Deck 10: Writing the Report

Question 1

Write a short report within an email.
The Federal Trade Commission, a government agency that protects consumers, has hired you to summarize the issue of rising U.S. consumer debt. Your task is to write a short report within the body of an email that the agency will send to other government constituencies. The agency wants to highlight the importance of their work by showing the seriousness of the problem.
Working in groups of three or four, complete the following:
a. Independently research current data about consumer debt. Be sure to use credible sources, primarily government and academic research.
b. As a group, discuss your research and select the most relevant data for your purpose. In your short report, you won't be able to cover all data, so be selective and focus on three or four points.
c. Create an outline for your email report.
d. Draft the first paragraph, which will include the purpose and main points (your conclusions).
e. Draft the email and share your version with the rest of the class.
f. Vote on which group's email works best. What makes this email most effective?

Answer 1

The email to be sent to the other constituencies can be drafted as follows:
It can be safely stated that the consumer debt within the United States has demonstrated a rising trend over the past decade. The figures by the Statistic commission Government of the United States demonstrate the same. The consumer debt in the 2002 was $0.95 billion whereas in 2012 it is $2 billion. This is a 47.5 percent rise in the debt. However, the debt is not uniformly incurred. Some states shows very high consumer debt while some shows comparatively less debt. The state with the highest of debt is Los Angeles as it accounts for 35 percent of the entire debt ($ 0.7 million). The state with the least debt is Alaska. The discrepancy can be attributed to the consumption standards in the different states. The seriousness of the consumer debt requires immediate attention and corrective action.
Sincerely
ABC

Question 2

Adjust the tone of a report section.
You are a consultant working in the education division of a major firm. One of your group's clients is a federal government agency trying to increase how much time people spend reading. As part of the argument-and the final report-your client asks you how much time people spend on social networking sites, particularly Facebook.
You find this interesting story online. It's a good starting point, but to present this in a credible way for your client, you'll need to find updated data and, of course, present the data using a more objective tone. Write one or two paragraphs with the most recent data you can find.
Back in July, we reported that Facebook had become the Internet's ultimate time waster, with users spending an average of 4 hours, 39 minutes on it per month, more than any other site on the web.
Since then, however, that number has only gone up. According to numbers from Nielsen Online, users spent an average of 5 hours, 46 minutes on Facebook in the month of August. To put that in perspective, that's triple the amount of time they spent on Google!
In fact, the next closest site in Nielsen's top 10 is Yahoo, which, despite still having huge traffic in time consuming areas like news, sports, and financial data, could only get users to stick around for 3 hours and 14 minutes on average during the month. YouTube, surprisingly, only occupied 1 hour and 17 minutes of the average user's time. 13

Answer 2

Usage of Social Networking Site
It was reported in July that FB was the social site on which users spent the maximum time. The average time spent by a user was 4 hours and 39 minutes monthly.
Post the report there has been an increase in the average FB utilization. N's position Online reported an average of 5 hours and 46 minutes of FB usage. This is three times the duration spent by users on Google.
Yahoo commanded the second highest duration in N's top 10 with the average of 3 hours and 14 minutes monthly. The average time spent on YT is a surprising 1 hour and 17 minutes of an average user's time.

Question 3

Determine which report format is best.
For each of the following scenarios, which report format would you choose and why? If you would use a primarily text-based report format, identify whether you would create a separate document (with a cover note) or include the report within the body of a letter, memo, or email. (Note: You will find more than one "correct" answer, but whichever you choose, be prepared to justify your response.)

Answer 3

Scenario-1
In this scenario, a primarily text based report would be a good idea. This is a less formal as it is an unsolicited report about false alarms and the request for a new one. Keeping this in mind, it can be a part of an email. Another option would be for the report to be an extension of a memo.
Scenario-2
In this scenario, a PowerPoint presentation would be a better idea. This is a formal report. It is an attempt to acquire a deal from a client for better customer service with a cost of $15,000. The audience requirement is of a formal and precise report. The content (training program) can be better presented in a PowerPoint presentation as important points can be highlighted and the relevant details brought into prominence. Unnecessary details can be sidelined. Also graphics are more visually appealing compared to text which can cause the audience to lose interest.
Scenario-3
In this scenario, a PowerPoint presentation would be a better idea. This is a formal report. It is an attempt to acquire a fair idea about the statistics in China, South American Companies and United States. Based on this the information can be better represented in a presentation. The manager on the site will find it more convenient ass in a lesser amount of time he will be able to acquire relevant information. In comparison to a text document will be more time consuming. The presentation will be effective in presenting a stark contrast as the important statistics can be highlighted and the relevant details brought into prominence. Unnecessary details can be sidelined
Scenario-4
In this scenario, a primarily text based report would be a good idea as it is based on research. The text based document can contain all the relevant details about a document should be created. Also due to the research based nature of the work, the Chief technology officer and the Head of the Consumer Banking Division will be expecting to receive all the details that cannot be included in a PowerPoint presentation.

Question 4

Explain the relative importance of data.
Imagine that you work as the facilities manager for the Dubai International Airport (DXB). You would like to generate support to expand the airport. As part of your evidence, you would like to use the data in Figure. 14

Using techniques of emphasis and subordination, write one or two paragraphs to prove your point: DXB is a growing airport. You can make a strong argument about increasing traffic based on this data, but be careful about overstating the case and drawing conclusions that can't be substantiated by this data alone.

Question 5

List several main points from the sporty cars/roadsters table that you will include in your executive summary.

Question 6

Write a section overview.
Assume that you're writing a report with the following headings within one section. Write a brief section overview after the major heading to preview topics within the section and summarize the main points. Avoid using the same wording; instead, rephrase the subheadings to form a meaningful section overview.
The Alliam Hotel can conserve water by making a few minor changes.
• Install Dual-Flush Toilets
• Install Oxygen-Assisted Shower Heads
• Capture Rainwater for Landscaping

Question 7

Explain the different report formats.
Imagine that a colleague asks for your help in deciding what format to use for a report for a prospective client. Write an email describing the differences between a primarily text-based report and a PowerPoint report. Without knowing more about the situation, you probably can't advise which is best, but be sure to include criteria for choosing the most appropriate format. In other words, what considerations should your colleague use when making the decision?

Question 8

Determine whether information has to be documented.
Imagine that you're writing a case study report about the bookseller Barnes and Noble. Which of the following information has to be documented in a report?
• Barnes and Noble's corporate headquarters is located at 122 Fifth Avenue, New York, NY.
• The company's online division uses the website www.bn.com.
• The company's online division generates 10% of the company's revenue.
• William Lynch is the CEO of Barnes and Noble.
• Barnes and Noble closed its Lincoln Center store in New York City.
• Most stores are between 10,000 and 60,000 square feet.

Question 9

How will you organize these points?

Question 10

Paraphrase sources for a report.
Imagine that you're writing a report about pet overpopulation. You find these excerpts on the Humane Society website and want to incorporate the information into your report. Paraphrase the text into your own words.
• Four million cats and dogs-about one every eight seconds-are put down in U.S. shelters each year. Often these animals are the offspring of cherished family pets. Spay/neuter is a proven way to reduce pet overpopulation.
• Between six and eight million dogs and cats enter U.S. shelters every year-far too many to all find homes. 15

Question 11

Convert an executive summary from a text-based report to a PowerPoint report.
Imagine that you wrote the introduction of the McKinsey report (see the Reference Manual for the full three-page introduction). When you showed your draft to your manager, he or she asked you to rewrite it for a PowerPoint report. Your manager believes that your client would prefer this format.

Question 12

Use footnotes to document sources.
Assume you are writing a report and have used the following secondary sources.
• An article written by Mary Morgan on pages 45-48 of the April 2, 2013, edition of Business Week entitled "How Big Profits Compare."
• A quotation by Taylor Scott in an article entitled "Holiday Profits-Boom or Bust" on page A2, column 1, of the April 17, 2013, edition of the The Atlanta Herald.
• Statistics from page 233 in a book entitled Service over Profit: Who Wins? Written by Cameron Della Santi in 2013 and published by Harper Publishing in New York.
• A quote from an interview conducted on March 30, 2012, with T. Warren Towes, a professor of economics at the University of Wisconsin.
Using these sources and the guidelines in the Reference Manual, prepare footnotes for your report.

Question 13

Write a talking heading for each of your main points.

Question 14

Use secondary sources to write a report about female leaders in business.
2020 Women on Boards is an organization dedicated to raising the percentage of women on corporate boards to at least 20% by the year 2020. As part of the organization's work, imagine that it wants to include case studies of female leaders and wants your help in writing these reports. The reports will be publicly accessible on its website.
Identify three women who are presidents or CEOs of companies listed on the New York Stock Exchange. Provide information on their backgrounds. Did they make it to the top by rising through the ranks, by starting the firm, by taking over from a family member, or by following some other path?
Analyze the effectiveness of these three individuals. How profitable are the firms they head in relation to others in the industry? Are their firms more or less profitable now than when they assumed the top job? Finally, try to uncover data regarding their management styles-how they see their role, how they relate to their employees, what problems they've experienced, and so on.
From your study of these three individuals, are there any valid conclusions you can draw? Write a report objectively presenting and analyzing the information you've gathered.

Question 15

Create a report outline.
As a financial advisor, you provide expert advice for your clients. A new client has asked you to evaluate a potential investment opportunity: purchasing an existing used bookstore in Norfolk, VA. Before you begin your research, you write a very preliminary report outline, which will help you determine what data and other information you need to gather. Working in small groups, first brainstorm what information would be valuable in helping your client make the decision. Next, create an outline of major topics, with at least two minor topics under each.

Question 16

Use secondary sources to write a report about typing skills.
You are the director of training for an aerospace firm located in Seattle. Your manager, Charles R. Underwood, vice president of human resources, is concerned that so many of the firm's 2,000 employees use their computers for hours each day but still do not know how to touch-type. He believes the hunt-and-peck method is inefficient and increases the possibility of making errors when inputting data, thus lowering the data's reliability.
He has asked you to recommend a software program that teaches the user how to type. He is specifically interested in a program that is geared to adults, is educationally sound, and can be learned on an individual basis without an instructor present.
Identify and evaluate three to five keyboarding software programs that meet these criteria, and write a report recommending the best one to Underwood. Justify your choice.

Question 17

What bulleted text will you include under each main point?

Question 18

Use primary and secondary sources to write a report about your future career.
Explore a career position that interests you. Determine the job outlook, present level of employment, salary trends, typical responsibilities, educational or experience requirements, and so on. If possible, interview someone holding this position to gain first-hand impressions. Then write up your findings in a report to your instructor. Include at least five secondary sources and at least three tables or graphs in your report.

Question 19

Convert generic headings to talking headings.
From a preliminary outline for a report, you have the following major and minor generic headings. Convert these to talking headings that you'll include in your final report. You may add information to make each heading more descriptive. Either research each topic or, if your instructor allows, make up information just for the purpose of the exercise.
• Obesity in the United States
- Adult Obesity
- Childhood Obesity
• Contributors
- Fast Food
- School Lunches
- Processed Food

Question 20

Use primary sources to write a report about student housing.
Darlene Anderson, a real estate developer and president of Anderson and Associates, is exploring the feasibility of building a large student-apartment complex on a lot her firm owns two blocks from campus. Even though the city planning commission believes there is already enough student housing, Anderson thinks she can succeed if she addresses specific problems of present housing. She has asked you, her executive assistant, to survey students to determine their views on off-campus living.
Specifically, she wants you to develop a ranked listing of the most important attributes of student housing. How important to students are such criteria as price, location (access to campus, shopping, public transportation, and entertainment), space and layout, furnishings (furnished versus unfurnished), social activities, parking, pets policy, and so on?
In addition, the architect has drawn a plan that features the following options: private hotel-like rooms (sleeping and sitting area and private bath but no kitchen); private oneroom efficiency apartments; one-bedroom, two-person apartments; and four-bedroom, four-person apartments. Which of these arrangements would students most likely rent, given their present economic situations? Would another alternative be more appealing to them?
Develop a questionnaire and administer it either in hard copy or online to a sample of students. Then analyze the data and write a report for Anderson.

Question 21

Write an introduction for a report.
T C, a consumer products company, has long been known for its product development prowess. You were recently hired by the company's public affairs department to manage the development of a new and unusual product: a book about the history of T C's product development. The company plans to use this book for new employee training. You believe that making the book available to a wider audience would enhance T C's reputation without giving away any of its secrets. You also know that you will need professional help to research the book-based on information in your archives and on interviews with current and former employees-and to write it.
Doing a bit of research, you learn that you can choose among four companies specializing in corporate histories: Winthrop Group in Cambridge, Massachusetts; History Associates in Rockville, Maryland; History Factory in Chantilly, Virginia; and Business History Group in Columbia, Maryland. Before your boss will approve this expensive project, you need to prepare a brief report showing the services offered by each company, some clients served by each, and your recommendations for which company seems the best fit given T C's requirements.
How will you conduct more research? What do you need to know to make a recommendation? What is the purpose of your report? Describe your audience. What data will you include in the report? Using your knowledge of report writing, draft an introduction to this report.

Question 22

Proofread part of a report.
Assume that the following passage is part of an informational report that you have prepared. Proofread it carefully for spelling errors, misused words, and grammar errors. Rewrite the passage showing the corrections you made.
Our lawyers have reviewed the wording of the contacts you sent us. They're advise is to except provisions 1 thru 8 and 11 thorough 15. The remainder of the provisions (9 and 10) require farther negotiation.
The number of people we want to include in these talks has not yet been determined. We do expect, however, to have fewer people involved now then in our proceeding meetings.
Marcia Nash, our chief legal council, will be your principal contact during these negotiations. Please telephone her at 555-7376 to sit a mutually beneficial time for us too meet early next month. We are eager to settle this matter soon.

Question 23

Draft a report section.
You are the vice president of marketing for Excelsior, a mid-sized, U.S. consulting firm that specializes in strategic planning services. The CEO of your firm, Victor Trillingham, has asked you to prepare an extensive report on the feasibility of Excelsior's entering the international market.
One strategy you're considering is marketing to large multinational companies. As part of your research, you have data on the world's 25 largest public companies (see Figure). 11 You're interested in the non-U.S. firms in this group that have the largest sales.

Plan to create a text-based report. At this point, compose only the section that presents and discusses this data. Include a table of the largest, non-U.S. firms (in terms of sales). Discuss the data in terms of the largest companies, their countries of origin, and similar factors. Format the section in appropriate report format (beginning with page 5 of your report); provide an effective heading for this section, topic sentences, a summary, and a transition to the next section, which discusses the largest companies in terms of their major products and services.

Question 24

Draft supplementary report sections.
Continuing in your role as vice president of marketing for Excelsior (from Exercise 7), add supplementary sections for your report to the CEO.
a. Assuming that the report will be submitted tomorrow, prepare a title page.
b. Using the data you analyzed in the previous exercise, draw conclusions and make recommendations. Then write a cover memo to accompany the report. Include brief statements of your conclusions and recommendations.
c. Decide whether you need an appendix; if so, note what it should contain.
Exercise 7
Draft a report section.
You are the vice president of marketing for Excelsior, a mid-sized, U.S. consulting firm that specializes in strategic planning services. The CEO of your firm, Victor Trillingham, has asked you to prepare an extensive report on the feasibility of Excelsior's entering the international market.
One strategy you're considering is marketing to large multinational companies. As part of your research, you have data on the world's 25 largest public companies (see Figure). 11 You're interested in the non-U.S. firms in this group that have the largest sales.

Plan to create a text-based report. At this point, compose only the section that presents and discusses this data. Include a table of the largest, non-U.S. firms (in terms of sales). Discuss the data in terms of the largest companies, their countries of origin, and similar factors. Format the section in appropriate report format (beginning with page 5 of your report); provide an effective heading for this section, topic sentences, a summary, and a transition to the next section, which discusses the largest companies in terms of their major products and services.

Question 25

Write an email report with new analysis.
Excelsior's CEO has read your report written in Exercise 8. He would like the data on the companies you identified as potential clients analyzed from a different perspective: he wants you to group the companies according to the countries in which they are based. Put the data into a table and, from your findings, draw conclusions about the geographic concentration of prospects. Write a brief report-within the body of an email-to the CEO; include your table and your conclusion.
Exercise 8
Draft supplementary report sections.
Continuing in your role as vice president of marketing for Excelsior (from Exercise 7), add supplementary sections for your report to the CEO.
a. Assuming that the report will be submitted tomorrow, prepare a title page.
b. Using the data you analyzed in the previous exercise, draw conclusions and make recommendations. Then write a cover memo to accompany the report. Include brief statements of your conclusions and recommendations.
c. Decide whether you need an appendix; if so, note what it should contain.
Exercise 7
Draft a report section.
You are the vice president of marketing for Excelsior, a mid-sized, U.S. consulting firm that specializes in strategic planning services. The CEO of your firm, Victor Trillingham, has asked you to prepare an extensive report on the feasibility of Excelsior's entering the international market.
One strategy you're considering is marketing to large multinational companies. As part of your research, you have data on the world's 25 largest public companies (see Figure). 11 You're interested in the non-U.S. firms in this group that have the largest sales.

Plan to create a text-based report. At this point, compose only the section that presents and discusses this data. Include a table of the largest, non-U.S. firms (in terms of sales). Discuss the data in terms of the largest companies, their countries of origin, and similar factors. Format the section in appropriate report format (beginning with page 5 of your report); provide an effective heading for this section, topic sentences, a summary, and a transition to the next section, which discusses the largest companies in terms of their major products and services.

Question 26

Research secondary data and write a PowerPoint report.
Your client is a community foundation, which provides funding to small, local, not-forprofit organizations. With an endowment of $1 million, the foundation is looking for sound investments to grow the possible funds available to support the community. Choose any publicly traded company that interests you, and research whether this company would be a worthy investment for some of the foundation's endowment funds. Your purpose is to identify whether the company is a good choice-you do not need to give a positive recommendation. 12
To formulate your argument, you might research some of the following about your company of choice:
• Background Information: What does your client need to know about the company?
• Mission and Vision: Does the company align with the foundation's mission?
• Stock Trend and Analysts' Recommendations: Is this a sound investment likely to give positive returns?
• Growth Trends: What do you know about the company's revenue and profits? What plans (e.g., for new products and new locations) might be relevant to the foundation?
• Management: Does the company have a strong, stable management team capable of running the company well in the future?
• Current News: What news items about the company might be relevant to the decision?
Prepare a PowerPoint report to the foundation's board of directors. Include a title page, executive summary, table of contents, several pages of findings, and a summary.