Can this project be completed within its budget? Will the project be profitable? Can this project be completed within the allotted time frame? Present research found in a study. A research studies report presents research on an issue or problem. The report should contain an abstract summary , introduction, methods, results, conclusion and recommendation. It should also cite the study or studies involved.
For example, a business might conduct a company-wide study on whether to ban smoking in its employee lounge. The person who writes up the study would produce a research studies report. Help a company improve its policies, products or processes via consistent monitoring.
This report, called a periodic report, is written at fixed intervals, such as weekly, monthly, quarterly, etc. It may examine efficiency, profit and loss, or any other metric over the chosen interval. For instance, a pharmaceutical sales representative might provide a monthly summary of his or her sales calls. Report on a specific situation. A specific situation — as opposed to a fixed interval — calls for a situational report.
The situation can be as simple as the information provided at a conference or as complex as a report on the response to a natural disaster. These reports contain an introduction, body and conclusion. Use the introduction to identify the event and briefly preview what you cover in the body of the report. The conclusion discusses the undertaken or necessary actions for the situation.
Present several solutions for a problem or situation. A yardstick report weighs several potential solutions for a given situation.
Based on the results, the writer would recommend a particular course of action. A yardstick report should contain an introduction, body and conclusion. The conclusion reveals the best solution or alternative. The report would then conclude which of the three countries is the best location for the new plant.
Determine your objective and format. Ask yourself what you would like the report to accomplish. Regardless of the answer, you need to make your objective concise.
If it is muddled, then your report will only confuse your audience, which risks damaging the report's credibility. For instance, you may want to accomplish receiving a larger advertising budget for your department.
Your report should focus on the current advertising budget and how you might effectively use a larger budget. Consider the knowledge or familiarity the audience already has with the intended topic. Also, think about how the audience will use the information in the report. For instance, say you want to implement a job-share program for your division.
Consider how much they likely know about job-share programs already. The answer will set the tone for the report. If your company has never considered a job-share program, then the report will be both informational and strategic.
If the company has considered a job-share program, then the report will be less informational and more persuasive. Identify what you need to learn. The hardest part of writing a business report isn't in the writing.
This involves a variety of skills, including data collection and market analysis. What do you — and, in the end, management — need to know to make an informed decision about the topic?
Collect the appropriate data for your report. It is important that your data is well-researched; otherwise, you risk losing credibility. Data gathering itself is going to depend on the type of report that you write.
Ensure that the data parameters you choose are concise and relevant to the point of the report. Data may come internally, which means you'll be able to collect it quite quickly. Sales figures, for example, should be available from the sales department with a phone call, meaning you can receive your data and plug it into your report quickly. External data may also be available internally.
If a department already performs customer analysis data collection, borrow that department's. You don't need to conduct the research on your own. This will be different for every type of business, but the writer of a business report often doesn't need to conduct firsthand research. Organize and write the report. How you organize your report depends on your objective. For instance, you would organize a compliance report differently than a feasibility report.
Once you have an idea of how you want to organize your report, you can write your content. Break up relevant data into separate sections. A business report can't be a big flood of figures and information. Organizing the data into separate sections is key to the success of a well-written business report.
For example, keep sales data separate from customer analysis data, each with its own header. Organize the report into appropriate section headers, which may be read through quickly as standalone research, but also supporting the basic objective of the report together.
Since some of the sections may depend upon analysis or input from others, you can often work on sections separately while waiting for the analysis to be completed. Draw conclusions with specific recommendations. Draw clear conclusions that follow logically from the data examined in the report. Clearly recommend the best course of action based on those conclusion, if appropriate.
Write out any changes in job descriptions, schedules or expenses necessary to implement the new plan. Write the executive summary. The executive summary should be the very first page of the report, but it should be the last thing that you write. The executive summary should present your findings and conclusions and give a very brief overview of what someone would read, should they choose to continue reading the entire report.
It's like a trailer for a movie, or an abstract in an academic paper. The executive summary gets its name because it's likely the only thing a busy executive would read. Tell your boss everything important here, in no more than words.
The rest of the report can be perused if the boss is more curious. Use infographics for applicable data, if necessary. In some cases, you may find it helpful to include graphs or charts displaying quantitative data. Whenever possible, use bullet points, numbers or boxed data to help with readability.
This sets your data apart from the rest of your report and helps to indicate its significance. Generally speaking, visual figures are a great idea for business reports because the writing and the data itself can be a little dry. All infographics should be relevant and necessary. Use boxes on pages with a lot of text and no tables or figures. A page full of text can be tiresome for a reader.
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