ES2002 BUSINESS COMMUNICATION MINI LECTURE 4

1. ES2002 BUSINESS COMMUNICATIONMINI LECTURE 4 REPORT WRITING: ORGANISING & OUTLINING THE REPORT DONE BY: GAN ZHI-WEI JODY TJUGITO LEE SU LIN THAM TIANYOU EUGENE

2. PRESENTATION OUTLINE • Organizing the data • Sectioning the report • Preparing the report outline

3. DATA ORGANIZATION • Functional • Geographical • Chronological • Compare/Contrast • Cause-Effect • Problem-Solution (Effect-Cause)

4. PURPOSE MARKETING DEPARTMENT LOGISTICS DEPARTMENT HUMAN RESOURCE DEPARTMENT FINANCE DEPARTMENT FUNCTIONAL • Organization based on respective roles • Emphasis of functional groupings

5. FUNCTIONAL PURPOSE: To examine the feasibility of starting a bus service to ferry students and staff to and from NUS.

6. FUNCTIONAL • MARKETING:Feasibility for bus service • LOGISTICS:Buses and logistical support • HUMAN RESOURCE:Manpower for operations • FINANCE:Intended rates

7. FUNCTIONAL CONCLUSION: • Demand for service • Interested partner • Reasonable rates

8. GEOGRAPHICAL • Organization based on physical location • Definition of a main geographical region • Division into sub-regions

9. GEOGRAPHICAL PURPOSE: To study the sales in the Southeast Asia Region

10. GEOGRAPHICAL CONCLUSION: • Strong sales of ladies clothing and cosmetics in the GEOGRAPHICAL markets of Malaysia and Singapore • Strong sales of men’s accessories in Indonesia and Thailand

11. CHRONOLOGICAL • Organization based on sequence of events • “Beginning-to-end” format

12. CHRONOLOGICAL PURPOSE: To examine fast-food restaurant workers’ greatest periods of productivity

13. CHRONOLOGICAL CONCLUSION: Workers are most productive in the morning as shown in their promptness in service, accuracy of orders taken and levels of fatigue.

14. DATA ORGANIZATION • Compare/Contrast • Cause-Effect • Problem-Solution (Effect-Cause)

15. Picture 1 Spot The Differences

16. Picture 2 How many differences can you spot between the 2 pictures?

17. Comparison/ Contrast

19. PURPOSE: Identify a suitable location for a new store Conclusion: Alternative A

20. PURPOSE: Identify a suitable location for a new store Conclusion: Alternative A

21. CAUSE-EFFECT: FISH-BONE DIAGRAM PURPOSE: To evaluate the impact of poor airline service on customer satisfaction Machinery Material Broken luggage carousel Inadequate supply of magazines Mechanical delay on plane Inadequate meals on-board Dissatisfied Airline customer Mistagged bags Understaffed crew Poorly trained attendants Bumping policies Overbooking policies Methods Manpower

22. Purpose: To evaluate the effective use of the common drive by the personnel department. • Extent of the problem • 1.1 • 1.2 • 1.3 • Causes of the problem • 2.1 • 2.2 • 2.3 • 2.4 • Respondents’ suggestions for improvement • 3.1 • 3.2 • 3.3 • 3.4 Effects Conclusion: Productivity in the personnel department can be affected by the lack of storage space in the common drive … Causes Possible solutions EFFECT-CAUSE (PROBLEM-SOLVING) • Identify the problem • Discuss its extent • Identify the causes • Conclusion • Evaluate solutions

23. SECTIONS OF A REPORT • Introduction • Main Body • Conclusion • Recommendations

24. INTRODUCTION • Background • Purpose • Scope • Limitations

25. INTRODUCTION • Research Methods / Source • Report Organization

26. FINDINGS 3 sections: • Section 1 – Theories, models, hypothesis • Section 2 – Materials / methods used • Section 3 – Present and interpret research data

27. FINDINGS • Use headings to differentiate sections • Present data / findings objectively • Use graphics / charts • Comment / interpret data • Keep to essentials

28. CONCLUSION • Summarize points • No new information RECOMMENDATION • Solutions to the problems • No new information

29. So easy =) I will answer ! Name the 4 sections of a report …

30. I FIRST LEVEL A Second level1 Third level a) Fourth level 1 FIRST LEVEL1.1 Second level1.1.1 Third level 1.1.1.1 Fourth level PREPARING AN OUTLINE Alpha-Numeric Decimal • Numbering System

31. I. Introduction A. Background History 1. Before 19th Century 2. After 19th Century II. Body I. Introduction A. Before 19th Century B. After 19th Century II. Body PRINCIPLES OF OUTLINING • No Single Sub-Divisions • Balance the Divisions

32. I. Main Division A. Sub-division 1. Sub-subdivision a) sub-sub-subdivision b) sub-sub-subdivision 2. Sub-subdivision 3. Sub-subdivision 4. Sub-subdivision 5. Sub-subdivision B. Sub-division PRINCIPLES OF OUTLINING • Avoid too many sub-divisions

33. I. Main Division A. Sub-division 1. Sub-subdivision 2. Sub-subdivision B. Sub-division 1. Sub-subdivision a. Sub-sub-subdivision 2. Sub-subdivision a. Sub-sub-subdivision b. Sub-sub-subdivision PRINCIPLES OF OUTLINING • Use mechanics to distinguish levels

35. Commonly observed discipline problems Problems Techniques New techniques for nurturing toddlers Recommended tips for nurturing with love and logic Tips APPROPRIATE HEADINGS • Topic VS Talking

36. APPROPRIATE HEADINGS • Broad but specific • Tiger Beer VS Aims of Tiger Beer • Clear and concise • Findings VS Surveys, Interviews, etc

37. APPROPRIATE HEADINGS • Parallelism Non-parallel outline excerpt Parallel version I. Municipal Waste I. Municipal Solid Waste Generated in the U.S. Generated in the U.S. A. What is the total output? A. Total Output of MSW 1. Total Recyclable Output 1. Total Recyclable Output 2. Non-recyclable Output 2. Non-recyclable Output B. Disposal methods B. Disposal methods 1. By Sanitary landfills 1. By Sanitary landfills 2. By Spreading MSW in open fields 2. By Open spreading II. What Are the characteristics II. Characteristics of MSW of MSW?

38. WHAT WE HAVE LEARNT… • Data Organization • Sections of A Report • Principles of Outlining • Appropriate Headings

39. Q & A