Lecture Business and administrative communication: Chapter 18 - Kitty O. Locker, Donna S. Kienzler

Chapter 18 - Analyzing Information and writing reports. After studying this chapter, you will know: Use your time efficiently when writing reports; analyze data, information, and logic; choose information for reports; organize reports; present information effectively in reports; prepare the different components of formal reports.

Chapter 18

Analyzing Information and Writing Reports

 LO 18-1 How to use your time efficiently when writing

reports

 LO 18-2 How to analyze data, information, and logic

 LO 18-3 How to choose information for reports

 LO 18-4 How to organize reports

 LO 18-5 How to present information effectively in

reports

 LO 18-6 How to prepare the different components of

formal reports

report contains tight logic

sources

expectations

analyzing data

Choosing the Best Data

Realize that good sources and authorities can differ on

 the numbers they offer

 the interpretation of the same data

Understand that conditions change over

time

Analyze numbers

 Find mean, median, and range

 Simplify if fitting: round off, combine

similar units

 Chart data to see patterns

 Compare to context to

create meaning

Analyzing patterns

 Look for patterns—points of agreement

 Have things changed over time?

 Does geography account for differences?

 Do demographics account for differences?

 What similarities and differences do you

see?

 What confirms your hunches or surprises

you?

Checking your logic

 State accurately what data show

 Don’t confuse causation with correlation

 Look for three causes and three realistic

solutions for each problem

 Check identified ideas against reality

 Make report useful whatever data show

 Use only what audience needs to make

decision

 How much depends on audience

 Supportive—be concise, direct

 Neutral or skeptical—give reasons,

explanations

 Use appendix for information not needed

as proof

1. Process information before

presenting it to an audience

2. Divide voluminous

information into three to

seven categories

3. Work with the audience’s

expectations, not against

them

1. Compare and contrast

2. Problem-solution

3. Elimination of alternatives

4. SWOT Analysis

5. a General to particular

b Particular to general

6. Geographic or spatial

7. Functional

8. Chronological

 Informative and closure

 Summarize completed work or research that does not result in action/recommendation

 Recommendation

 Evaluate two more alternatives and

recommend one of them

 Justification

 Recommend or justify a purchase,

 Use these four techniques:

1 Use clear, engaging writing

2 Keep repetition to a minimum

3 Introduce sources and visuals

4 Use forecasting, transitions,

topic sentences, and headings

to organize

1. Title Page

2. Letter or Memo of Transmittal

3. Table of Contents

4. List of Illustrations

5. Executive Summary

6. Introduction

7. Background or History

8. Body

9. Conclusions and Recommendations

10. Appendixes