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Business reports are an integral part of actively managing any company. Management uses the reports to track progress toward its various goals, control expenditures and increase revenue. Reports help to predict trends, and this is an advantage toward increasing profits. Managers who review the reports on a daily or frequent basis can quickly make adjustments for abnormalities. Reports are required in disciplines such as accounting, finance, management, marketing and commerce. Business reports writing is used for a wide variety of topics and objectives, and a reports can vary greatly in length, content, and format. Examples include annual reports, monthly sales reports, reports requested by management exploring a specific issue, reports requested by the government showing a company's compliance with regulations, progress reports, and feasibility studies. Often the type of assignment set is a practical learning task requiring you to apply the theories you have been studying to real world (or realistic) situations; for example, accounting and finance students may be asked to analyze a company’s financial data and to write reports detailing their findings, marketing students may be asked to research and develop a marketing campaign for a product and to write a reports presenting the proposal to the company, management students may be asked to reports on the management structure of a company and make recommendations for its improvement. Reports are typically assigned to enable you to: Examine available and potential solutions to a problem, situation, or issue; Apply business and management theory to a practical situation; Demonstrate your analytical, reasoning, and evaluation skills in identifying and weighing-up possible solutions and outcomes; Reach conclusions about a problem or issue; Provide recommendations for future action; Show concise and clear communication skills. Remember that with reports, typically, there is no single correct answer but several solutions, each with their own costs and benefits to an organization. It is these costs and benefits which you need to identify and weigh-up in your reports. Before writing the reports it is important to determine the purpose of the reports. Is it to evaluate the need for new quality controls in manufacturing? Is it to reports the results of a new hiring procedure? Is it to investigate competitors' products and services? Is it to propose cutbacks in the training program in order to offset budget cuts in the department? You should be able to describe your objective in one or two sentences. Further, when writing the reports, you need to consider the audience you are writing for: is it the CEO or will the reports be available to all staff concerned? Your audience may be upper, middle or line management, other departments in the company, coworkers, the client, potential clients, the government, or another company in the same market. Knowing who your audience is helps you determine what type of information to include in the reports. You have to identify who will read your document. Will it be just one person, or might it be passed around to others? If you're writing for a single reader, you're in luck. This will make it relatively easy to target your writing at his or her specific expectations and level of knowledge. If you're writing for several people, though, they may have different expectations and levels of knowledge. If so, can you identify one of them as your main reader: the person whose interests you most need to satisfy? If you can, it may be best to write the document as if you're writing just for this main reader. Trying to satisfy the needs of several different readers at once can be very difficult. You risk ending up with a document that tries to be everything to everyone yet ends up being nothing to anyone. Sometimes it may not be possible to single out one reader as the main reader. You may have to write for several different readers (or groups of readers), and it may be important to satisfy all of them. In such a case, it might be best to write two or more separate documents, each one closely tailored to the different needs of a specific reader or group. One of the most valuable questions you can ask your readers is why they want your document. What do they want to do with the information they'll gain? The range of possible answers is just as varied as the range of possible readers. For example: Reader A may want to read a comprehensive introduction to the topic before she decides if and how to use the information further. Reader B may want to use your information to persuade a client or superior to a certain course of action. Reader C may want to use your information to evaluate an idea of her own. Reader D may want to use your information to evaluate an idea from someone else. Reader E may be a fellow expert who wants to review other opinions on the topic; i.e. yours. Reader F may want a brief and straightforward overview so that he knows just enough not to be embarrassed when the subject is discussed. Finally, you will need to gather information for the reports through research, interviews, and your personal knowledge about the topic. Research may include a search of literature external to the company as well as of material internal to the company. Interviewing key people or using questionnaires to survey a greater number of people may provide excellent information and data. Regardless of the sources you use, it is important that the conclusions and/or recommendations in your reports be based on quality information. Remember to keep detailed information on all sources used so they can be properly cited in your final reports.
It is important that you understand the best way to create and pull together the most effective business reports possible. Let us give you some writing tips: 1) Concise and Direct Writing is Key: The first tip that you need to appreciate and come to utilize when it comes to reports writing is keeping your documents concise and direct. What this means is that when it comes to preparing reports, don't beat around the bush. Don't use unnecessary, excess language. The bottom line is that when it comes to reports writing quantity does not trump quality. In the realm of reports writing, you most definitely do not get more “points” for making reports longer than it absolutely needs to be to get the message across. In this day and age, people simply do not have the time to spend reading long reports. You will develop a strong reputation for professionalism and intelligence by preparing reports that cut right to the chase and provide vital information in the least amount of space. 2) Use Standard Language When Possible: Many individuals who are charged with writing reports whip out the thesaurus as they prepare to go to work. These people think that they will impress the powers that be by using “big words” rather than using direct and standard language. The reality is that when you are preparing reports, you should use standard and even basic language whenever possible. The only time when you should use “big words” (so to speak) is when you are preparing some sort of technical document that requires the use of specialized words. The fact that you should use standard and basic words when you write reports does not mean that you should not write well. The point that you need to understand is that positive writing techniques do not involve the use of inappropriately complicated language. 3) Don't Over Write: As mentioned a moment ago, you need to keep your writing concise and direct. What some mistakes people make, when it comes to reports writing, is that they repeat and then repeat again points that have already been appropriately made in reports. Another problem that occurs when it comes to reports writing is including information that has nothing to do with the topic of the reports itself. Writers do this for many reasons: to add length to a reports, to demonstrate to a superior how knowledgeable a writer is, and so forth. The bottom line recommendation is that you absolutely should never over write reports. Do not add materials and information that are not absolutely necessary to convey vital and absolutely necessary information. 4) Prepare an Outline: Before actually beginning the task of writing reports, prepare a thorough and comprehensive outline. By developing an overall and comprehensive outline, you will be better able to make certain that you include all of the items that need to be addressed in particular reports. One point that you will want to understand when it comes to developing an outline is that the outline itself is not something set in concrete. You need to be able to be flexible when you start doing your actual reports writing. The outline is a basic road map to help you make certain that you completely cover the issues that need to be addressed. However, as you go about actually writing reports, you will likely come up with points that need to be included within reports itself. 5) Take the Time to Revise: Don't fall into the trap of thinking that you only have to do one draft of reports. Those individuals who have done the best when it comes to reports writing are those same people that will spend the time to revise and re-draft. By taking the time to revise and re-draft, you will be able to eliminate many of reports writing problems that commonly can occur. 6) Edit ... Edit ... and Edit Some More: Once you have all of the words to your business down on paper (or saved to your computer disk), you are not yet done with your efforts. You still have a very important step to take, to make certain that you write the best reports possible. You need to closely and completely edit your reports. You simply cannot bypass the editing process. Many people do -- but they do it at their own peril. Odds are that when you begin editing your reports, you will find mistakes. In fact, odds are that you might even find some significant mistake or mistakes in the reports. In the end, it can be extremely detrimental if you present reports that contains errors that you should have caught through an editing process. 7) A Second Set of Eyes: A final pointer that may be helpful to you when it comes to preparing impressive reports is having a second set of eyes take a look at what you have done. Even if you revise and then thoroughly edit your reports, because you have spent so much time with it, you may miss something. Therefore, if you really want to be absolutely certain that you prepare the very best of reports, have someone you trust -- and who understands the issues you are addressing -- read and review (and double check) your work. 8) Final Thoughts: By following the tips, pointers and suggestions that have been outlined for you in this article, you will be in a position to prepare better reports. Of course, the net result for you of preparing better reports is career advancement and the development of a reputation of a very capable professional.
Do note that these above tips are given only as a guideline and would vary based on the requirement of the project. However even with these instructive steps it is not possible for most people to do good reports like how our expert writers do. This is why you need the help of our company. So why wait?
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