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Effective Report Writing

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9 views

Effective Report Writing

Uploaded by

amenyejob
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 16

EFFECIVE

REPORT
WRITING
| Amenye Jemimah Nyondo | [email protected] |
CONTENTS

Introduction
Importaance of reports
Types of Reports
Importance
How to be effective
INTRODUCTION
A report can be defined as a testimonial or
account of some happening. It is purely based on
observation and analysis A report gives an
explanation of any circumstance. In today’s
corporate world, reports play a crucial role. They
are a strong base for planning and control in an
organization. A report discusses a particular
problem in detail. It brings significant and reliable
information to the limelight of top management
in an organization.
TYPES OF REPORTS

Formal and informal reports


Reports: Short or Long
Information or Analytical report
Proposal Report
Vertical or Laterally report
Internal or External report
Periodic Reports
Functional Reports
LONG & SHORT REPORTS

A report is either long or short. Short reports are straightforward, as the name
implies. A two-page document, sometimes known as a memorandum, is short,
whereas a thirty-page report is fairly long.
FORMAL &
INFORMAL REPORTS
A formal report is a document that contains
thorough information, research, and data that is
needed to make business choices. The primary goal
of formal report writing is to address a specific
issue.
An informal report, also known as an informal
memo, differs from a formal report in that it lacks
elements such as the abstract and executive
summary. An informal report is used for internal
business and research objectives, as well as as a
framework for a formal report to follow.
INFORMATIONAL/ANALYTICAL
REPORTS
Annual reports, monthly financial
reports, and reports on employee
absenteeism are examples of
informational reports that transfer
objective data from one part of a
business to another. Scientific research,
feasibility reports, and real-estate
evaluations are examples of analytical
reports that aim to answer problems.
PROPOSAL REPORT

The proposal is a variation of problem-solving


reports. A proposal is a document prepared to
describe how one organization can meet the
needs of another. Most governmental agencies
advertise their needs by issuing “requests for
proposals” or RFPs. The RFP specifies a need and
potential suppliers prepare proposal reports
telling how they can meet that need.
VERTICAL OR HORIZONTAL
REPORTS
The direction in which a report travels is
referred to as this categorization. Vertical
reports are reports that are higher uphill or
downward in the hierarchy, and they help
with management control. Horizontal
reports, on the other hand, help with
organization coordination. These reports
travel between units at the same
organizational level (for example, the
production and finance divisions)
INTERNAL OR EXTERNAL REPORTS

Internal reports are circulated within the company. External reports,


such as company annual reports, are written for distribution outside
of the organization.
GUIDELINES

Purpose Clarity
Structural Integrity
Consistent Formatting
Adaptability to the Audience
Attention to Detail
HOW TO BE
EFFECTIVE
Determine the objective of the report, i.e., identify the
problem.
Collect the required material (facts) for the report.
Study and examine the facts gathered.
Plan the facts for the report.
Prepare an outline for the report, i.e., draft the report.
Edit the drafted report.
Distribute the draft report to the advisory team and ask
for feedback and recommendations.
IMPORTANCE
Reports play a pivotal role in communication
skills, providing a structured and organized way
to convey information. Effective communication
is the cornerstone of success in various fields,
and report writing serves as a vehicle for
achieving clarity and precision in conveying
ideas.

Understanding the guidelines of writing a report is crucial


for effective problem-solving. Reports not only present
data but also offer solutions and recommendations. A
well-crafted report follows a logical structure, guiding the
reader through the problem-solving process step by step.
IMPORTANCE
In the fast-paced world of academia, business,
and professional communication, the art of
report writing stands as a cornerstone for
effective and impactful expression.

Just as any other skill, report writing can be honed and


perfected. Developing report writing skills involves
mastering the art of synthesis, analysis, and presentation.
Regular practice and adherence to guidelines contribute
to the refinement of these skills, making you a more
effective communicator.
ANY QUESTIONS?
THANK YOU

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