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 Copyright © 2015 McGraw­Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw­Hill Education Chapter 18 Learning Objectives       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 18­2 Analyzing Data      Analyze gathered data so report contains tight logic Take data from reliable sources Analyze data with skepticism Check to see data aligns with expectations Identify assumptions used in analyzing data 18­3 Analyzing Data, continued… 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 18­4 Analyzing Data, continued… 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 18­5 Analyzing Data, continued… 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 you see? What confirms your hunches or surprises you? 18­6 Analyzing Data, continued… 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 18­7 Choosing Information 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 18­8 Organizing Reports Process information before presenting it to an audience Divide voluminous information into three to seven categories Work with the audience’s expectations, not against them 18­9 Report Organization Patterns  Compare and contrast Problem-solution Elimination of alternatives SWOT Analysis a General to particular b Particular to general Geographic or spatial Functional Chronological 18­10 Types of Reports  Informative and closure   Recommendation   Summarize completed work or research that does not result in action/recommendation Evaluate two more alternatives and recommend one of them Justification  Recommend or justify a purchase, investment, hiring, or change in policy 18­11 Effective Report Writing  Use these four techniques: Use clear, engaging writing Keep repetition to a minimum Introduce sources and visuals Use forecasting, transitions, topic sentences, and headings to organize 18­12 Formal Report Parts Title Page Letter or Memo of Transmittal Table of Contents List of Illustrations Executive Summary Introduction 18­13 Formal Report Parts Background or History Body Conclusions and Recommendations 10 Appendixes 18­14 .. .Chapter? ?18? ?Learning Objectives       LO 1 8- 1 How to use your time efficiently when writing reports LO 1 8- 2 How to analyze data, information, and logic LO 1 8- 3 How to choose... information for reports LO 1 8- 4 How to organize reports LO 1 8- 5 How to present information effectively in reports LO 1 8- 6 How to prepare the different components of formal reports 18? ?2 Analyzing Data... data 18? ?3 Analyzing Data, continued… Choosing the Best Data Realize that good sources and authorities can differ on   the numbers they offer the interpretation of the same data Understand