1. Business Communication Report Writing

2. Agenda What is Communication? Defining Technical Writing
Types of Reports
How to Write Reports
Computer Reports
Anatomy of a Report
Sales Proposals
Future of Reports

3. What is communication?
In simple words we can say that ““just to convey the message”
If we go in more detail we can say that “ communication is the process of transmitting & Receiving Messages.

4. Components of Communication
Context
Internal Means
External Means
Sender (Encoder)
Message
Medium
Receiver (Decoder)
Feed Back

5. Communication Process

6. How We Communicate CVs, Resumes Email, Web site, FAQs
Letters, Newsletters, Brochures, Articles, Catalogs
Advertisements, Notice Board, Pamphlets, Signs, Press Release
Presentations, multimedia, talks
Reports, Manuals, Proposals, Books

7. Defining Technical Writing
Technical writing is communication written for and about the business and industry.
Technical writing focuses on products and services and how to manufacture them, market them, manage them, deliver them and use them.

8. Types of Correspondence
Memos and electronic mails
Letters
Reports
Proposals
Brochures
Newsletters
Websites
Online help

9. Technical Writing Reports
Proposals
User Manuals
Technical Manuals
White Papers

10. Classification of Reports
Formal Reports and Informal Reports
Information Reports
Analytical Reports
Recommendation Reports

11. 5 Steps to Report Writing1
Define the problem
Gather the necessary information
Analyze the information
Organize the information
Write the report

12. Organizing Reports Comparison/contrast Problem-solution
Elimination of alternatives
General to particular
Geographic or spatial
Functional
Chronological

13. REPORT PREPARATION AND PRESENTATION PROCESS

14. Characteristics Of Technical Writing
Specific audience
Objective and plain language
Clear organization
Brief writing style
Visual aids

15. Most research reports include the following elements:
I. Title page II. Letter of transmittal III. Table of contents IV. List of tables V. List of graphs VI. List of appendices VII. List of exhibits VIII. Executive summary a. Major findings b. Conclusions c. Recommendations IX. Introduction a. Background to the problem b. Statement of the problem X. Approach to the problem
XI. Research design
a. Type of research design b. Information needs c. Data collection from secondary sources d. Data collection from primary sources e. Scaling techniques f. Questionnaire development and pretesting g. Sampling techniques h. Field work
XII. Data analysis a. Methodology b. Plan of data analysis
XIII. Results
XIV. Limitations and caveats
XV. Conclusions and recommendations
XVI. Appendix a. Questionnaires and forms b. Statistical output c. Lists

16. Report Body Introduction Background/History of the Problem Body
Purpose and Scope;Limitations, Assumptions, and Methods
Background/History of the Problem
Body
Presents and interprets data
Conclusions and Recommendations
References or Works Cited
Appendixes
Interview transcripts, questionnaires, question tallies, printouts, and previous reports

17. Letter of Transmittal Background
Summarize conclusions and recommendations
Minor problems. Thank those who helped.
Additional research necessary
Thank the reader. Offer to answer questions.

18. Sales Proposal Budget Objectives Strategy and Tactics Schedule Results
Closing

19. Document Design Use no more than 5 fonts. Use no more than 5 colors.
Use glossy paper.
Use white space.
Use templates.
Use parallelism.
Avoid double emphasis.

20. Future Reports Proposals 50-page reports 25-minute oral presentation
1-page summary
Reports
Multi-media
Web