Business Report K4

Institute of Business Management & Research Effective Managers

“Writing a Business Report” Presented By: (Group K4) 1. Swati Vyawahare 2. Vishwajeet Bittu 3. Syed Mohsin 4. Yogesh Deshmukh 5. Wasim Khan

Topics To Be Covered

 Report (Covered by Swati)  Business Report (Covered by Swati)  Objectives of Business Report (Covered by Swati)  Types of Report (Covered by Yogesh)  5 Steps to Report Writing (Covered by Yogesh)  Format of Report (Covered by Wasim & Vishwajit)  Qualities of Good Report (Covered by Syyed)  Tips to Write a Report (Covered by Syyed)  Conclusion (Covered by Syyed)

What is a Report? 

Definition by various Authors: 1. Bruce Cooper 2. C.A. Brown 3. Philip Atkinson

 A Document with Information  Inquiry or Investigation  Purpose- to Inform  May also be Persuasive  Formats Range from Simpler to Complex

What is a Business Report?

 A document (technical or non technical) containing detailed analysis of a particular subject, problem or situation reviewed by the employee under certain specific conditions or term of reference given by the employer  For professional purposes  Apply theories to real world  Bears conclusions regarding business activities

Objectives

 Readable  Information  Comprehensible  Convincing  Action-oriented

Classification of Reports

 Formal and Informal Reports.  Information Reports.  Analytical Reports.  Recommendation Reports.

Types of Reports Reports (On the basis of)

Organization Structure

Formal

# of Persons Entrusted

Informal Individual

Statutory

Nature of Reports

Committee

Non-Statutory

Routine

Progress

Examination

Recommendation

Statistical

5 Steps to Report Writing

 Define the Problem.  Gather the Necessary Information.  Analyze the Information.  Organize the Information.  Write the Report.

Report Format

 Title Page  Table of Contents  Abstract / Executive Summary / Synopsis  Research Methodology  Introduction  Main body  Conclusions  Recommendations  References  Bibliography

Covering Page

Organization Name

XYZ Ltd.

Project Title

Expanding Export Business

Author's name

Business Development Dept. Date of Submission 31/02/2050

Table of Contents

Table of Contents 1. Abstract / Executive Summary. 2. Introduction. 3. Main Body. •sub-points………..............xx 4. Recommendations •sub-points………..............xx 5. Conclusions •sub-points………..............xx 6. References / Annexure. 7. Bibliography.

Table of Contents 1. Executive Summary.

03

2. Methodology.

04

3. Findings.

05

4. Recommendations.

07

5. Conclusions.

09

6. References / Annexure.

11

7. Bibliography.

14

Executive Summary

 Concise summary of the essential elements of the Report. y Purpose. y Scope y Main Points. y Conclusions. y Recommendations.

 Can be read on its own.  Short, only 10-15% of the length of the report

Executive Summary: Various methods were used to find out the possibilities of expanding the export business. The Business Development Department was appointed for this job.

Introduction

Purpose:  States the:

To analyse target market

y Purpose.

Scope:

y Scope.

To find out the feasibilty for export in France & Italy.

y Main Points.

video

Main Body

 Main Body of the Report.  Headings clearly identify the content y Incorporate relevant theory. y Integrate theory with specific ‘context’ relate issues. y Well Referenced. Methodology -Travelling -Visit to wholesale distributors -Feasibility Findings -Growing demand in target nations -Consumer is price ad quality conscious

video

Recommendations

 First analyse - whether recommendations are required.  The suggestions for possible actions should be based on the discussion section of the report.

Recommendations: Recommended to enter the markets in the target nations

Conclusions

 Something inferred from the main text.  Follows logically from the discussion.  Conclusions section should give: y Key points y NOT just another Executive Summary.

Conclusions: Entering to the target countries as feasible and profitable.

video

References / Annexure

 The reference section lists all publications cited in the report.  Material not directly cited in the main text.  Heading – “Other Sources Consulted”.  E.g. Questionnaire, Articles, Reference material.

Examples

 Information Cum Analytical Report- Mumbai Dabbawalas

Qualities of a Good Report

 Clarity  Precision  Accuracy  Concise  Simplicity  Brevity  Meaningful  Executive Summary  Recommendations  Restraint

Tips for Writing Reports

 Avoid wordiness i.e. Omit needless words.  Write for your audience.  Don't rely entirely on your word PC’s spell checker.  Blank line between paragraphs.  Left-justified or blocked.  Consistent- font, font size & margins.  Clear, Concise Language.  Short Sentences.  Use examples.  Signature of concerned authority is important

Document Design

 Use no more than 5 fonts.  Use no more than 5 colours.  Use glossy paper.  Use white space.  Use templates.  Use parallelism.  Avoid double emphasis.

Conclusion

 Measuring executive performance  Means of communication  Helpful to make decisions  Gives information about unknowns  Useful to people working in diverse field of activity  “Instrument of managerial control”

Thank You