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    Report Manuscript

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    This document provides information on business writing and reporting. It discusses the importance of business reports for managerial control and decision making. A good business report should be clear, comprehensive, logical, and proceed from general to specific details. When writing a report, the writer should determine the scope, audience, gather information, determine solutions, and choose a format. Effective reports are accurate, objective, and use graphical representations. There are different types of reports including routine, special, short, and long reports. The document also discusses memos, their uses and layout, as well as how to conduct effective meetings by preparing an agenda, determining goals, and discussing different types like status updates, decision making, and problem solving.

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    Report Manuscript

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    janna mae patriarca
    61 views7 pages
    This document provides information on business writing and reporting. It discusses the importance of business reports for managerial control and decision making. A good business report should be clear, comprehensive, logical, and proceed from general to specific details. When writing a report, the writer should determine the scope, audience, gather information, determine solutions, and choose a format. Effective reports are accurate, objective, and use graphical representations. There are different types of reports including routine, special, short, and long reports. The document also discusses memos, their uses and layout, as well as how to conduct effective meetings by preparing an agenda, determining goals, and discussing different types like status updates, decision making, and problem solving.

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    This document provides information on business writing and reporting. It discusses the importance of business reports for managerial control and decision making. A good business report should be clear, comprehensive, logical, and proceed from general to specific details. When writing a report, the writer should determine the scope, audience, gather information, determine solutions, and choose a format. Effective reports are accurate, objective, and use graphical representations. There are different types of reports including routine, special, short, and long reports. The document also discusses memos, their uses and layout, as well as how to conduct effective meetings by preparing an agenda, determining goals, and discussing different types like status updates, decision making, and problem solving.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    61 views7 pages

    Report Manuscript

    Uploaded by

    janna mae patriarca
    This document provides information on business writing and reporting. It discusses the importance of business reports for managerial control and decision making. A good business report should be clear, comprehensive, logical, and proceed from general to specific details. When writing a report, the writer should determine the scope, audience, gather information, determine solutions, and choose a format. Effective reports are accurate, objective, and use graphical representations. There are different types of reports including routine, special, short, and long reports. The document also discusses memos, their uses and layout, as well as how to conduct effective meetings by preparing an agenda, determining goals, and discussing different types like status updates, decision making, and problem solving.

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    BUSINESS WRITING AND REPORTING


    Nursing Leadership and Management

    By Criselle Jayne P. Balino


    Business Writing Report
    Introduction
    Business report is an impartial, objective, planned presentation of facts to one
    or more persons, for specific significant business purposes. The report facts could
    relate to events, condition, qualities and progress results, products problem and
    suggested ideas.
    Importance of Business Report
    ● It is a useful tool for managerial control. Managerial control is the primary
    functions of management which involves setting performance or taking
    corrective actions when necessary.
    ● It also describe the exact position of a business, for example is a handbag
    maker it may position itself as a luxury status symbols, or a fast-food
    restaurant chain that may position itself as the provider of cheap meals.
    ● Planning and organizing
    ● Serves as a special decision making.
    Qualities of a Good Business Report Writing
    ● Clear, comprehensive and detailed.
    ● Ideas to be arrange in logical form, meaning the abstract form in which an
    argument or proposition may be expressed in logical terms, as distinct from its
    particular content.
    ● Proceed from general description of geography & location before any details.
    Steps to be Considered while Writing Business Report
    ● Determine the scope or purpose of the report.
    ● Consider the target audience or readers.
    ● Gather, organize, and analyse the supporting information.
    ● Determine the solution and recommendation
    ● Determine the report format.
    Elements of Effective Business Report Writing
    ● Accurate - accurate and updated data helps you save money that would
    otherwise be spent on ineffective decisions, strategies, and tactics.
    ● Objective - objectives keep the company running smoothly.
    ● Graphical representation - graphical representation enables the quick analysis
    of large amounts of data at one time and can aid in making predictions and
    informed decisions.
    Types of Business Report
    1. Routine or Special Report
    A Routine Report is prepared and presented as a routine work and at a
    regular period of time. For example, the annual report of an association or a
    company which has to be prepared by the secretary or by the Board of
    Directors at the end of every financial year and copies have to be distributed
    among the members.
    A Special Report is prepared and presented not as a matter of routine.
    This is prepared on the basis of some enquiry or investigation either by a
    single individual or by a body or a committee or a sub­committee or a
    commission specially formed and entrusted with the duty.
    Whether the report is ordinary or special, it may be an item of
    discussion at any general or committee or Board meeting and the fact has to
    be mentioned in the agenda of the meeting.

    2. Short and Long Report


    A short report is also called informal report while a long report is
    sometimes referred to as formal report. A short report is often no more than a
    single page of statement containing facts and figures in the most concise
    manner. A short report is like a memorandum and does not need a cover. This
    style of report is often casual and relaxed. The style of writing includes use of
    first person such as I and We in sharp contrast to long report where full
    names of people are used.
    A long report always has a title, introduction, body, and then
    conclusion. It is always more than one page in length. It sometimes contains a
    covering letter that mentions all the details that are included in the long report.
    At the end of the long report, there is bibliography and appendix. It is common
    to have a long report printed and bound with hard cover. The tone in a long
    report is restrained in contrast to a short letter.

    Report Presentation and Layout


    ● Front matter are composed of title page, letter of transmittal, table of contents
    and list of illustration, and executive summary.
    ● Report body introduction and background information, report finding and
    discussion, conclusion and recommendation.
    ● End matter are composed of reference and appendix

    Memos
    Memos are less formal and shorter than letter. It is used most often for
    communication within one organization. The heading and overall tone make a memo
    different from a business letter and all information is on single topic.
    it is a document typically used for communication within organization memos
    can be as formal as business letter and to present a report.
    Uses of Memos
    ● To give information to someone
    ● To issue an instruction
    ● To request for help
    ● To give suggestion
    In Writing a Simple Memo
    The layout
    First write the word “memo” as a title, it should be in the middle, on the top of the
    page and include “To” for who should get the memo, then “from” for who sent the
    memo, “subject” for what is the memo about, and also the date.

    Basic Organizational Plan


    ● Direct plan which state direct points, it moves to supporting detail and the
    purpose is to present routine information and relaying news.
    ● Indirect plan, appear or evidence, it draws conclusion. The purpose is
    arousing interest before presenting desired action.
    ● Combination it combines information and persuasion. It is useful in relaying
    bad news.
    Writing an Effective Memo
    Three stages in memo writing:
    1. Pre-planning which is to be answered by the question why, what and where.
    2. Writing which is a sequence, order, and enclosure.
    3. Review it is edit for clarity check spelling and grammar.
    Types of Memos
    ● Persuasive memo – In persuasive memo you must constantly keep your
    readers feelings in mind. Consider how the person will react to what you are
    saying, what would convince him or her most readily, how much should you
    rely on logic, and how much should you appeal to emotion.
    ● Directive memo - a directive memo states a policy or procedure you want their
    leader or co-worker to follow. The length of memo depends on how much
    space is required to properly explain the procedure.
    ● Technical memo - a technical memo is a concise presentation of results with a
    logic progression from the principles which are core to the analysis towards
    the conclusions that were drawn from the results.
    Conducting Meeting
    Definition
    Conducting meeting is an act or process of coming together as an assembly
    for a common purpose.
    It is a gathering of two or more people that has been convened for the
    purpose of achieving a common goal through verbal interaction such as sharing
    information or reaching agreement.
    Meetings may occur face-to-face or virtually as meditated by communications
    technology such as a telephone conference call or a videoconference like google
    meet. In a meeting, two or more people come together to discuss one or more
    topics, often in a formal setting.
    The term meeting covers a lecture which has one presentation, seminar
    typically several presentation with small audience and it usually takes one day,
    conference which has mid-size and take one or more days, congress which is large
    and take several days of meeting, we also have exhibition or trade show with man's
    stand being visited by passer-by, workshop with smaller and active participants,
    training course and team building session.

    Preparation for a Meeting


    ● Define the purpose of the meeting and the outcomes
    ● Determine who should be there
    ● Reserve a room which has appropriate equipment
    ● Decide on appropriate setup
    ● Develop an agenda
    ● Distribute the agenda prior to the meeting
    ● Inform participants of any necessary preparation
    Types of Meetings
    1. Status Update Meetings
    Initially intended to share updates on the latest projects and make sure everyone on
    the team is on the same page about the process of the project. These meetings are
    meant to remedy any communication hiccups that may end up wasting significant
    amounts of time doing the same thing or facing the same challenges over and over.
    While these types of meetings might not be the most fun or engaging, businesses
    use them to address any problems that have come up, assign tasks and make any
    decisions necessary to move forward effectively. me.
    2. Decision-Making Meetings
    Although managers generally have the final say, the discussions around important
    business decisions often occur in larger groups. Smaller decisions may be made in
    status update meetings, but important ones will command their own dedicated
    meeting times.
    The process of making a decision could be spread out over several different
    meetings so that all parties have a chance to gather information, come up with
    solutions and vote on how best to move forward. This can result in a lot of time tied
    up in meetings and communicating back and forth.
    3. Problem-Solving Meetings
    Similar to decision-making meetings, problem-solving meetings have a specific goal
    in mind. There’s no standard problem-solving meeting since issues vary depending
    on your team and your organization, but these types of meetings are crucial
    nonetheless.
    These meetings may be based on emergencies that need to be resolved quickly. For
    example, the source of the problem may not be identified yet or there could be
    several different priorities to manage in finding a solution to an identified problem.
    Either way, these meetings give colleagues the chance to brainstorm, evaluate
    solutions and solve the problem at hand.

    4. Team-Building Meetings
    These meetings can be corporate events or outings for the team, department or
    entire company and can serve to generate some employee loyalty and engagement.
    They are the perfect opportunity to encourage employees to mingle and create more
    personal relationships that can aid the progress and growth of the organization.
    5. Idea-Sharing Meetings
    Sometimes it’s better to have the whole group get together and share new ideas
    rather than distributing them in a meaty email or chaotic chat thread.
    Not only do these meetings allow the speaker or presenter to go more in-depth on a
    topic, conversations can happen in real time and team members can ask questions.
    These meetings also make idea sharing interactive, giving colleagues the chance to
    bounce ideas off of one another, ultimately resulting in more teamwork, stronger
    relationship building and an engaging meeting experience. While this type of meeting
    can take up a great deal of time, it often results in new product ideas, expansion to
    new markets and ways to get ahead of the competition.
    6. Innovation Meetings
    Every organization needs new ideas from time to time, and innovation meetings are
    the standard answer to that need. It is difficult to force creativity, but you can solicit
    as many ideas as possible and then filter through them to find the most suitable
    ones.
    Innovation meetings can sound obscure to attendees, but they are essential to
    making sure your company continues to move forward rather than retaining the
    same operating protocols year after year because they provide the organization a
    chance to try something new.

    Effective Meetings
    ● Don't meet. Avoid a meeting if the same information could be covered in a
    memo email or brief report. In order to save time.
    ● Set objectives for the meeting. Before planning the agenda determine the
    objectives of the meeting. the more concrete your objectives, the more focus
    your agenda will be.
    ● Provide an agenda beforehand. Your agenda deeds to include a
    one-sentence description of the meeting objectives, a list of the topics to be
    covered and a list stating who will address each topic for how long. Follow the
    agenda closely during the meeting.
    ● Assign meeting preparation. Give all participants something to prepare for the
    meeting, and that meeting will take on a new significance to each group
    member.
    ● Assign action items. Don’t finish any discussion in the meeting without
    deciding how to act on it.
    ● Examine your meeting process. don't leave the meeting without assessing
    what to place and making a plan to improve the next meeting.

    REFERENCES

    https://www.slideshare.net/mobile/zailunnito/business-report-writing-75682762

    https://www.slideshare.net/mobile/imranudas/the-business-memos

    https://www.slideshare.net/mobile/praftek/conducting-meeting

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