What is the function of business reports?
- Organized
As an organized presentation, a report must be planned and presented with both the receiver’s need and the sender’s objective in mind.
- Objective Presentation of Observations, Experiences, or Facts
A report used in the decision-making process, a report user must be able to trust the information contained in a report.
-The Decision-Making process
Some report supply information necessary for decision making others convey information about decision that have been made and must be implemented.
What are the classifications of business reports?
- Function
Reports typically serve one of two major functions to inform or analyze. An information report presents fact, observations, or experiences only.
- Frequency
Reports are often classified by frequency of transmission. Periodic reports are transmitted at stated times, such as daily, weekly, monthly, quarterly, or annually.
- Subject Matter
Some organizations classify by broad subject areas often corresponding to functional divisions of the organization.
- Level of Formality
A formal report typically uses impersonal language and follows a prescribed format.
- Reader-Writer Relationship
Refer to the relationships that those parties have to one another.
- Communication Medium
Most report preparers use combinations of communication tools for multimedia report.
What are characteristics of effective reports?
- Empathy
Be sensitive to and vicariously experiencing the needs or feelings of another.
- Accuracy
Effective decisions can be made only if they are based on accurate information.
- Completeness
Completeness is an aspect of accuracy it deserves special attention.
- Conciseness
Conciseness is a necessary complement to completeness.
- Clarity
A general guide for clarity is to use simple rather than complex words, sentences, and paragraphs.
How ethical considerations relate to report writing?
- Avoid Manipulative Language
Language can be manipulated to modify or mask reality.
- False Impressions
To create a false impression is to imply that certain conditions exist when they do not.
- Imprecise Language
Such as abstractions, euphemisms, and generalities, can mislead readers.
- Missing or Omitted Information
Omitting information that a reader needs to make an informed decision can be misleading.
- False or Inaccurate Information
Some writing may knowingly or unwittingly present false or inaccurate information.
- De-Emphasizing or Suppressing Important Information
Unfavorable information is often de-emphasized by page layout, print size, or use of less-dominant colors.
- Emphasizing Misleading or Incorrect Information
Illustrations, color, and print size can be used to emphasize information inappropriately.
- No-Fault Writing
No-fault writing does not identify the person or persons responsible for an action.
