Business writing

Meeting the boss

 Make a report to your boss
- Oral report
- Written report
Meeting the
 Discuss the results and progress boss
of your project.
 Business &
Company Report

Making a Report to the Boss

 What is a business report?

A business report is an oral

presentation or written
business document that
provides information,
request funding or approval,
analyzes company or
market data, or makes
recommendations for
innovations and change.
Target of the Report
 When writing a report remember to be
always professional.

 Whether the target of a report is your

boss or your department manager, always
pay attention to details.

 Using reliable data is crucial in a report.

 Parts of a report

An oral report has three basic

parts:

a) The introduction / opening

b) The body.
c) The conclusion.
 Parts of a Report
• A presentation should have an opening, body and closing. The manager should open
with a comment or question that gets the audience's attention, according to the article
"Making Business Presentations Work".
• The opening should comprise about 10 percent to 20 percent of the presentation,
including showing the first slide.
• Managers should get to the point in the body of their presentation, allocating about 65
percent to 75 percent of their time to it.
• Finally, the manager should go over the key points, then close with a statement that
encapsulates the main goal of the presentation. Including questions, the closing should
be 10 percent to 20 percent of the overall presentation.
Parts of a report: the introduction.

The introduction should "hook"
your audience. Catch their
interest with a question, a
dramatic tale or a personal
experience that relates to your
topic.
Parts of a report: the body.

The body is the main part of

your report, and will use most of
your time. Make an outline of
the body so that you can share
information in an organized
way.
Parts of a report: the conclusion.

The conclusion is the time to

summarize and get across your
most important point. What do
you want the audience to
remember?
 The Oral Report

Whether an employee is presenting to a department or company-wide, it is important to

gear the presentation toward the audience. For example, engineers that are presenting to
marketing and financial managers will need to share information that is relevant to
product features and the cost of production, respectively. In addition, the engineer may
need to explain more technical terms in his presentation.
• 1. Not preparing enough.
• 2. Not familiarizing yourself with the
venue and equipment.
• 3. Ignoring your audience.
• 4. Using inappropriate content.
68%
• 5. Being too verbose.
• 6. Using ineffective visuals
• 7. Overcrowding Text.
• 8. Speaking Incoherently. 120%

• 9. Showing a lack of dynamism.

• 10. Avoiding eye contact.
Writing Report

Making a Report to the Boss

 A Business Report

A business report is a
written document that
provides information,
and sometimes analysis,
to assist a business in
making informed
decisions.
 A Business Report

The main purpose of a
business report is to make
data that is relevant to the
company, such as
information regarding
efficiency, competition, or
procedures, easily available
to everyone in the company.
 A Business Report

The report needs to

make this data easy for
the reader to understand.
The best way to do that
is to have clearly
defined sections with
labels and headings.
Written Report: Characteristics

 The most important characteristics

of a business report are its
organisation and its objectivity.

 The standard business report uses

Western forms of content
organisation.
 Written Report: Characteristics

• a) Title page.
• b) Executive summary.
• c) Introduction.
• d) Body/text.
• e) Recommendation &
Conclusions.
• f) References.
 The Executive Summary

Summarize the main points of

the report. Should include:
• Report topic.
• The data obtained.
• The data analysis methods.
• Recommendations based on
the data.
 Introduction

It highlights the major

topics that are covered and
provides background
information on why the data
in the report was collected.
 Body / Text

• The body of the report describes the

problem, the data that was collected,
how the data was collected, and
discusses the major findings.
• The body may be divided into
subsections, with subheadings that
highlight the specific point to be
covered in that subsection.
 Recommendation and conclusions

• The conclusion explains how the data

described in the body of the document
may be interpreted or what conclusions
may be drawn.

• The conclusion often suggests how to

use the data to improve some aspect of
the business or recommends additional
research.
 References

• The references section lists the

resources used to research or
collect the data for the report.

• References provide proof for your

points and enable readers to review
the original data sources
themselves.
 Business Report

Business reports are all about

the facts. And with an ample
supply of data, the reports will
pretty much write themselves.
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Thank you