Module -4 Business Reports

Business Reports: Purpose, Kinds and Objectives of reports – Organization &

Preparing reports, short and long reports writing, writing executive summary.
Business Case Analysis: What is a case? Characteristics of Case and its
Analysis, Process of Case Analysis, Requirements of Case analysis, the
structure of written cases analysis.
Meeting Documentation: Notice, Agenda, and Resolution & Minutes
Business Reports

Reports are defined as the ordered and objectively presenting the realistic information to the
person to make decisions or to solve problems.

Business report is an evaluation of a particular issue, set of circumstances, or financial

operations that relate to the performance of a business. It is often written in response to an executive of
the company, and often takes the form of a memo with the report attached.

Louis E. Boone and others defined, “A business report is a document that organizes information
on a specific topic for a specific business purposes.”

In the words of Lesikar and Pettit, “A business report is an orderly, objective communication of
factual information that serves some business purpose.”

Purpose or Objectives of report:

The report plays an important role in decision-making in an organization. And such importance of
report can be understood through the following discussions:

 Decision-Making Tool
Today’s complex business organizations require thousands of information. Reports provide the
required information a large number of important decisions in business or any other area are taken on
the basis of the information presented in the reports. This is one of the great importances of the report.

 Investigation
Whenever there is any problem, a committee or commission or study group investigates the
problem to find out the reason behind the problem and present the findings with or without the
recommendation in the form of a report.

 Evaluation
Large scale organizations are engaged in multidimensional activities. It is not possible for a
single top executive to keep a personal watch on what others are doing. So, the executive depends on
reports to evaluate the performance of various departments or units.
 Quick view
There is no denying the fact that business executives need information for quick decision-
making. As top executives are found to be busy for various purposes, they need vital sources of
information. Such sources can be business reports.

 Development of skill
Report writing skill develops the power of designing, organization coordination, judgment, and
communication.

 Neutral presentation of facts

Facts are required to be presented in a neutral way; such presentation is ensured through a report
as it investigates, explains, and evaluates any facts independently.

 Professional Advancement
The report also plays a major role in professional achievement. For promotion to the rank and
file position, satisfactory job performance is enough to help a person. But for promotion to a high-level
position, intellectual ability is highly required. Such ability can be expressed through the report
submitted to a higher authority.

 Proper Control
Whether activities are happening according to plan or not is expressed through a report. So,
controlling activities are implemented based on the information of a report.

 A managerial Tool
Various reports make activities easy for managers. For planning, organizing, coordinating,
motivating, and controlling, the manager needs help from a report which acts as a source of
information.

 Encountering Advance and Complex Situation

In a large business organization, there is always some sort of labor problems that may bring
complex situations. To tackle that situation, managers take the help of a report.

Types of Report

 Long and Short Reports.

 These kinds of reports are quite clear, as the name suggests. A two-page report or sometimes
referred to as a memorandum is short, and a thirty-page report is absolutely long. Usually, the longer
reports are generally written in a formal manner.

 Internal and External Reports.

An internal report stays within a certain organization or group of people. In the case of office
settings, internal reports are for within the organization. We prepare external reports, such as a news
report in the newspaper about an incident or the annual reports of companies for distribution outside the
organization. We call these as public reports.

 Formal and Informal Reports.

Formal reports are well structured. They focus on objectivity and organization, contain deeper
detail. Informal reports are usually short messages with free-flowing, casual use of language.

 Vertical and Lateral Reports.

Wherever a direction of upwards or downwards comes into motion, we call it a vertical report.
Lateral reports, on the other hand, assist in coordination in the organization. A report traveling between
units of the same organization level (for example, a report among the administration and finance
departments) is lateral.

 Periodic Reports.
Periodic reports are sent out on regularly pre-scheduled dates. In most cases, their direction is
upward and serves as management control. Some, like annual reports, is not vertical but is a
Government mandate to be periodic in nature.

 Informational and Analytical Reports

Informational reports (attendance reports, annual budget reports, monthly financial reports, and
such) carry objective information from one area of an organization to maybe a larger system. Analytical
reports (scientific research, feasibility reports, and employee appraisals) show attempts to solve actual
problems. These analytical reports usually require suggestions at the end.

 Functional Reports.
These kinds of reports include marketing reports, financial reports, accounting reports, and a
spectrum of other reports that provide a function specifically. By and large, we can include almost all
reports in most of these categories. Furthermore, we can include a single report in several kinds of
reports.

Organization & Preparing reports

The writer of a report should choose a method of data collection according to the nature and
purpose of the proposed study. Before writing the report, he or she should evaluate the information
collected for its relevance and usefulness, and should plan and organize the information. The findings
should be logically grouped to form an outline of the report.

Planning the message before writing the report will make it clear and easy to follow. Planning
involves organizing the ideas already identified as important. In the case of a short, simple piece of
writing such as a letter or memo, the material can be organized by deciding what points to include and
how to arrange them. When the material to be covered is vast and complex, like in long reports, the
writer must plan not just the sequence of presentation, but also the subordination and coordination of
ideas and facts in relation to each other and to the text as a whole.

Organizing involves two parts:

 Sequencing information
 Outlining information

Sequencing Information

Information can be arranged in three different ways:

• Randomly
• Sequentially
• Hierarchically

Random Organization
Random organization, as the term suggests, indicates no visible relationship among the ideas
and facts presented. The communicator (writer/speaker) expresses thoughts and ideas as they come into
his or her mind; the document is just a string of ideas, not a pattern.

Sequential Organization
A sequence is a set of things relating to one another in sequential order. Each item has the same
relationship to each of the other items. Examples are alphabetical, numerical, or chronological ordering.
Hierarchical Organization
Hierarchical organization is an ordering of items according to their relative importance. It is
based on multi-level relationships. In this pattern, items have other items placed under them.

Outline as a Structuring Device

An outline is a shape-giving device. It is a valuable planning strategy. By making an outline, the

writer structures the relevant ideas and groups them together on the basis of their generality. An outline
can be used at different stages of report writing. For instance, before writing or presenting the report
orally, an outline helps arrange and organize material; when revising, it can be used to see how far the
first draft is logically arranged. An outline also points out any weakness in the written document, such
as missing points or digressions from the main point.

An outline is a tentative plan or projection of what the final draft will say. It is possible for the
outline to change somewhat during the actual writing. In that case, the writer should alter the original
outline and ensure that the changes do not disturb the logic and order of the argument and ideas.

Short and long reports Writing

Short reports writing

A short report is also called informal report while a long report is sometimes referred to as
formal report. A short report is often no more than a single page of statement containing facts and
figures in the most concise manner. A short report is like a memorandum and does not need a cover.
This style of report is often casual and relaxed. The style of writing includes use of first person such as
I and We in sharp contrast to long report where full names of people are used. A short report is usually
written either in the form of memorandum (memo) or a letter. Usually, reports meant for persons
outside the company or clients are written in letter form. The short report:
• Uses the title page or just the report’s title as the heading or subject.
• Is usually in direct order, beginning with a summary or a statement summarizing the content.
• Presents findings, analysis, conclusions, and recommendations.

Memos
Memos are used as internal messages in companies. They are informal and need very little
introductory or background information. Their goal is to address and solve an internal problem.
Letters
Letters are usually written to deal with smaller problems and are organized in an indirect order.
They usually end on a note of goodwill.

Long reports writing

Long report is a report which includes title page, acknowledgements, table of contents,
executive summary, introduction, discussion/description, conclusions, recommendations, appendix, list
of references and bibliography.
A long report always has a title, introduction, body, and then conclusion. It is always more than
one page in length. It sometimes contains a covering letter that mentions all the details that are included
in the long report. At the end of the long report, there is bibliography and appendix. It is common to
have a long report printed and bound with hard cover. The tone in a long report is restrained and
somber in contrast to a short letter.

The Title Page

The title page includes the following:

• The heading (title of the report), which should be short, clear, and unambiguous
• The name and affiliation of the author(s)
• The department and date of issue

Acknowledgements
The writer of the report should thank everyone associated with the assignment and preparation
of the report. He or she should be generous in expressing gratitude.

Cover Letter
The cover letter is usually written by top management or project guides as a preface or foreword
to a report, reflecting the management’s policy and interpretation of the report’s findings, conclusions,
and recommendations. It introduces the report and tells readers why it is being sent to them. The cover
letter is usually placed between the cover and the title page. It is never bound inside the report. It can be
written in the form of a memo, a letter, or a forwarding certificate.

Table of Contents
Long reports must have a table of contents placed after the acknowledgements and before the
executive summary. The table of contents is an important element in a long, formal report as it
identifies the topics and their page numbers in the report (or any long document). The table of contents
also indicates the hierarchy of topics and their sequence and mentions the main sections of the report
exactly as they are worded in the text.

Abstract and Executive Summary

An abstract or executive summary comes immediately after the list of tables in the table of
contents or on/after the title page itself. Normally, a report has either an abstract or an executive
summary, based on the length of the report and expectations of readers. A company practice may be to
have both an abstract and an executive summary with long reports.
A summary:
• Should give the context of the report
• Should provide the most important findings, conclusions, and recommendations
• Should act as a time-saver for busy management executives.

Introduction
The introduction of this executive summary states the details of the:
• Authorizing person or body requesting the report
• Author or group of authors responsible for investigation (and submission of the report)
• Purpose or reason for the report
• Methods of enquiry (the research method used)
• Arrangement or grouping of data
• General background of the report’s subject

Findings
The findings present the results of the investigation.

Conclusions
The conclusions of the executive summary:
• States the results of the investigation.
• Offers answers to questions raised in the beginning of the report.
• Contains no new information.

Recommendations
The recommendations of the executive summary:
• Are the action centre of the report.
• State how the conclusions should be acted upon.
• Make clear and definite suggestions/proposals.
 • Mention the need for further investigation as a condition for a more comprehensive study of
the problem if required.

Writing executive summary

An executive summary is a short document or section of a large business report of proposal. It’s
used to give a reader a quick overview of the larger body of material that follows. In the words it
summarizes a report so that executive doesn’t have to read the whole report to understand its purpose.

Executive summary Report- project management

An executive summary is a brief report highlighting important items of a project. Management

who read the executive summary should get the essence of the project status without the need to get
into the fine details. Includes how this particular project impact the organization as a whole If not
already know what is an executive summary? The executive summary is a one page document that
summarizes the purpose, goals, and approach of your design project. Reading this summary should give
any evaluator a clear Idea of the problem you are tracking, your approach to solving it and roughly
where you are in the process.

Case study

A case is a written account of real or simulated managerial problems, dilemmas, and situations
calling for solutions. Case analysis is an exercise in critical thinking and understanding of concepts and
causes of problems and events. A case study is a collection of facts and data based on a real or
hypothetical business situation.

Case analysis business case analysis report should answer three basic questions:
• Costs: What are the costs of making this decision?
• Risks: What are the risks of making this decision?
• Benefits: What are the expected benefits of making this decision?

Characteristics of a case and its analysis

 A good case study is based on critical management issues faced by organizations. It does not
focus on personal dilemmas.
  The subject matter of a case can focus on different aspects of management. For instance, a case
can illustrate the principles of effective communication and it can also demonstrate techniques
in sales and marketing.
 There are no rights or wrong answers to the questions raised by a case study.
 The proposed answers or solutions to the problem should be logical.
 The decision that is finally recommended should keep with the logical framework that is
established at the outset of the analysis.

Types of case study

 Theoretical cases.

Case studies that are meant for reading and clarifying theoretical concepts in a discipline such as
management, marketing, human relations, communication, and so on are academic case studies.
They are used as examples to concretize abstract concepts. The interplay of ideas is presented in the
form of action, interaction, and conflict among persons involved in a life-like situation described by
the case. The case study on the profile of an effective communicator discussed at the beginning of
this book is an example of a theoretical case.

 Factual cases.

Case studies that describe and illustrate an organization’s experience and efforts to overcome
different problems and situations are real cases. These cases are based on facts. They present critical
management issues with full details of facts and figures. Their analysis requires a systematic
approach to identification of the main problem, alternative solutions, and, finally, the best solution.
Such factual case studies highlight corporate problems belonging to any functional area of
management, such as marketing, production, or human relations.

Process of case analysis

Step 1: Study the Case

First, a case analysis requires an understanding of the case and its context. This involves a
comprehensive study of all factors at the organizational level that may be responsible for affecting
working conditions and performance levels. Therefore, the first step is to know the goals, objectives,
and structure of the organization. One can start by quickly reading the important points of the case and
understanding the general drift. This should be followed by re-reading all the material and slowly
taking note of important issues, facts, and ideas.

Step 2: Identify the Problem

After reading over the case, the next step is to identify the main problem and discover the relationships
between the problem and the factors responsible for it. Critical analysis and insight should help the
analyst distinguish between the problem and its symptoms. For example, frequent strikes in a company
can be viewed as a problem, as they cause dislocation in so many ways. But strikes are actually
symptoms of a deeper problem in the organization: its work culture, system of promotions and rewards,
and its goals and objectives. Hence, the analyst should identify the real problem, as distinguished from
its symptoms.

Step 3: Define the Problem

The problem should be formulated in precise words. For example, in the aforesaid case, the problem
could be defined as, “Low productivity owing to frequent labour strikes in the factory”.

Step 4: Identify the Causes of the Problem

The next step is to state the relevant facts of the case and establish logical links between them. Here one
should remember that facts are not opinions. Facts are the basic data obtained through investigation and
study of the work environment and other industry-related factors affecting the problem to be resolved.
For example, in the aforesaid case, the facts could be that in the second quarter of the year, production
was lower by 40 per cent, meaning it came down by 8,000 units when compared to the previous year, in
which there were no strikes. This year, there were two major strikes in the second quarter alone. When
linking facts in causal relationships, any assumptions that have been made must be stated clearly. These
assumptions form a part of the hypothesis that will be tested for validity.

Step 5: Develop Alternative Solutions

The next step is to suggest various possible answers and solutions to the problem or questions raised in
the case. According to experts, at least three to five alternatives should be generated, ranging from
“most viable” to “least viable”.

Step 6: Evaluate the Alternatives

Next, each solution must be evaluated in terms of its relevance to the organization’s objectives and the
decision to be taken. The analyst should compare the various alternatives and decide on the best course
of action to recommend. The alternatives can also be scrutinized in terms of their utility over time, that
is, in the immediate term, intermediate term, or long term.

Step 7: Develop a Plan of Action

Lastly, the analyst works out a plan to implement the recommended course of action. It is only when a
plan of action is developed that one can check whether all the aspects of the problem have been
addressed.

Requirements of Case analysis

Thorough knowledge of the concerned subject: The first requirement for being able to write an
analysis of a theoretical case is thorough knowledge of the subject.

Analytical ability: When attempting a case analysis, one has to go deeper into the situation described
in the case. To analyze means to break something down into its constituent parts. It involves more than
just describing something. When ideas are taken apart, each component can be discussed separately.
This results in connections being made among the components and new relationships and interactions
being established. This allows us to examine the validity of the logic used to establish these
relationships.

Ability to think critically: The ability to think critically requires going beyond the obvious and
looking for the truth underlying conflicts. It requires looking beyond what meets the eye and having a
questioning approach in which one accepts an idea only after examining its basis.

Ability to evaluate: The ability to evaluate ideas and reasons is part of critical thinking. When
evaluating, it is important to know the reasons for a particular judgment. For example, it is not enough
to say “Rahul is the most effective communicator”. One must also explain why and how Rahul is an
effective communicator, for instance by comparing him to others and pointing out examples in which
he demonstrates effective communication.

Ability to infer: You should be able to finally view the whole problem from a certain perspective.
Here, the analysis takes the position that effective communication is an act of the total personality of
the communicator.
The structure of written cases analysis

 The title of the case: The title reflects the central problem of the case.

 The statement of the problem: The statement of the problem describes the objective of the
case and what is to be achieved through the proposed solution.

 The case: The case is a brief narration of the situation or problem. It provides the context for
the various issues to be investigated.

 The scope of the analysis: The scope defines the limits of the analytical study of the case
clearly. It also describes the assumptions that have been made for the purpose of the analysis.

 The alternative solutions and their evaluation: Each possible solution is an alternative
answer to the problem and should be fully considered in relation to the company’s objectives
and goals and evaluated in terms of its merits and demerits. Sub-sections can be created for each
solution, listing its merits and demerits.

 The recommended solution: The recommended solution is the final suggestion for action. It is
backed by the principles of management that are relevant to the case under consideration. At
this stage, the logical framework developed to interpret the case helps justify the decision to
recommend a particular solution.

 The conclusion: The conclusion gives a plan of action to overcome the problem by
implementing the solution. The recommended action is fully analyzed in terms of its viability,
feasibility, cost, and benefit to the company. Any other inherent limitation or weakness in
implementing the plan is also clearly discussed and indicated as a point for caution and further
consideration.

 The executive summary: The executive summary briefly includes the following:
A brief description of the background of the problem
 The problem
 The possible solutions
 The best solution
 The recommended plan of action
 The benefits of the recommended solution to the company
 The executive summary is for helping decision-makers understand the problem and its
possible solutions without going through the entire case analysis. It is, therefore, placed at the
beginning of the written analysis.

Meeting

Formal or informal deliberative assembly of individuals called to debate certain issues and
problems, and to take decisions.

Meeting is one of the major media of oral communication. In general sense a meeting is a
gathering of two or more persons with the view of making decisions through discussion.It is an
assembly of people does decide on some present issues.

According to Oxford Dictionary, “A meeting is an occasion when people come together to

discuss or decide something.”

Murphy and Hildebrandt said, “A meeting is a gathering of two or more people where purposive
discourse occurs.”

Purposes of Business Meeting

Meeting is one of the major media of oral communication. It is essentially important for every
organization. The basic objective of meeting is to take decisions on some predetermined issues.

It has also some other purposes. The objectives or purposes or importance of meeting are discussed
below-
 Making Decisions: The foremost objective of any meeting is to take important decisions on some
predetermined issue. Decisions are taken here on consensus and it is very crucial to take decisions
on routine and non-routine business affairs.
 Exchanging Information: Meeting is arranged also to provide information to the audience about
various matters of the organization. Audience also exchanges information in meetings.
 Conveying Organizational Vision, Mission and Operational Plans: Meetings are also called to
convey organizational mission, vision and operational plans to the newly appointed employees.
Managers or heads of various departments call these types of meetings for the fresher so that they
can be better acquainted with organizational culture, mission, vision, plans etc.
 Announcing Changes: Another purpose of arranging meeting is to announce the upcoming
changes brought in organizational policies, mission, vision, logo etc. before the audience. The
 causes, benefits and ground of such changes are explained in the meeting so that people understand
and accept the probable changes without much resistance.
 Negotiation: Meeting is also called for making negotiations between the conflicting parties through
fruitful discussion. Sometimes employers and employees or trade union leaders sit in meeting
together to reach on some agreement so that organizational activities can be run smoothly.
 Resolving Conflict: In large organizations conflict among people is most common. Healthy
conflict helps to increase productivity but unhealthy or undesirable conflict must be resolved
immediately after found. Meeting helps the conflicting parties to reach on common understanding
and thus resolving or minimizing conflict.
 Solving Problems: An important purpose of meeting is to provide solution to organizational
problems. Problems that are critical and require opinions of most of the members of a board or
council must be solved by calling meeting. In meeting diverse thoughts are found that help to face
problem suitably.
 Reviewing and Informing Progress: Meeting is also called for reviewing and informing the
progress of any project, plan and activity and so on. Form it the attendants of the meeting are able
to know the present status of the projects and can provide their opinions to improve if there is any
loophole.
 Celebrating Success: Meetings are often called to celebrate the success of the organization,
completion of any project, achievement of any award etc. it increases the organizational harmony
and motivates employees to work united to achieve more.
 Interaction with External Stakeholders: Every organization is to work with different parties of
the society and it must build a long-term harmonious relationship with them. Meetings are called to
exchange information and to share experience with different stakeholders of an organization so that
their interaction with the firm is increased.

Notice

A written announcement which informs the participants about the meeting purpose, the time,
place and preferably the reason for the meeting.

Contents of the Notice

• The name of the organisation.
• Day, date, and time.
• Place of the meeting. i.e. the address and the specific room/hall.
 • Purpose of the meeting and, if possible, the Agenda.
• Date of circulation and conveners’/ secretary’s signature.

Agenda

An agenda sets out the list of items to be discussed at a meeting.

It should include:
• The purpose of the meeting; and
• The order in which items are to be discussed, so that the meeting achieves its purpose. This will
later shape the minutes of the meeting.

Minutes and Resolution

A minute is a written record of what has happened at a meeting. A resolution is a record of any
decisions made at the meeting.