Organizing and Writing Typical Business

Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Interpreting Data
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Meanings
Relationships
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Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Drawing Conclusions and Making Recommendations

Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Tips for Writing Report Conclusions

Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Be objective.
Avoid exaggerating or manipulating the data to prove a point.
Use consistent criteria.
In evaluating options, use the same criteria for each alternative.
Enumerate each conclusion.
Number and list each item. Present items in parallel form.
Tips for Writing Report Conclusions

Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Tips for Writing Report Recommendations

Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Suggest actions.
Indicate specific procedures that can help solve the report problem.
Focus on recommendations that are practical and agreeable.
Suggest feasible actions that would be acceptable to this audience.
Tips for Writing Report Recommendations

Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Organizing Information
Reader comprehension, not writer convenience, should govern report organization.

Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Possible Methods of Organization
Time
Arrange data by chronology: e.g., 2000, 2001, 2002.
Component
Arrange data by classifications: location, geography, division, product, or part. A report discussing company profits could be organized by each product.
Importance
Order data from most important to least important, or vice versa.

Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Criteria
Arrange data by evaluative categories. In a report comparing fax equipment, organize by such areas as price, warranty, speed, print quality, etc.
Convention
Organize data according to prescribed categories. For example, proposals are organized by staff, budget, schedule, etc.
Possible Methods of Organization

Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Writing Informational Reports

Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Student Progress Report
DATE: ~~~~~~
TO: ~~~~~~
FROM: ~~~~~~
SUBJECT: ~~~~~~
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Background
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Work Completed
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Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
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Work To Be Completed
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Student Progress Report

Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Writing Analytical Reports

Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 13, Slide
Introduction
Explain why the report is being written. For research studies, include the significance, scope, limitations, and methodology of the investigation.
Preview the report’s organization.
For receptive audiences, summarize the conclusions and recommendations.
Writing Analytical Reports