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,单击此处编辑母版标题样式,单击此处编辑母版文本样式,第二级,第三级,第四级,第五级,*,*,Part 4 Report Writing,1,2,Definition of Report:,This document can be defined as“an organized presentation of information to a specific audience for the purpose of helping an organization achieve an objective”,(Bowman&Branchaw,1988,p.12).,3,Why do we need to write reports?p294,A vice president asks subordinates to gather and analyze information needed to make an operational decision.,A human resources supervisor relies on the firms legal staff to interpret government requirements for completing a compliance report.,4,Why do we need to write reports?p294,A manager prepares a proposal for the company to bid on a government project.,An administrator informs all subordinates about a new company policy on hiring temporary personnel.,5,Why do we need to write reports?p294,Many of these situations call for information to be gathered,analyzed and recommendations to be made.,Because constraints,are imposed by geography,time,and technical expertise,managers often,rely on others to provide the information,analysis and recommendations they need for making decisions and solving problems.,6,Presents information/data/research,Uses,short,concise paragraphs and bullet-points,A,more standard format,organized,into separate,sections(executive summary/recommendation),A,greater number of headings(including subheadings)and,Visual aids(tables,lines,bar chart,pie chart),T,hird,person pronouns and no contractions or slang,A length,from five pages to several hundred,C,ontent,designed for internal and/or external audiences,Characteristics of Report:p295,7,8,How to write a business report?,There are several major steps typically involved in writing a business report.These include:,1)planning(including determining the scope and target audience),2)researching,organizing,evaluating and analyzing your information sources,3)drafting the body section,4)devising conclusions and recommendations based on the findings,5)further drafting and editing/proofreading,9,Audience analysis,Therefore carefully consider your readers likely:,prior knowledge and experience with the background information,technical language,concepts and contexts covered in the report,interest in and possible opinions regarding the reports topic,Ask yourself the following questions:,What do my readers know and think about the topic?,What background,definitions and other information do they need?,What questions or objections might they raise about the issue/s?,Is my audience internal,external or both?,Is it for readers up,across or down the hierarchy of the organization and/or people from outside?,10,Audience analysis,If you can identify and assess your audience well,then you can match your content,visuals and structure to their level of expertise.,Keep in mind for example that the higher up the chain of command a report it goes,the more condensed and formal it should be.A more general audience,in contrast,needs less technical vocabulary and more explanation.,In addition,if writing the report,as a group,ensure,consistency,by agreeing about content,structure and presentation(including,fonts and headings,line spacing and indenting,)before drafting and also allocate each group member a specific role(including what area they need to research).,11,Evaluating the quality of data already available,Primary data,i,s collected by the researcher to solve the specific problem at hand.,first-hand sources from your own,research.,(i.e.interviews,surveys and observations),Secondary data is collected by someone else for some other purpose;It involves existing information based on other peoples investigations,World wide web and other,internet resources,Journal,magazine,newspaper,Books/,Technical reports,Brochures and pamphlets,12,Evaluating the quality of data already available,It is very time-consuming and costly to gather primary data.Secondary data was used more conveniently than primary data.When we are collecting secondary data,we should think about:,What was the purpose of the study?,Along with your key audience,you will also need to establish the key concepts and issues you are dealing with to generate keywords for your research.,13,Evaluating the quality of data already available,2.How was the data collected?,For the primary data,we can collect it by conducting surveys,questionnaires,interviews,telephone inquiries and so forth.,For the secondary data,it is usually good to search through variant channels such as searching engines,database,books,magazines,journals,and newspapers.,14,Evaluating the quality of data already available,2.Allow time to read widely to locate the best resources remembering that your report should be supported by documented sources which are authoritative,current,reliable and relevant.,In particular,to ensure objectivity,if you are doing a report on a particular organization,dont solely rely on information from them.,15,Evaluating the quality of data already available,2.We are writing business report and also academic r
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