Lecture Business and administrative communication: Chapter 18 - Kitty O. Locker, Donna S. Kienzler

Chapter 18
Analyzing Information
and Writing Reports

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Chapter 18 Learning Objectives
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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

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Analyzing Data
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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
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Analyzing Data, continued…
Choosing the Best Data
Realize that good sources and authorities
can differ on
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

the numbers they offer
the interpretation of the same data

Understand

that conditions change over

time

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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
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Analyzing Data, continued…
Analyzing patterns
 Look for patterns—points of agreement
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Have things changed over time?
Does geography account for differences?
Do demographics account for differences?
What similarities and differences do you
see?

What confirms your hunches or surprises
you?
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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
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Choosing Information
Use only what audience needs to make
decision
 How much depends on audience
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Supportive—be concise, direct
Neutral or skeptical—give reasons,
explanations

Use appendix for information not needed
as proof
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Organizing Reports
1. Process

information before
presenting it to an audience
2. Divide voluminous
information into three to
seven categories
3. Work with the audience’s
expectations, not against
them
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Report Organization Patterns 
1.
2.
3.
4.
5.
6.
7.
8.

Compare and contrast
Problem-solution
Elimination of alternatives
SWOT Analysis
a. General to particular
b. Particular to general
Geographic or spatial
Functional
Chronological
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Types of Reports
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Informative and closure
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Recommendation
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Summarize completed work or research that
does not result in action/recommendation
Evaluate two more alternatives and
recommend one of them

Justification
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Recommend or justify a purchase,
investment, hiring, or change in policy
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Effective Report Writing
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Use these four techniques:
1.
2.
3.
4.

Use clear, engaging writing
Keep repetition to a minimum
Introduce sources and visuals
Use forecasting, transitions,
topic sentences, and headings
to organize

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Formal Report Parts
1.
2.

3.
4.
5.
6.

Title Page
Letter or Memo of Transmittal
Table of Contents
List of Illustrations
Executive Summary
Introduction

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Formal Report Parts
Background or History
8. Body
9. Conclusions and Recommendations
10. Appendixes
7.

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