conventions are often used.
In business organizations, a senior officer may be communicating some information to his subordinates in a slightly informal form of language
Classification based on the OutlookMemos, Letters, Short Reports, Long ReportsA memorandum report focuses on a specific
topic which is discussed on just one pageThere is usually a subject heading followed by a
brief introduction in which the terms of reference are highlighted
There is the central issue of the report following in the next paragraph.
The report is then concluded with the writer appending his signature, his name and his position.
The memo report is usually meant for the internal circulation of an organization
It is usually very short and does not observe all regulations of formal presentation
The letter report is usually long, taking as long as two pages or more. It is convenient for both internal and external circulation. The formal is the normal format for business letters
The letter report is often referred to as the schematic report. Letter reports focus on subjects that require immediate action.
A good example of the report in the letter form is the progress report.
Other areas that can be covered within the letter report are annual reports, proposals, feasibility studies, police reports.
In some cases, the main report is written separately. This is usually accompanied by a covering note or a letter of transmittal when this happens, the long report is expected to contain the following
- a letter of transmittal - Introduction
- The title page - Body of the Report
- Table of contents - Recommendations- List of illustrations - Bibliography- Abstract/preface or - Appendices
Introductory summaryThe long report can occur as a scientific or
technical report. This derives from actual fieldwork and surveys.
Such fieldwork and survey which constitute part of the major research are preceded by proposals.
Based on the functional criterion, we also have the following report types:
- Feasibility reports – which present relevant data related to business proposals.
- Survey reports – which rely on specific details of what was done with a careful analysis of probabilities.
- Progress reports – which highlight what has been done and what is still to be done. They also cover records of personal development as in psychotherapy or education.
- Conference reports – Summaries of business or professional meetings, stating the time, place, subject, personnel and results of the meeting.
- Laboratory reports – Records of procedures and results of laboratory tests.
- Instructional Manuals – Directions for work procedures or policies; the use of technical equipment or appliances. Such reports rely on clear specific, complete directions presented in a sequential order.
Components of a Technical/Research Report
The analytical and technical reports share common features.
Note that the report is retrospective.
In presenting business and social research reports, the following sections are followed:
- Background/problems of the study:
- Objectives
- Methodology
- Data analysis
- Management findings
- Summary, Conclusions and Recommendations
Familiarity with the background, objectives and methodology of research is assumed here.
The report writer is expected to provide justification for the methodology adopted based on the context of the research.
Data Analysis in Reports
A good report should interpret the results
acquired during fieldwork. There is usually a
brief introduction of what the sections
Contain.
Respondents’ characteristics which will help the reader to understand the trends and the compositions of the sample on whom the instruments are administered should be presented.
Important characteristics are age, gender, educational attainment, marital status, etc. These characteristics usually occur in frequency tables.
These tables are constantly referred to in the body of the report.
A crucial task in data analysis is to use the data collected to answer the stated research questions – i.e. to find solutions to the problems being studied.
• Each of the problems (which may occur as a research question or a hypothesis) is considered.
The researcher presents different tables to answer the relevant questions. All tables should be numbered serially.
It is possible for the researcher to discover other forms of data which are not just related to the immediate question of the research.
He is expected to analyze such data as these may help him in drawing the relevant conclusions and in making necessary recommendations at the end of the study.
It should be borne in mind that many of the clients are not research experts but project managers.
Therefore, the analysis and interpretation of data should be presented in three sections:
Section 1
Research Digest: This is also referred to as executive summary. It is a complete description of the study and the findings in two or three pages.
Section 2Detailed Findings: These are full discussions of the findings of the research for the project manager and not the academic researcher.
Section 3Tabulations: Tabulations which contain as many
details as
They are preferably bound in separate volumes.
The formula, procedures and special techniques may also be added in the
tabulations pack. If there are further discoveries not directly
related to the objectives, they should be added to the tabulation segment.
Implications of the Findings The client is not just satisfied with an
enumeration of discoveries. He expects an interpretation of these findings as
they affect his business. The report writers should highlight the implications
of major trends in the research.
Summary For ease of understanding, there should be a summary of all the major findings. This summary is not the conclusion.
Conclusion The conclusion is not a summary of summaries It is made up of absolute statements about
findingsThis way the conclusion relates to the list of
recommendations.
RecommendationsThe recommendations may also be described as
the marketing considerationsThese are the definite bits of advice which the
project managers are looking for, and on which they want to base their business decisions.
And finally; care should be taken in writing them since any false step can lead to a great deal of loss.
Thank you for being attentive throughout this presentation.
Notes to end on:
The Business Executive or the dynamic administrator requires a cumulative pool of knowledge to draw from in matters of decision making. This pool can only be helpful if it is qualitative. It is believed that our suggestions will point the way forward in this regard.