Deck 18: Analyzing Informationand Writingreports

Question 1

Locate five business or organizational reports (or white papers as they 're sometimes called) on the Internet. A good online collection of organizational reports is the website of the Council on Library and Information Resources (CLIR) accessible at http://www.clir.org/pubs/reports/. Additionally, you can find reports linked from the websites of the Fortune 500 organizations, or you can search for them on Google using keywords such as "reports," "business reports," "company reports," or "organizational reports."
The reports you find could be about the organizations ' environmental sustainability efforts, their products, or any other aspect of their operations.
Compare the organization of the five reports you select. What similarities and differences do you see in the formatting of all these reports Make a table of your findings. Discuss your findings in small groups.

Answer 1

Reports are prepared to convey message in the form of visuals, data and graphics. Reports are of three types:
- Informative report which are prepared only to provide information on current scenario
- Recommendation reports are prepared to list advantage and disadvantage of various alternatives
- Justification reports are prepared to support an alternative by stating its advantages and improvements that could be brought in
Companies prepare reports from time to time to keep a check on developments around the globe. The following are variations in report format style of few companies:
- Report starts with introduction title, objective, advantages, limitations and executive summary
- Some reports contain one long essay explaining everything. But this style becomes non-engaging
- Few reports contain direct information with lot of visuals like pie chart, graphs etc.

Question 2

Your consulting company has been asked to conduct a report for Diamond Enterprises, which runs three national chains: FishStix, The Bar-B-Q Pit, and Morrie 's. All are medium-priced, family-friendly restaurants. The CEO is thinking of replacing optional tips with a 15% service fee automatically added to bills.
You read articles in trade journals, surveyed a random sample of 200 workers in each of the chains, and conducted an e-mail survey of the 136 restaurant managers. Here are your findings:
1. Trade journals point out that the Internal Revenue Service (IRS) audits restaurants if it thinks that servers underreport tips. Dealing with an audit is time-consuming and often results in the restaurant 's having to pay penalties and interest.
2. Only one Morrie 's restaurant has actually been audited by the IRS. Management was able to convince the IRS that servers were reporting tips accurately. No penalty was assessed. Management spent $5,000 on CPA and legal fees and spent over 80 hours of management time gathering data and participating in the audit.
3. Restaurants in Europe already add a service fee (usually 15%) to the bill. Patrons can add more if they choose. Local custom determines whether tips are expected and how much they should be. In Germany, for example, it is more usual to round up the bill (from 27 € to 30 €, for example) than to figure a percentage.
4. If the restaurant collected a service fee, it could use the income to raise wages for cooks and hosts and pay for other benefits, such as health insurance, rather than giving all the money to servers and bussers.
5. Morrie 's servers tend to be under 25 years of age. FishStix employs more servers over 25, who are doing this for a living. The Bar-B-Q Pit servers are students in college towns.
6. In all three chains, servers oppose the idea. Employees other than servers generally support it.

7. Servers said that it was important to go home with money in their pockets (92%), that their expertise increased food sales and should be rewarded (67%), and that if a service fee replaced tips they would be likely to look for another job (45%). Some (17%) thought that if the manager distributed service-fee income, favoritism rather than the quality of work would govern how much tip income they got. Most (72%) thought that customers would not add anything beyond the 15% service fee, and many (66%) thought that total tip income would decrease and their own portion of that income would decrease (90%).
8. Managers generally support the change.

9. Comments from managers include: "It isn 't fair for a cook with eight years of experience to make only $12 an hour while a server can make $25 an hour in just a couple of months," and "I could have my pick of employees if I offered health insurance."
10. Morale at Bar-B-Q Pit seems low. This is seen in part in the low response rate to the survey.
11. In a tight employment market, some restaurants might lose good servers if they made the change However, hiring cooks and other non-servers would be easier.
12. The current computer systems in place can handle figuring and recording the service fee. Since bills are printed by computer, an additional line could be added. Allocating the service-fee income could take extra managerial time, especially at first.
Write the report.

Answer 2

not answer

Question 3

Name seven basic patterns for organizing reports. For four of them, explain when they would be particularly effective or ineffective.

Answer 3

The data and text should be organized in order to make the data more comprehensive and clear. The following are few patterns in which data could be organized:
1. Comparative study:
a. This pattern comprises of presenting data as a comparative study by explaining the advantages and disadvantages of different alternatives.
2. Problem and solution:
a. The cause and roots of problems could help in knowing the related solution when analyzing a set of data. This pattern involves a step by step analysis the root problem in the given process or data.
b. This pattern is not useful when we have to study about trends or changes over time.
3. SWOT analysis:
a. The trusted and famous way of presenting a data is SWOT. SWOT means strength, weakness, opportunities and threats of alternatives.
4. Geographical location:
a. The reports could be analyzed and presented according to different geographical areas. For example purchase pattern of sweaters in each country.
5. Function
a. This pattern involves analysis of a company or institution according to its different functions involved. For example an organization may present its data according to different function such as market, finance, planning and recruiting.
b. However this type of pattern is not useful when we have to preset data of one function type, like sales.
6. Chronological order:
a. This pattern involves arranging the data according to the time either in ascending or descending order. For example, sales month-wise.
b. However the disadvantage of this pattern remains that data cannot be presented as trend.
7. Elimination of alternatives:
This works differently. Under this pattern, we will have to chart out alternatives which will not work for a given set of data. This type is used when a strong notion about traditional methodology needs to be broken.

Question 4

What goes in the introduction of a report

Question 5

Locate two annual reports on the Internet. A good source is Report Watch, http://www.reportwatch.net/. Compare the style of the two reports. Here are some questions to get you started:
1. How do they use visuals to keep attention
2. What differences do you see in the letters from the CEOs
3. How do they present number-heavy information Do they rely mainly on tables and graphs Do they give prose summaries
4. Is the writing easy to understand
5. Do you see places where negative information is given a positive spin
6. Is one report easier to understand than the other Why
7. Is one report more interesting than the other Why
8. Is one report more convincing than the other Why
As your instructor directs,
a. Work in small groups to do your comparison. Share your findings in a five-minute oral presentation to the class.
b. Work in small groups to do your comparison. Share your findings in an e-mail posted on the class website.
c. Work individually to do your comparison. Share your findings in an e-mail to your instructor.

Question 6

Write a library research report.
As your instructor directs,
Turn in the following documents:
a. The approved proposal.
b. The report, including Cover.
Title Page.
Letter or Memo of Transmittal.
Table of Contents.
List of Illustrations.
Executive Summary or Abstract.
Body (Introduction, all information, recommendations). Your instructor may specify a minimum length, a minimum number or kind of sources, and a minimum number of visuals.
References or Works Cited.
c. Your notes and at least one preliminary draft
Choose one of the following topics.
1. Selling to College Students. Your car dealership is located in a university town, but the manager doubts that selling cars to college students will be profitable. You agree that college incomes are low to nonexistent, but you see some students driving late- model cars. Recommend to the dealership 's manager whether to begin marketing to college students, suggesting some tactics that would be effective.
2. Advertising on the Internet. You work on a team developing a marketing plan to sell high-end sunglasses. Your boss is reluctant to spend money for online advertising because she has heard that the money is mostly wasted. Also, she associates the ads with spam, which she detests. Recommend whether the company should devote some of its advertising budget to online ads. Include samples of online advertising that supports your recommendation.
3. Improving Job Interview Questions. Turnover among the sales force has been high, and your boss believes the problem is that your company has been hiring the wrong people. You are part of a team investigating the problem, and your assignment is to evaluate the questions used in job interviews. Human resource personnel use tried-and-true questions like "What is your greatest strength " and "What is your greatest weakness " The sales manager has some creative alternatives, such as asking candidates to solve logic puzzles and seeing how they perform under stress by taking frequent phone calls during the interview. You are to evaluate the current interviewing approaches and propose changes that would improve hiring decisions.
4. Selling to Walmart. Your company has a reputation for making high-quality lamps and ceiling fans sold in specialty stores. Although the company has been profitable, it could grow much faster if it sold through Walmart. Your boss is excited about her recent discussions with that retailer, but she has heard from associates that Walmart can be a demanding customer. She asked you to find out if there is a downside to selling through Walmart and, if so, whether manufacturers can afford to say no to a business deal with the retail giant.
5. Making College Affordable. The senator you work for is concerned about fast-rising costs of a college education. Students say they cannot afford their tuition bills. Colleges say they are making all the cuts they can without compromising the quality of education. In order to propose a bill that would help make college affordable for those who are qualified to attend, the senator has asked you to research alternatives for easing the problem. Recommend one or two measures the senator could include in a bill for the Senate to vote on.
6. With your instructor 's permission, investigate a topic of your choice.

Question 7

What are three ways that style in reports differs from conventional business communication style

Question 8

What is the difference between conclusions and recommendations

Question 9

Consider the following aspects of a report from your workplace:
Content. How much information is included How is it presented
Emphasis. What points are emphasized What points are de-emphasized What verbal and visual techniques are used to highlight or minimize information
Visuals and layout. Are visuals used effectively Are they accurate and free from chartjunk What image do the pictures and visuals create Are color and white space used effectively (See Chapter 16 on visuals.)
As your instructor directs,
a. Write an e-mail to your instructor analyzing the report.
b. Join with a small group of students to compare and contrast several reports. Present your evaluation in an informal group report.
c. Present your evaluation orally to the class.

Question 10

Writing a Recommendation Report
Write an individual or a team report.
As your instructor directs,
Turn in the following documents:
1. The approved proposal.
2. Two copies of the report, including
Cover.
Title Page.
Letter or Memo of Transmittal.
Table of Contents.
List of Illustrations.
Executive Summary or Abstract.
Body (Introduction, all information, recommendations). Your instructor may specify a minimum length, a minimum number or kind of sources, and a minimum number of visuals.
Appendixes if useful or relevant.
3. Your notes and at least one preliminary draft.
Pick one of the following topics.
1. Improving Customer Service. Many customers find that service is getting poorer and workers are getting ruder. Evaluate the service in a local store, restaurant, or other organization. Are customers made to feel comfortable Is workers' communication helpful, friendly, and respectful Are workers knowledgeable about products and services Do they sell them effectively Write a report analyzing the quality of service and recommending what the organization should do to improve.
2. Recommending Courses for the Local Community College. Businesses want to be able to send workers to local community colleges to upgrade their skills; community colleges want to prepare students to enter the local workforce. What skills are in demand in your community What courses at what levels should the local community college offer
3. Improving Sales and Profits. Recommend ways a small business in your community can increase sales and profits. Focus on one or more of the following: the products or services it offers, its advertising, its decor, its location, its accounting methods, its cash management, or any other aspect that may be keeping the company from achieving its potential. Address your report to the owner of the business.
4. Increasing Student Involvement. How could an organization on campus persuade more of the students who are eligible to join or to become active in its programs Do students know that it exists Is it offering programs that interest students Is it retaining current members What changes should the organization make Address your report to the officers of the organization.
5. Evaluating a Potential Employer. What training is available to new employees How soon is the average entry-level person promoted How much travel and weekend work are expected Is there a "busy season," or is the workload consistent year-round What fringe benefits are offered What is the corporate culture Is the climate nonracist and nonsexist How strong is the company economically How is it likely to be affected by current economic, demographic, and political trends Address your report to the Placement Office on campus; recommend whether it should encourage students to work at this company.
6. With your instructor's permission, choose your own topic.

Question 11

Name four good writing principles that are particularly important in reports.

Question 12

Reread the sidebar about the Pew Internet and American Life Project at http://www.pewinternet.org/ on page 597. Go to the website and browse through the reports. Select a report and answer the following questions:
Who is the report 's audience
What is its purpose
How were the data collected
What did the data collection measure
Why was the data collection important
Given your analysis of the report 's audience, purpose, and data collection, consider the strategies used in the report to convey the information. Answer these questions:
What tone did the writer adopt
How was the report organized and designed to meet the needs of the audience
What language choices did the writer make
Finally, examine the press releases that are written about the report (the press releases for each report are included as links) for the ways the information in the report is adapted for a different audience and purpose. How do the content, organization, tone, and language choices differ from those of the original report Do you see any ethical issues involved in condensing the report into a press release
As your instructor directs,
Write a report of your findings to your instructor.
Present your findings to the class using presentation software.

Question 13

How do you introduce sources in the text of the report

Question 14

Visit the website of the Global Reporting Initiative (https://www.globalreporting.org/Pages/default.aspx), a group of analysts from various industries and professions that is committed to advancing the cause of socially responsible reporting by organizations. Prepare an information report, either as an e-mail to your instructor or as a presentation for the class, describing the organization, the people behind it, their guidelines, their work, and their impact on the corporate world.

Question 15

Why should reports try to have a topic sentence at the beginning of each paragraph

Question 16

Recommending Action
Write a report recommending an action that your unit or organization should take. Possibilities include
Buying more equipment for your department.
Hiring an additional worker for your department.
Making your organization more family-friendly.
Making a change that will make the organization more efficient.
Making changes to improve accessibility for customers or employees with disabilities.
Address your report to the person who would have the power to approve your recommendation.
As your instructor directs,
a. Create a document or presentation to achieve the goal.
b. Write a memo to your instructor describing the situation at your workplace and explaining your rhetorical choices (medium, strategy, tone, wording, graphics or document design, and so forth).

Question 17

What are some criteria to check to ensure you have quality data

Question 18

What are the characteristics of an effective report title

Question 19

Indicate whether each of the following would be an assumption or a limitation in a formal report.
a. Report on Ways to Encourage More Students to Join XYZ Organization 's Twitter Feed
1. I surveyed a judgment sample rather than a random sample.
2. These recommendations are based on the attitudes of current students. Presumably, students in the next several years will have the same attitudes and interests.
b. Report on the Feasibility of Building Hilton Hotels in Romania
1. This report is based on the expectation that the country will be politically stable.
2. All of my information is based on library research. The most recent articles were published two months ago; much of the information was published a year ago or more. Therefore, some of my information may be out of date.
c. Report on Car-Buying Preferences of Young Adults
1. These recommendations may change if the cost of gasoline increases dramatically or if there is another deep recession.
2. This report is based on a survey of adults ages 20 to 24 in California, Texas, Ulinois, Ontario, and Massachusetts.
3. These preferences are based on the cars now available. If a major technological or styling innovation occurs, preferences may change.

Question 20

Writing a Recommendation Report
Write a report evaluating two or more alternatives. Possible topics include the following:
1. Should students in your major start a monthly newsletter
2. Should your student organization write an annual report Would doing so help the next year's officers
3. Should your student organization create a wiki, blog, or newsletter to facilitate communication with a constituency
4. Should your workplace create a newsletter to communicate internally
5. Should a local restaurant open another branch Where should it be
In designing your study, identify the alternatives, define your criteria for selecting one option over others, carefully evaluate each alternative, and recommend the best course of action.

Question 21

What kinds of patterns should you look for in your data and text

Question 22

What goes in the letter of transmittal

Question 23

Revising an Executive Summary
The following Executive Summary is poorly organized and too long. Rearrange information to make it more effective. Cut information that does not belong in the summary. You may use different words as you revise.
In this report I will discuss the communication problems which exist at Rolling Meadows Golf Club. The problems discussed will deal with channels of communication. The areas which are causing problems are internal. Radios would solve these internal problems.
Taking a 15-minute drive on a golf cart in order to find the superintendent is a common occurrence. Starters and rangers need to keep in touch with the clubhouse to maintain a smooth flow of players around the course. The rangers have expressed an interest in being able to call the clubhouse for advice and support.
Purchasing two-channel FM radios with private channels would provide three advantages. First, radios would make the golf course safer by providing a means of notifying someone in the event of an emergency. Second, radios would make the staff more efficient by providing a faster channel of communication. Third, radios would enable clubhouse personnel to keep in touch with the superintendent, the rangers, and the starters.
During the week, radios can be carried by the superintendent, the golf pro, and another course worker. On weekends and during tournaments, one radio will be used by the golf professional. The other two will be used by one starter and one ranger. Three radios is the minimum needed to meet basic communication needs. A fourth radio would provide more flexibility for busy weekends and during tournaments.
Tekk T-20 radios can be purchased from Page-Com for $129 each. These radios have the range and options needed for use on the golf course. Radios are durable and easy to service. It is possible that another brand might be even less expensive.
Rolling Meadows Golf Club should purchase four radios. They will cost under $600 and can be paid for from the current equipment budget.

Question 24

Write an informative report on one of the following topics.
1. What should a U.S. manager know about dealing with workers from____you fill in the country or culture] What factors do and do not motivate people in this group How do they show respect and deference Are they used to a strong hierarchy or to an egalitarian setting Do they normally do one thing at once or many things How important is clock time and being on time What factors lead them to respect someone Age Experience Education Technical knowledge Wealth Or what What conflicts or miscomm unications may arise between workers from this culture and other workers due to cultural differences Are people from this culture similar in these beliefs and behaviors, or is there lots of variation
2. What benefits do companies offer To get information, check the web pages of three companies in the same industry. Information about benefits is usually on the page about working for the company.
3. Describe an ethical dilemma encountered by workers in a specific organization. What is the background of the situation What competing loyalties exist In the past, how have workers responded How has the organization responded Have whistle-blowers been rewarded or punished What could the organization do to foster ethical behavior
4. Describe a problem or challenge encountered by an organization where you 've worked. Describe the problem, show why it needed to be solved, tell who did what to try to solve it, and tell how successful the efforts were. Possibilities include
How the organization is integrating a social media strategy.
How the organization is implementing teams, downsizing, or changing organizational culture.
How the organization uses e-mail or voice mail.
How the organization uses telecommuting.
How managers deal with stress, make ethical choices, or evaluate subordinates.
How the organization is responding to changing U.S. demographics, the Americans with Disabilities Act, the Plain Writing Act, or international competition and opportunities.

Question 25

What are some guidelines for choosing information for reports

Question 26

What is the difference between summary and descriptive abstracts