REPORT – Information gathered and presented logically

TYPES OF REPORTS –Routine reports: monthly report, performance report,

review report, press report

Research reports, survey reports, special reports

Enquiry reports and Investigation reports

Confidential reports

Information reports & analytical reports

Technical reports

Director’s reports

Annual reports

Committee reports

Issue in perspective – unbiased & objective manner.

Authenticity & reliability of facts and figures.

Maintain a judicial approach.

In-depth analysis.

Alternate viewpoints.

Appropriate annexures.

Several members for collective wisdom (research, findings & deliberations to arrive at its conclusions)

Key Areas: Terms of reference (scope of the study)

Steps in committee deliberations (systemic & organised)

Recognizing and defining the problem

Selecting a method of solution

Collecting and organizing the data

Arriving at an answer to the problem

Report writers – good written communications skills, good at listening, comprehending, taking notes, summarizing, structuring, valuable end-product.

Structuring the Report

Table of contents

Executive summary

Background of the study

Scope and objectives of the study

Study methodology

Findings and observations

Recommendations

Annexures

Other aspects- acknowledgements; summary of recommendations, composition of the committee, meetings & visits, covering letter for report submission.

USE

Impersonal style

Appropriate headings

Proper tense

Accurate nouns & pronouns

Definition of concepts

Tabulation of data

Documentation

Objectivity

AVOID

Excessive jargon

Too many words

Personal bias

Factual inaccuracies

Grammar mistakes

Absence of reasoning

Absence of sequencing & references

Published by organisations annually.

Detail the progress achieved during the year.

Objective: reach out to members, clients, patrons and the public – and share the progress achieved, significant developments & performance highlights.

Image building document

Board of directors

Top management team

Names of auditors

Progress at a glance

Performance highlights and working results

Director’s report

Accounting policies adopted

Balance sheet

Profit and loss account

Notes on account

Auditor’s report

Commentary on financial statements

Ratios & statements

Remuneration paid to the top management

Changes in the board

Acknowledgement

1. Tables

2. Charts

3. Graphs

4. Pictograms

5. Maps

6. Diagrams

7. Drawings

Important tools in business reports and literature.

Should complement the written text & enhance impact of the communication.

Chose the right graphic:◦ Suitability to subject & target group

◦ Graphic that is relevant to what needs emphasis:

Bar chart – for Growth aspect

Line graph – for movement or fluctuation

Pie-chart – depicts share of each component

◦ Visual appeal has better effect

Appeals to all sections

Rivets attention

Gets registered in the mind of the reader

ATTENTION TO DETAILS: Every table and chart should have a clear title or narration

Relevant details like quantity, amount, period to be clearly mentioned

Charts, maps, graphs to be drawn to scale.

The source of the data has to be clearly mentioned

BENEFITS OF GRAPHICS Add value to the text

Make the reports/literature more reader friendly

Break monotony - Add color and variety to the presentation

Simplify and amplify facts and figures

Strengthen the memory & recall value

Provide scope for creativity in communication

Orderly arrangement and presentation of relevant data through rows and columns.

For ready reference.

Used for figures as well as concept and ideas.

Can be used for:◦ Presenting time series data

◦ Presenting details of several products/items

◦ Presenting ranking, volumes, prices.

Attention to be given to: columns, headings, totals & sub-totals, description of amount/ quantity, source of data.

To depict organizational structure

Decision making process

Production process

Flow of information

Three types1. Column chart

2. Organizational/Structure chart

3. Flow/Process chart

Used to present volumes, proportions, ratios and relationships

To present historical or time series data

POINTS TO REMEMBER Heading or Caption

Description of Legends

Neatness & Proportion

Clarity of Composition

Class intervals

Drawing to scale

Source acknowledgement

LINE GRAPHS – show changes over time of one or more variable (fluctuation). Financial assistance given over 5 yrs.

PIE-CHARTS – circular diagrams used to show sub-divisions or components of the whole Components/shares of income and expenditure

Market share of different players

Changes in share over different periods

BAR CHARTS – most commonly used, simple, easy to draw, fit into most contexts

Growth aspects over a period of time

Proportions and composition

Diagrams representing statistical data by pictorial forms.

Bar charts made with pictures.

Pictures are more eye-catching hence more reader friendly.

Example:◦ Production of cars over the years

◦ Housing units financed by a company

◦ Number of coconut plantations planted by the horticulture department

Used to show geographical positions and locational relationships

Help in showing distances and locations

Examples:◦ Maps showing ATMs

◦ Maps showing the bank branches in the city

◦ Maps showing the spread of outlets

◦ Maps showing training institutes

Used to show how a product works, or how to use a gadget

Diagram may describe:

◦ A product

◦ A concept

◦ A process

Used in:

◦ Technical literature

◦ Product manuals

◦ Do-it-yourself kits

Icons

Cartoons

Break-even charts

Fish bone charts (cause & effect)

Scattered diagrams

Histograms

Frequency polygon

Circuit diagrams