Chapter 13 Reports

Chapter 13 | PLANNING, COMPOSING,
AND WRITING REPORTS
After completing this chapter, you should be able to:

Understand the principal considerations in the drafting of a report.
Gain a brief overview of the prefatory
and supplementary parts of a report.
Become aware of key areas to pay
attention to when editing and proofreading a report to ensure a polished
and professional final product.
Differentiate between proposals and

reports.
Understand the nature of business
proposals.
Prepare a structured, persuasive
proposal.
Do not put statements in

the negative form. And
dont start sentences with a
conjunction. If you reread
your work, you will find on
rereading that a great deal
of repetition can be avoided
by rereading and editing.
William Safire1
INTRODUCTION
Reports are facts and arguments on a specific subject presented in an orderly and systematic
manner. They are different from essays in that they present information, conclusions, and
recommendations in a systematic and organized manner rather than a critique of a particular
subject. Reports assist in decision-making. Some present a review of background information that aids in deciding on a future course of action, while others provide solutions to actual
business problems.
Report writing is far more complex a process than merely gathering information and
presenting it in a systematic manner. It is the manner in which a report is organized that
truly determines the quality of communication. Organizing a report requires a thorough
understanding of the purpose for which the report is required, the audience that will read
the report, and the context or backdrop against which the report is set.
Reports are assigned and written to enable managers to make decisions when they cannot
directly observe the materials, personnel, and other factors involved in running an organization.
Managers must rely on the observations and reports of others when:
They are too far removed from a particular operation to observe it directly.
They do not have time to supervise an operation directly.
They do not have the technical expertise to make accurate observations.
QUALITIES OF AN IDEAL REPORT

Reports play a significant role in business. Managers use the information in reports to make
decisions and allocate budgets, personnel, and other resources. Reports must be accurate,
reliable, and objective for effective decision-making to occur. Good reports do not merely
inform; they give the readers ideas, direction, and answers to pressing problems.
As the information contained in a report is more complex than in other forms of business
writing, it is important that this information be presented clearly and in a logical manner. Itis
also said that the recipients of reports, who are usually higher up in the chain of command,
assess the credibility of the writer by the quality of the report.
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Planning, Composing, and Writing Reports
Communication
Bytes 13.1
265
A typical report comprises the following:
A summary of the research

A table of contents
Introduction
Findings
Conclusions
Recommendations
Sources
However, the busy executive almost always reads only the recommendations, and sometimes the introduction and conclusions if something new is presented in these sections.
To be accurate, reliable and objective when writing a report, writers need to be free of
biases and prejudice. They need to honestly assess whether all the relevant information
pertaining to the subject of the report has been included. Since the onus of conducting the
analysis and interpreting the data falls on the writer, the problem is compounded to some
extent. Writers may be tempted, consciously or subconsciously, to tilt the facts to favour a
particular line of reasoning. Experts suggest the following to achieve accuracy and objectivity
in writing:
Differentiate between facts and opinionsavoid hasty and ill-conceived generalizations
that are not supported by evidence.
Use correct sources of information that are regularly updated. Also cite these wherever
necessary. Do not rely solely on one source.
Avoid unfair comparisons and analogies.
As far as possible, test for things which have been assumed. Generalizing hypotheses and
stating these to be a norm without accurately testing them makes the research subjective
in nature.
Use logic to support arguments. Emotional statements and the excessive use of adjectives and weak verbs make the writing ineffective.
Focus on people and not on the ideas in framing sentences. In essence, make the subject
of the sentence the person or the organization, not the idea that one has proposed.
The idea then becomes the object of the subjects focus. For instance, the sentence
Rightsizing can result in motivating officers who are sincere in their jobs should ideally
be rephrased to Sincere officers benefit the most from the proposed rightsizing.
TYPES OF REPORTS
Each organization has its own requirements for reports. The types of reports discussed in this
section apply universally, although the formats and structure may vary from organization
to organization. Reports can be classified according to requirement, purpose, length, and
physical form.
Classification by Requirement
Reports can be classified according to their requirement in the organization:
Routine reports: These help an organization monitor and regulate its processes and
procedures. Routine reports may be informational or interpretive (meaning they supply
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Business Communication for Managers
information and interpret it). Progress reports, expense reports, and sales reports are
routine reports.
Task reports: These are special assignments designed to help solve a specific problem.
Task reports may be informational or analytical (meaning they supply information,
interpret it for the reader, draw conclusions, and provide recommendations based on
the conclusions).
Routine Reports
Some information is required on a regular basis (such as manufacturing and sales records);
therefore, many reports in an organization are routine. These are reports required on a regular basis (hourly, daily, weekly, monthly, annually). Because of their periodic nature, routine
reports are often called periodic reports. They are also called maintenance reports because
they help an organization maintain its ongoing activities.
Routine reports typically have a set format and a clear chain of responsibility regarding
who collects the data, who prepares the report, who receives the report, and who uses the
information. For this reason, many routine reports are prepared on forms or by following
specific guidelines that provide direction on what information should be included in what
order and in what format. Most routine reports are purely informational and simply provide
the facts. Financial statements, sales reports, audit reports, minutes of meetings, and similar
documents fall into this classification.
Routine reports may require interpretation when specialists in technical areas report to
managers who are generalists. For instance, a technical support help desk technician might
need to explain to managers how changes in the network operating system will influence
computer operations.
Task Reports
Task reports are the result of an investigation of an issue. They are prepared on a one-time
basis. They may supply information, but more often they are interpretive or analytical in
nature. All analytical reports begin as informational reports to which the writer adds interpretation and analysis. In fact, any informational report could become an analytical report if the
management desired interpretation and analysis of the information presented in the report.
Task reports are typically written to answer one of the following questions:
What? The first step is to identify a problem and the issues surrounding it. Then the root
cause analysis is conducted to identify the reasons for the problem. This is followed by
the action plan to solve the problem.
Can we?A report may be written to investigate a prospective business project. In such a
situation, the report entails a detailed analysis of the organizations strengths and weaknesses in light of constraints and opportunities. It essentially identifies whether a project
is feasible.
Should we? If a project is feasible for an organization, the next question is to determine whether it should be undertaken. Here the report focuses on a costbenefit
analysis. Both quantitative and non-quantitative factors are taken into account in the
assessment.
Which way is best? Once it has been decided that a project is worthwhile, the report
may examine the best possible means to achieve the goal. This is in line with the investment potential and the costbenefit analysis. Task report guidelines vary in organizations depending on the nature of the business. An engineering firm would have different
guidelines for report writing than a construction firm.
Classification by Length
According to this classification there are three types of report: the long formal report, the
short formal report, and the informal report.
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The Long Formal Report

The long formal report is usually a document that can be seen by the public. It is considered
formal because it uses formal language, has explanatory sentences, and is arranged systematically, generally in the following order:
Title page
Table of contents
Summary or synopsis
Terms of reference (Who asked for the report to be written? What is included? When
was it due?)
Introduction
Detailed findings
Conclusions
Recommendations
Appendices
Bibliography
Index
Short Formal Report

The short formal report is generally written for internal review. It is short in terms of
the number of pages as it is brief and focused. It is not uncommon to find this type of
a report beginning with recommendations and conclusions. It is considered formal as
it follows the typical conventions of business writing. The length is shorter than a long
formal report (about 10 to 15 pages). Structurally, the report is arranged in the following
order:
Title page
Terms of reference
Introduction
Main Findings
Conclusions
Recommendations
Appendices
Informal Report
The informal report is generally written for internal use within the company. It deals with
routine issues and issues relating to departmental activities. These reports are presented in
a memo format. They are short and range from two to seven pages. They are considered
informal as they tend to skip certain conventions of writing. Structurally, informal reports
are arranged in the following order:
Terms of reference
Introduction
Findings
Conclusions and recommendations
Classification by Purpose
Reports can be divided into informational and analytical reports when they are classified
according to purpose.
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Informational Reports
Informational reports are factual reports where the writer is merely informing the reader.
The reader obtains the details of events, activities, or conditions from the report. The information can relate to sales activity, meetings, a business trip, or a department procedure. Informational reports are presented as short formal or informal reports using the memo format.
Exhibit 13.1 shows how a meeting report should be structured.
An itinerary report is another example of an informational report. It is usually in the form
of a table, and includes the following:
Information about when, where, and how a person will travel

Daily appointments
Helpful reminders of where the individual is to be at certain times
Names of people he or she may encounter in the course of conducting business, andin
the case of foreign travellocal customs he or she should know about.
The day and time of departure, name of airport or station, flight number, time of arrival,
and hotel names and addresses
Analytical Reports
For analytical reports, the writer collects information and then analyses it. Thereafter it is
presented to the reader. The issues involved in an analytical report are more complex and
require material to be presented in a manner that aids the reader in decision-making and
problem-solving. Analytical reports are presented as long formal reports, usually in a manuscript format, as well as short formal reports.
Examples include feasibility reports, recommendation reports, and research reports. Analytical reports also include progress reports. These are required for big projects and informal
enterprises, and generally comprise the following:
A brief background of the project: The background helps put the report in an appropriate
context.
A detailed account of the time period covered: The writer may need to explain and
justify delays, other problems, or unusual expenses. The information might be arranged
chronologically, going from what has been done to what will be done. It might also be
organized according to topics or areas of concern, although the chronological sequence
is usually emphasized within each of the topics.
A projection of the work that remains to be completed: Managers need to know
whether a project is on schedule and whether the work can continue on schedule. This
may include the projected timeline.
Exhibit 13.1
An Informational Meeting Report
Name of the organization
Date, time, and place of the meeting

Attendance (members present or members present and members absent)
Name of the presiding officer
Agenda
Confirmation of the minutes of the previous meeting
A record of:
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All announcements
Reports
Motions
Resolutions
Date of the next meeting
Time of adjournment
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Recommendation Report
Problem: What is it, and how will the reader benefit if it is solved?
269
Exhibit 13.2
A Recommendation Report
Format
Facts: What is known about the situation? Where and how was that information obtained?
Assumptions: What can be assumed on the basis of the facts?
Recommendations: What should the reader do, and why will that action (or those actions) solve the
problem?
Analytical reports also include recommendation reports. Exhibit 13.2 demonstrates the
structure of such a report.
A justification report is also a kind of analytical report. The conclusion of such a report
should show convincingly that the recommendation is justified by the advantages that will
be realized. These reports are good for solving problems where the solution results in cost
saving; they also follow a more systematic structure than recommendation reports.
Classification by Physical Form

Some business reports are identified primarily by their physical form: memo reports, letter
reports, and formal reports.
Memo Reports
Memos are short, informal messages that provide a rapid, convenient means of communication between employees within the same organization. Memo reports are written in the
memo format, that is, these reports follow the To; From; Date; Subject format. These are
internally driven and internally generated reports, normally only a few pages in length.
Memos are used to communicate vertically (from superiors to subordinates and from
subordinates to superiors) and horizontally (between personnel of equal rank). They also
serve to communicate messages that range from the extremely informal to extremely formal. The writing style may be formal or informal depending upon the senders relationship with the audience, the type of relationship the sender desires in the future, and the
purpose of the memo.
Letter Reports
Letter reports are short reports that are written in the letter format, meaning these reports
follow the same structure as a letter. They include the recipients address, the senders
address, the date, a salutation, a subject line, a closing line, and a signature. Letter reports
normally extend up to two pages in length. These are usually sent to external audiences.
The writing style may be formal or informal depending upon the senders relationship
with the audience, the type of relationship the sender desires in the future, and the purpose
of the letter. Like other reports, letter reports need to be accurate, reliable, and objective, so
they are more factual and tend to be less persuasive than the typical business letter. Their
objective is to provide information as clearly as possible so that the reader or readers can
make an informed decision. Graphs, charts, tables, or drawings may be used to illustrate
specific points.
Formal or Manuscript Report
The main differences between formal and informal reports lie in their tone, structure,
and length. Formal reports or manuscripts are long, formal reports that extend up to
many pages in length. Usually these are research-based reports that include complex
tables and calculations. Remember that a formal report should reflect and maintain the
organizations professional imageespecially if it is to be seen by people outside the
organization.
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DIRECT AND INDIRECT REPORTING STYLES

In report writing, especially in short formal reports and short informal reports, the direct
communicator seeks to present the information (in informational reports) or conclusions
and recommendations (in analytical reports) in the very first part of the report. Using direct
communication, the writer directs the reader to a particular course of action. The reader
learns the crux of the matter immediately. The writer uses appropriate active voice verbs, a
first-person account, and direct statements to convey thoughts and ideas.
When using indirect communication, the writer comes to the main point towards the end of
the report. The indirect communication style is adopted in long formal reports. The writer uses
passive voice construction, jargon, and third-person statements to present thoughts and ideas.
A thumb rule to follow when selecting a reporting style is to select the direct style when:
The writer is sure that the audience will react positively to the direct tone.
The writer knows the audience well.
What is written has a positive feel to it.
The matter is routine.
The indirect style should be chosen when:

The writer is unsure about the reaction of the audience to the direct tone.
The writer does not know the audience (when in doubt, it is better to use the indirect
style).
What is written has a negative feel to it.
The writer wants to build up his or her case.
Formal and Informal Reporting Styles

Formal writing styles are impersonal; therefore, they are used more often in complex reports,
theses, and research studies, and when reports are presented to outsiders. In contrast, an
informal writing style is used to convey a personal connection, warmth, and a sense of personal involvement. An informal writing style is used in short reports, reports for familiar
audiences, and internal reports.
Formal writing style is characterized by the use of third-person passive voice statements,
complex sentences, and long words, sentences, and paragraphs. (For instance, it may use It is
recommended that instead of I/we recommend that and The survey results reveal instead
of My analysis reveals.) There is also an absence of contractions (for instance, dont, which
is a contraction of do not), idiomatic expressions, and colourful phrases. A formal writing
style is used most commonly if the intended recipients are high-level executives.
An informal writing style, on the other hand, stresses the use of first-person active voice
verbs and statements. It lays special emphasis on short, crisp, and precise writing that eliminates redundancy and verbosity.
Exhibit 13.3 illustrates the various kinds of reports, along with their preferred communication
style.
Exhibit 13.3
Types of Report by Purpose
and Communication Style
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No.
Type of report
Purpose
Category
Preferred
communication
style
Compliance
Respond to government agencies

and laws of the land
Informational
Direct
Operating
Monitor and control operational

activities: sales, shipping,
production, etc.
Informational
Direct
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Type of report
Purpose
Category
Preferred
communication
style
Situational
Describe one-time events: trips,

conferences
Informational
Direct
Investigative
Examine problems; supply facts
Informational
Direct
Recommendation
Solve problems; assist in

decision-making
Analytical
Direct
Yardstick
Establish criterion; evaluate

alternative course of action
Analytical
Direct
Feasibility
Predict viability of proposed course

of action
Analytical
Indirect
Research
Studies problems scientifically;

defines hypotheses
Analytical
Indirect
Proposals
Offer to solve problems; investigate

ideas; sell or market something
Analytical
Direct
Excel Dashboard
reports
Allows unlimited information on

one page; clear and effective
display through charts, tables.
Are highly interactive and
customized to the requirements of
the organization. Allows management
to set goals, targets, checks, and
balances, and continuously
monitor trends and KPIs.
Informational and
analytical
Direct
No.
10
271
Exhibit 13.3
STAGES IN REPORT WRITING

There are numerous stages to report writing. One needs to go through certain steps in order
to write a successful report. This has been illustrated clearly in Exhibit 13.4
Busy executives are pressed for time. They sometimes plunge into the task of writing without adequate pre-writing. As a result, the report looks like a hurriedly assembled gathering
of all the information the writer could find at the time of writing. Some reports seem to be
identical clones of existing reports with only the basic facts updated. Presenting a report as
the client/recipient wants it, rather than as the writer wants to present it, requires careful
planning and strategic skill.
Pre-writing/Planning Stage
Pre-writing includes the tasks to be attempted before actually writing the document. The first
task is to know what writing the report actually entails. Reports are solicited documents and
therefore a practical tip here is to first extract information from the requester of the report,
either directly or discretely, by enquiring about his or her specific requirements. This is done
by asking questions such as:
Why is the purpose of the report?
What aspects should the report cover? (scope)
Pre- writing/
Planning stage
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Writing
Editing
Report
Exhibit 13.4
Stages in Report Writing
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272
Busy executives only read certain sections of the report and skip the rest of it.
What level of detail is required?

Can background information be made available?
When is the report due?
Is the report for personal or public consumption?
Is a direct or indirect structure preferred?
Once the audience perspective is taken care of, the writer can focus clearly on the goal
for report writing. This involves three important steps:
Define the problem statement
Identify the problem question
Write a statement of purpose
Using the techniques discussed in Chapter 2, the writer should frame the issues around
the central theme. This means that the writer should anticipate some core concerns. On the
basis of the issues that have been identified, the writer can then plan his or her strategy.
Forinstance, he or she can prepare mind maps, tree diagrams, pyramids, or any other planning tool to include relevant aspects.
If the report is informational, a plan of action can be framed. If the report is analytical,
then more issues need to be anticipated as the writer is also providing views and recommendations. For example, if the core concern is non-performance of xyz branch of ABC Bank, the
writer will focus on one or more of these issues:
Discussions with branch manager
Competitor analysis
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Location analysis
Past records
Survey of front office staff
Survey of customers
Anticipating these concerns may help the writer determine how much information needs
to be collected and from what sources, the level of background research required for completing this task, the organization structure to follow, and the tone to be used for this type of
report.
The writer can further break this down by using the pyramid approach:
Main Point 1: Improve infrastructure; Location; Aesthetics
Physical layout:

Colour scheme

Improving the atmospherics

Making the location attractive

Streamlining systems to manage customer traffic

Improving queue systems

Making customer communication at the front office convenient

Parking lot?
Main Point 2: Improve HR policies; Implement promotion schemes
Quality of leadership
Employee satisfaction
Promotion avenues
Role definition
Role expectation
Career path
Training for staff: computer skills/communication skills
Main Point 3: Improve Customer Service and Visibility
Advertising strategy
Radio
Marketing schemes
Tie-ups with other organizations
Promotion of financial schemes
Service culture
Customer satisfaction
Assume for a moment that the writer would like to conduct research on these. What does
he or she do? Some possibilities are:
Personally meet the employees/customers one-on-one
Meet the employees/customers in groups (focus groups)
Administering questionnaires
If the writer decides on one of the first two options, the issues that he or she has anticipated will provide the background information to probe into the minds of respondents. If
the writer opts for a questionnaire, he or she needs to include questions that will gather
employee/customer perspectives on important issues.
Regardless of the approach adopted, the writer then needs to prepare a work schedule.
Work Schedule
A work schedule is a helpful planning tool during a specific period of time that identifies the
tasks to be done with their allotted time frames. It helps to plan activities for a given period
of time. In some cases, a work schedule must be approved by the decision-makers. It acts
as a guiding document for the activities to be carried out during that time period. A work
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274
Exhibit 13.5
Sample Work Schedule for
a Report
Sn.
Task
Time frame
Background research
Wks 12
Design the survey instrument/pilot test
Wk 3
Field investigation
Wk 45
Compile and collate the information
Wk 67
Write the first draft
Wk 8
Edit and finalize report
Wk 9
schedule includes an inventory of activities, their proposed start and completion dates, and
a budget in some cases.
A work schedule is different from a work plan in that the latter is more detailed, as it
identifies (as goals) the problems to be solved, makes them finite, precise, and verifiable as
objectives, indicates the resources needed and constraints to be overcome, outlines a strategy,
and identifies the actions to be taken in order to accomplish the objectives and complete the
outputs.
Exhibit 13.5 gives an example of a typical work schedule for reports, assuming that the
report has to be submitted within two months.
The Writing Stage: Organizational Strategies

There are various kinds of organizational strategies involved in writing various kinds of
reports. Some of these have been discussed after this.
Organizational Strategies for Informational Reports
Informational reports are generally the easiest to write as they do not involve complex analysis and reasoning. Usually, writers adopt the direct approach when composing such reports.
Even in case of bad news or neutral messages, writers steer towards a direct approach after a
quick buffer or opening statement. The main purpose is to deliver information in an effective
and efficient manner.
The writer can arrange the material according to the following criteria:
Comparison
Importance
Sequence
Chronology
Spatial
Territorial
Comparison: This organization shows points of similarities between competing brands,

products, or companies as seen in Exhibit 13.6.
Exhibit 13.6
Comparison-based Organization
of Report
Introduction
Main Body
Brand A Vs. Brand B
Factor 1
Factor 2
Factor 3
Factor 4
Conclusion
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275
OR
Introduction
Exhibit 13.6
Main Body
Brand A
Factor 1
Factor 2
Factor 3
Factor 4
Brand B
Factor 1
Factor 2
Factor 3
Factor 4
Conclusion
OR
Introduction
Main Body
Factor 1
Brand A Vs. Brand B
Factor 2
Brand A Vs. Brand B
Factor 3
Brand A Vs. Brand B
Factor 4
Brand A Vs. Brand B
Conclusion
Introduction
Main Body
Cause 1
Cause 2
Cause 3
Cause 4
Exhibit 13.7
Importance-based Organization
of Report
Conclusion
Importance: In this type of organization, information is arranged from the most important
to the least important, or vice versa. This happens when the most important cause of an event
is to be highlighted or the product line contributing most (or least) to the revenue has to be
mentioned. Exhibit 13.7 shows this organization.
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276
Sequence: In this organization, information is arranged according to the sequence in

which events occurred. This is used when describing a process, a training programme, and
the like, as seen in Exhibit 13.8.
Chronology: This is when information is arranged according to the time frame in which
events occurred, for example by what happened in January, February, and so on. This is used
when explaining the growth/origin of a country, company, or a brand, taking certain years in
chronological order as milestones. Exhibit 13.9 demonstrates this type of organization.
Spatial: This is when information is arranged according to how a physical object works
or how a physical space looks. This organization is used to describe layouts, product design,
and so on.
Territorial: This is when information is arranged according to the area or topography. This
is used to explain various factors relating to a company or its sales/product line in a regionspecific manner. Exhibit 13.10 shows the structure of a territorial organizationbased report.
Exhibit 13.8
Sequence-based Organization
of Report
Introduction
Main Body
Activity 1
Activity 2
Activity 3
Activity 4
Conclusion
Exhibit 13.9
Chronology-base Organization
of Reports
Exhibit 13.10
Territorial Organization of
Reports
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Introduction
Main Body
January 12, 2001
February 24, 2002
April 18, 2004
November 30, 2006
June 10th 2007
November 26, 2008
October 5, 2009
Conclusion
Introduction
Main Body
Location A

Location B

Factor a
Factor b
Factor c
Factor d
Factor a
Factor b
Factor c
Factor d
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Location C

Conclusion
277
Exhibit 13.10
Factor a
Factor b
Factor c
Factor d
Organizational Strategies for Analytical Reports

Essentially analytical reports serve the following purpose:
1. Assess opportunities: They help investigate the potential of a new business venture or
launch of a new brand, relaunch of an existing brand, and report on the risk and return.
They also identify possible opportunities and competitor threats, and aid in decisionmaking.
2. Solve problems: Analytical reports are like troubleshooting reports where past failures
are analysed to prevent similar failures in the future.
As discussed, there are two writing styles: the direct and the indirect. To select one of the
styles, it is important to consider the predisposition of the audience.
What is the attitude of the audience towards this document: positive, neutral, or negative?
When the audience is receptive, it is best to use the direct style of reporting. If the audience
is skeptical, it is best to be indirect. Focus on conclusions and recommendations in the direct
approach, and focus on arguments (induction style) when adopting the indirect approach.
Exhibits 13.11 and 13.12 show the structure followed by the two approaches.
Memo/letter of transmittal
Abstract
Brief background
Exhibit 13.11
Structure of the Direct Approach
Conclusions (giving reasons/evidence)

1.
2.
3.
Recommendations
1.
2.
Attachments
Memo/letter of transmittal
Abstract/Executive Summary
Introduction
Brief background/statement of the problem and scope of the investigation
Methods
Findings and Analysis
Discussion
Conclusions
Recommendations
Bibliography
Index
Attachments
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Exhibit 13.12
Structure of the Indirect
Approach
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278
Editing and Proofreading

Editing a document is of extreme importance. Just as we expect a newspaper report to be
perfect, with ideas arranged in a coherent manner, we also expect documents to prescribe to
standard business writing. Misspellings, typos, and improper phrasing sink the writers credi
bility. They create an impression that the writer or company is amateur and unprofessional
and does not pay attention to details.
The writer must edit for higher order concerns (logic and writing patterns) as well as lower
order concerns (grammar and punctuation). The professional reader looks for the following
in a document:
Information for decision-making/action

Coherent arrangement of ideas
Flow of arguments
Proper formatting
Highlighting of important points
Error-free language
Macro-editing
Look at the big picture and try to analyse whether the report will achieve its objective.
Consider how appropriate the report is for the reader and how effectively their needs will
be met by it.
Omit information that readers do not need.
Add examples wherever necessary.

Reorganize the information/arguments wherever necessary.
Strengthen the transitions between paragraphs and sections.
Check the format, whether it is direct or indirect, or in the form of a letter or a memo.
Micro-editing
Micro-editing refers to careful reading for mechanical errors relating to:
Sentence structure, use of tenses, and subjectverb agreement, especially in complex
sentences.
Use of unnecessary words, jargon, clichs, or words that are redundant. Shorten sentences that are needlessly long.
Paragraph structure. Take a printout of the report and skim through each paragraph
carefully. Review the logical sequence of ideas and the arrangements of the paragraphs.
When doing so, make sure to link the each paragraph to the next one. Also adhere to the
one paragraph one thought principle.
Headings. Check the headings to make sure that they are numbered and formatted to
indicate the difference between the various heading levels.
Punctuation. Proofread to ensure correct punctuation, grammar, spelling, and tenses.
Finally, ensure that the document follows the prescribed writing style followed in the
organization.
PARTS OF REPORT
A report comprises various parts. Some of the important features of the report have been
discussed after this.
Report Problem and Title of the Report

The report title indicates the broad theme of discussion or investigation. It forms the basis of
how the report is classified. The report title must be indicative, short, and positive.
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Information
Bytes 13.1
279
Communication is a bad title for a report, as it indicates too broad a topic. Cross-cultural communication
is also not a very good title as there is no definite perspective to it. Instead of these, it is better to go with the
following title: Cross-cultural communication: Removing barriers. This kind of title creates interest and adds
a separate dimension to the themes.
The Problem Statement

For complex reports, a written problem statement is extremely helpful. Once the writer has
understood the essence of the assignment, he or she can write his or her own interpretation
of the problem. Talking to the person who commissioned the report clarifies any doubts
about the writing task. Once the dimensions are clear, the problem statement can be written.
An example of a problem statement is:
Problem statement: ABC Bank is unhappy with the functioning of the new branch and
wants to investigate the reasons for poor performance, low morale, and high attrition among
the employees there.
The writer can further define the problem by writing a specific question that he or she
would try to answer in the report:
Problem question: What are the causes of non-performance of this new branch of ABC
Banks?
At this point the writer can once again talk to the requester of the report regarding how
the report should be organized. Should it only include information regarding the current
scenario or, is he or she looking for recommendations to improve the situation as well?
Should there be a comparison with other branches? After this discussion, the writer can
then draft a statement of purpose.
Statement of purpose: To investigate the reasons for non-performance of xyz branch of ABC
Bank.
Defining the problem statement keeps the document on track. Further, it ensures that
the document is focused on the task at hand and does not give unnecessary details. Usually,
strong active verbs define the problem question well. In this case, the writer has used the
verb investigate to define the task. This verb is specific, somewhat measurable, and action
oriented. In contrast, to find out appears weak in comparison. Some other words that can
be used are:
To suggest
To determine
To evaluate
To recommend
To approve
To select
Statements of purpose are useful in many ways. First, they tell readers what to expect if
they continue reading the document. A good statement of purpose is:
Specific: Avoid making general statements like The purpose of this document is to
explain the rules of the personnel department. Rules are too generic and may include a
number of aspects.
Concise: Phrases like The purpose of this document use too many unnecessary words.
Instead, just say This document describes... explains...outlines.... (For instance, This
document explains four reasons for the high turnover in the xyz branch and suggestions
to improve this situation.)
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Targetted: Avoid sounding like the report is for everyone. Instead, make the audience
an integral part of the purpose statement. For instance, one can say that the document
informs employees working on Shop Floor II about the revised health and safety rules.
Statements of purpose can also identify the scope and limitations of the proposed report.
Scope: Scope refers to the depth of the reports coverage. What aspects and issues would
the report consider? Defining the scope sets the boundaries of the report.
Statement of purpose with scope: To investigate the reasons for non-performance of xyz
branch of ABC Bank specifically with respect to productivity, morale, and attrition of employees.
Limitations: Some purpose statements include limitations. Limitations are the anticipated
drawbacks in finding, sorting, and analysing information. Limitations are also boundaries
within which something is evaluated. High costs, poor infrastructure, lack of time, nonavailability of specific records, and inadequate sample size are some possible limitations.
Statement of purpose with scope and limitations: To investigate the reasons for nonperformance of xyz branch of ABC Bank specifically with respect to productivity, morale, and
attrition of employees. The study is limited to the front office staff only.
To move ahead with the task of writing, the writer must confirm the statement of purpose
with the requester, so that the writer can be sure of the direction in which he or she is heading.
Based on the statement of purpose defined thus far, the writer has come to the conclusion that:
The report is an informational report.
Background information regarding data on past performance indicators is required.
The report will present the facts only.
Now imagine that the requester requires that the writer also recommend a course of action
for the xyz branch. In that case, the writer would need to frame the issues around the central
theme. The report would become an analytical report, where sufficient background information
is required and the report presents both facts and recommendations backed by sound logic.
Components of a Formal Report

The components of a formal report can be divided into three main parts: prefatory, the report
proper, and the supplementary parts. The report proper has already been discussed. The
prefatory parts are the introduction of the report.
There are six prefatory parts of a report. The first is the title fly, which is the report
title by itself. Following the title fly is the title page. This page includes the title, the writer,
the authorizer of the report, and the date. If the report was authorized in writing, it is
traditional to follow the title page with the authorization message. This component is not
written by the writer, but should come from the individual who requested and authorized
the report.
The preface is a personal message from the writer and follows the authorization message.
Its purpose is to informally introduce the report to the reader, and it takes the place of a
face-to-face meeting. Alternatively, the writer can write a memo or a letter of transmittal, a
document that transmits the report to the readers hands. This is like a cover letter because
it transmits the report. It is a brief summary of the report, giving the background, context,
findings, and recommendations. It ends with a warm note of thanks. Exhibit 13.13 shows a
sample letter of transmittal.
The transmittal letter may include the following:
1. The authorization of the person who commissioned the report.
2. Acknowledgement to those who helped with the report.
3. Unexpected findings, major conclusions, and special suggestions.
4. Emphasis on follow-up research.
5. Personal comments.
6. Encouragement to the reader to take action.
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To
Director of Campaigns,
Stallion Advertising,
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Exhibit 13.13
A Sample Letter of Transmittal
From
Group 10, Section C,
IIM Lucknow
30 June, 2011
Sir,
Enclosed is our final report on indirect advertising techniques that can be used for
design of advertising campaigns. The report contains our analysis of different indirect
marketing techniques and lists the product categories that use these techniques. We
have analyzed the impact of these campaigns and list the scenarios in which these
methods are most effective. The report outlines our recommendations on the use of
these techniques, and we are confident that these would be useful in designing effective
advertising campaigns.
We take this opportunity to thank the campaign research department of Stallion Advertising for
the assistance extended to us. If you have any questions or comments regarding this report,
kindly contact us at the aforementioned address. We thank you for this opportunity and look
forward to working with you in the future.
Sincerely,
Group 10, Section C,
IIM Lucknow
After the preface comes the table of contents and the list of illustrations. The table of
c ontents lists the major parts and subdivisions of the report in the order in which they appear
in the report. The numbering of the contents is marked by Roman numerals (I, II, III), letters
(A, B, C), and Arabic numbers (1, 2, 3). Exhibit 13.14 shows a sample table of contents.
The list of illustrations appears on a separate page, immediately following the table of contents. It lists all the figures and tables (visual aids) that are included in the document. It may also
be titled Exhibits. The title and page number of every illustration must be included in this list.
The final component of the prefatory parts of a report is the executive summary. The executive summary is a highly condensed version of the report; it extends up to two pages at the most.
The executive summary is one of the most important parts of a report as it is often referred
to in order to reference critical/key points. In addition, it is often used as the main document
that is circulated to several people when the entire report is too lengthy. It differs from an
abstract in that an abstract is usually just a single paragraph. The executive summary on the
hand presents information in the same order as the report. It includes information under
headings such as Introduction, Aims, Background, Methods, Findings, Conclusion,
and Recommendations. It does not contain any tables, charts, footnotes, jargon, abbreviations, or exhibits. Bulleted and numbered lists are appropriate to use in executive summaries.
Experts recommend that an ideal executive summary should be up to a tenth of the length
of the actual report.
The final component of a formal report is the appended parts that come after the main
body of the report. This includes an appendix, bibliography, glossary, and index, if required.
The appendix is the place for supplementary information. This information is not important
enough to be included in the main report, but it supports the investigation and analysis done
by the report writer. The appendix can include tables, pictorials, graphs, charts, or other additional information. It appears immediately after the last page of the report body.
The bibliography refers to the sources from where the data have been collected. The
sources may be books, newspapers, magazines, government publications, public associations,
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282
c hambers of commerce, and yearbooks. The bibliography acknowledges the contribution of

the various sources that have been used in the work. It also gives readers an opportunity to
refer directly to these sources for detailed information. The citation for these references is
within the text and at the end of the document.
There are three major formats used to cite data:
American Psychological Association (APA) style; the list of references is simply titled
References.
Modern Language Association (MLA); the list of references is titled Works Cited.
Chicago Manual of Style (CMS); the list of references is titled Bibliography.
Regardless of the format used, a citation must include:
Name(s) of author(s)
Title of journal, newspaper, book, or electronic source
Title of article
Year of publication
Page number(s)
Volume of the journal
Book chapter, where required
A glossary is an alphabetic listing of special terms and words with their meanings and definitions. It is useful for both technical and non-technical readers. At times, important terms
may be explained in footnotes instead of the glossary.
The index includes an alphabetical list of topics, their divisions, and subdivisions along
with their locations in the report. It is a quick guide to locating a subject in the report.
Writing Findings, Conclusions, and Recommendations

When writing the Findings section of the report:
Describe the data presented in tables and graphs.
Highlight important findings and provide the supporting data immediately. The general
rule is to place the text just before the table or chart being described.
Describe the highest proportions in the table or chart first.
Describe relationships, dont just symbolize them.
Put your results in context by comparing them with previous research or with existing
theory in order to explain them.
Give reasons to account for differences between your research and previousresearch or
existing theory, or to explain unexpected results.
When writing the Conclusions section of the report:
Keep the conclusions relatively short (usually a couple of paragraphs).

Keep the level of technicality relatively low.
Emphasize what the report means.
Focus on the main results and what they mean.
Interpret the overall meaning; integrate similar findings.
Add no new details.
Do not merely summarize the report.
Sometimes recommendations appear in the same section as conclusions and sometimes they
form a separate section. Two questions need to be answered in the Recommendations section:
What does the writer want the reader to do?
What action needs to be taken?
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Findings: About 55 per cent of respondents preferred the television for viewing advertisements relating
to the brand. Most of the respondents are indifferent between newspapers and magazines, which are
the second best preference and can be used alternatively.
Most respondents have seen the advertisements on hoardings followed by television advertisements,
as can be seen in the figure attached. Print media was not used as effectively as it should have been.
This gives us an indication regarding which medium to use for future communications.
283
Exhibit 13.14
Examples of Findings,
Conclusions, and
Recommendation Sections
Conclusion: Our research concludes that the advertisement media currently being used most for the brand
is the hoarding, whereas the audiences preference is for television commercials. This is essentially due to
the emotional connection with the car, which appears to be missing in the case of hoardings.
Recommendation: In light of this, we recommend that the brand should place greater stress on
advertisement via television as well as print media for appropriate brand recall. The appeal can be a
combination of the emotional, self-expressive, and functional.
To write recommendations and have them be accepted by the reader, generate the recommendations from the conclusions drawn from the research. Use terms such as should, can,
must, and so on. Exhibit 13.14 shows examples of the findings, conclusions, and recommendation sections of a report.
Headings
In reports, headings act as the internal outline. They show readers the importance of each
section. They also indicate the most important point in a particular section. Headings categorize the report and make it easier to read.
Headings can be one word or a phrase. They can be set in bold, in italics, and in a different
colour or font size to make them stand out from the text. Headings orient the reader to the text
that follows them. It is recommended that the headings be indicative of the paragraph that follows them. This is especially true in the middle section of reports, when explaining the findings.
Headings should be specific. For instance turnover is less helpful as a heading than the
phrase reduced turnover in Plant Z. Also, do not make headings antecedents to pronouns.
Avoid this: Headings. In reports they act as the internal outline
Instead use this: Headings. Headings act as the internal outline in reports
The following general guidelines apply to headings:
Levels: The level of a heading corresponds with its relative importance in the outline. There
are three types of headings: first level, second level, and third level. First-level headings
can be centre-aligned, bold, in a larger font, and even in a different typeface in some cases.
They indicate the beginning of a new major section. There must be considerable white
space between first-level headings and the text. The second-level heading is of smaller font,
set in bold, and left aligned. The third-level heading is of the same font size as the secondlevel heading, but is aligned with the paragraph. See the example In Exhibit 13.15.
First level
Second level
2. Overview of IS and CMC

2.1 Brief history of the development of the socio-technical model
2.1.1 The Production Model: In the production model of IS, transactionbased IS improved procedures and processes (accounting, payroll, etc.) but
ignored the users need to a large extent. There appeared to be a lack of
distinction between data and information. While the production model of
IS has gradually improved (primarily technologically), it still presumes the
technical nature of IS and emphasizes the role of IS in efficient monitoring and
control of processes in organizations.
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Exhibit 13.15
Examples of Various Heading
Levels
Third level
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284
Consistency: A second important guideline refers to consistency. All headings of equal

importance must have the same font size, alignment, and space management. This can
be achieved by numbering them in a proper manner.
Numbering: First-level headings are numbered either as Arabic numerals (1.0; 2.0 3.0,
and so forth) or as Roman numerals such as I, II, III, and so forth. Second-level numbering is done correspondingly as 1.1, 1.2, 1.3, and so forth for the Arabic system, and
as A, B, C, and so on for the Roman numerals. Third-level numbering is done corresponding to Arabic numerals as 1.1.1; 1.1.2, 2.1.1., 2.1.2 and as a, b, c, for Roman
numerals.
There are fourth- and fifth-level headings as well, but in business writing specifying the
three levels is usually enough.
VISUAL AIDS IN REPORT WRITING

Visual aids make a report easy to read and understand. They provide a break from the
monotony of endless text and lengthy descriptions. A few guidelines to make graphics clears
to the reader are:
Introduce the aid before the reader sees it on the page. Both the text and the graphic
should be self-explanatory. The graphic must support or supplement the explanation
and vice versa.
Number each visual aid and label them correctly. Give each a title that emphasizes the
verb and not the pronoun or noun. For instance, do not label a visual aid Sales Figures:
Ranbaxy. Instead, label it Ranbaxy: Declining Sales in First Quarter.
Make sure that the graphic is clear and attractive and has plenty of white space.
The three most common aids are the line chart, the pie chart, and the bar graph. Though
statistical packages will automatically generate such charts, in terms of communication these
must be modified.
Line Charts: Line charts typically show trends or changes over time. A line chart has two
axesa vertical axis (the Y-axis) and a horizontal axis (the X-axis). Experts recommend the
following to prevent distortion:
Keep the horizontal and vertical gradations equal.
Keep the plot lines to a maximum of seven and differentiate between each line by using
colours.
Pie Charts: Pie charts divide a whole (100 per cent) into segments the same way one cuts
a pie. Always begin at the 12 oclock position and move clockwise, starting with the largest
segment and proceeding in descending order. Computer programmes will not arrange the
slices in this order automatically. The data must be sorted in this order before using it as the
source of a chart.
Include the value and the label of each slice. By using different effects, information in a
significant slice can be highlighted.
Bar Graphs: Bar graphs are used to illustrate comparisons, especially changes in quantity.
The bars can be horizontal or vertical (column). Use horizontal bar graphs to compare data
over a single period of time or to represent length or distance. Vertical bar graphs are used to
compare data over a period of time or to represent height.
Use a multiple-bar graph when comparing two or three variables within a single bar graph.
A pictogram uses pictures or symbols rather than lines or bars to represent data. It helps
the reader visualize the importance of the information being presented.
Tables are useful for presenting a wide variety of statistical and technical information.
A statistical package will automatically generate a table, but these have to be modified to
make information clear to the reader. At times, much of the data is of no relevance to the
reader and has to be excluded when presenting a report.
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ABSTRACT
This paper examines the trends relating to the increased use of computer-mediated
communication (CMC) at the workplace in the Indian context .The increased use of CMC
particularly in emerging economies such as India raises concerns relating to its efficacy, particularly when compared to the more natural face-to-face communication. Driven by a collectivist mentality, Indians have difficulty in communicating unpleasant messages and prefer
to use the face-to-face communication mode to convey feelings and emotions. Given this
background, the paper investigates the impact of the new media for information gathering
and exchange, and decision-making in an Indian context. A survey was conducted of professionals working at the lower, middle, and upper levels of management in public and private
enterprises. Respondents express satisfaction with the CMC media except for dimensions
relating to social interaction and the quality of task coordination. The study concludes that
the purpose of communication is an important mediator of satisfaction with the CMC mode.
Though the trait theories are valid, the theories do not accurately predict media selection
behaviour and satisfaction. Given the obvious benefits of computer-mediated communication
in organizations, the study recommends that organizations, especially government-owned
enterprises, need to invest in media adoption as well as media accessibility, as well as
strengthen relationships among its employees keeping in mind the tasktechnology fit.
285
Exhibit 13.16
A Sample Abstract
Purpose statement
What the study is all about

Method and context
of the study
Conclusion
Recommendation
Visuals must be explained in a clear and lucid manner. Avoid using the third-person voice
and verbose statements. For instance, instead of saying It is recommended in the research
that it is better to say I recommend or The study recommends.
A Short Note on Preparing a Summary or an Abstract

There are five sections of an abstract. These are the problem statement, the methods used in
the research, the results or findings, conclusions, and the major recommendations. These five
sections are not discrete but blend seamlessly in the preparation of an abstract.
The problem statement: Start by giving the context in brief, followed by the questions that
the research or the study intends to analyse. Indicate the gap that previous research has not
covered and explain why it is necessary to fill the gap. Use the present tense and the active
voice in this section.
Methods: Follow the problem statement with the techniques used in the study. Indicate
the sample unit, size, data collection techniques, and data analysis procedures. Typically, the
past tense is used in this section.
Results: The next statement should briefly outline what has been learnt from this study.
Explain the results without any reference to data. Use phrases such as a large majority to
indicate opinions. Active voice and present tense is used in this section.
Conclusion: Give one or two major implications of the research. Active voice and present
tense is used in this section.
Recommendations: Give a major recommendation in this section. Use active voice and
the present tense.
Exhibit 13.16 illustrates a sample abstract.
BUSINESS PROPOSALS
A proposal is a persuasive document that is designed to sell an idea, product, or service. It is
an offer or a bid to do a project for someone. It seeks approval, permission, or funding from
the target audience for completing the proposed project. It is different from reports in the
following ways:
Its tone is persuasive rather than informative. It is designed to elicit a positive response
from the reader. Reports may be both informative as well as persuasive.
The emphasis is on positive wording and building credibility.
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286
The tone of a proposal is persuasive rather than informative. It is designed to elicit a positive response from the reader.
It is based on a future prediction, namely the hope that the product, idea, or service
would yield beneficial results for the reader; reports, on the other hand, are based on
past performance.
The budget section is a necessary aspect of proposals; this is not always so in a report.
A proposal must contain information that permits the audience to decide whether to
approve the funding or hire the services of the proposer or both. Proposals are solicited by
issuing an RPFa Request for Proposalswhich is advertised in trade journals, newspapers,
chamber of commerce newsletters, or through individual correspondence.
Types of Proposals
Internal and external proposals: Internal proposals are also known as justification reports.
These are persuasive documents sent by an employee to a superior. They concern ideas for
improvement of facilities at the workplace, recommendations, and other internal matters.
They demonstrate the initiative, leadership, and confidence of an employee. These are short
and informal. External proposals, on the other hand, are proposals sent externally, usually
to current and potential clients. These are commonly used in consulting and sales. These are
long and rather formal.
Academic (research) and business proposals: Academic proposals are proposals that seek
funding or a grant from an institution or other academic body. Academic proposals may also
seek approval of a plan or a research study. These are supported by strong background and
secondary research. Business proposals, on the other hand, seek to influence the reader to
buy their idea, product, or service. They are backed by the credentials of the company proposing the idea.
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287
Long and short proposals: Proposals may be as short as two pages or as long as 100 pages.
Long proposals are usually in response to a public advertisement or an RPF.
Solicited and unsolicited proposals: A solicited proposal is a proposal that is sought by the
reader; the reader establishes criteria that are listed in the RPF, which the proposer has to
comply with. Unsolicited proposals are those that are sent voluntarily to the readers. They
serve as letters of introduction and set the pace for future discussions.
Quotations: A quotation is a price list sent to the reader for the services proposed to be rendered by the proposer; it contains no other details. Normally the proposer is well known to
the reader. A quotation is also a response to a Request for Quotation (RFQ).
Parts of a Proposal
The proposal can be divided into the prefatory parts, the main document, and the supplementary sections, just like a report.
The prefatory parts are:
Title page
Cover letter
Problem statement
Table of contents
List of illustrations
The main document consists of:
Summary
Introduction
Statement of offer
Analysis
Manpower
Scheduling
The supplementary section includes:

Glossary
References
Appendix
These are explained in the following section.
Title Page: This should indicate the name of the individual writing the proposal, the
company name, and the date of submission.
Cover letter: A long proposal must be accompanied by a cover letter. A cover letter
should introduce the proposer, present a brief biography of the proposer, outline his or
her credibility, and explain why the proposal writer is the best firm for the job.
Table of contents: A long proposal must have a table of contents. This should indicate
the organization of the proposal and the numbering of the pages.
List of illustrations: Most proposals depict timelines, project schedules, and data in the
form of charts and graphs. The exact location of these pictorial representations must be
indicated in the list of illustrations
Summary: A summary of the proposal in terms of the problem statement, solutions
offered, the benefits of the proposed offer, and the senders qualifications, experience, and
expertise is essential. This is useful to the readers who may only skim the proposal. Such
readers would be expected to read the summary (and little else) thoroughly, and hence the
summary should be complete in all respects. The summary should include the research
objectives, the methodology to be adopted, and the expected outcome of the project.
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Introduction (purpose and problem): The purpose statement explains why the p
roposal
has been submitted and what is hoped to be achieved. Identify the stimuli that prompted
the preparation and submission of the project proposal.
Statement of offer: In this section, put forth the case and sell the idea, product, or service.
Get the prospective client excited about the opportunity of working with you. Ifit is an
internal proposal, get the reader concerned at the problem that you present. For example,
it is not sufficient to say that we have trained thousands of professionals in management
skills; instead, it is better states as: For nearly two decades, we have dedicated ourselves
100 per cent to training managers, engineers, and others in management-related subjects. Since our inception in 1990, we have conducted no less than 1,600 workshops on
leadership, communication, and management skills.
The problem statement: Reveal what is known about the context surrounding the proposal; elaborate on the problem and explain why the proposed offer will solve it. Discuss
the benefits of undertaking the project and what advantages would accrue if it is approved.
Build evidence or proof of the competency of the proposing company.
Analysis: This is usually discussed under two headings, Technical and Financial.
This section explores the feasibility of the proposed idea. It includes:

a) Technical descriptions of mechanisms, tools, facilities, and so on

b) Financial or cost implications, including fees, levies, warranties, and other charges
Deliverables: This includes terms and conditions
Manpower: This includes:
Key personnel and their biographical background
Managerial structure
Control and reporting mechanisms
Schedules: This requires laying out timelines taking into account the constraints, implementation plan, and Gantt Chart.
Budget: This is a proposed estimate of the expenditures along with the heads of accounts.
A justification note may also be added.
Conclusion: This is:
A summary of the key points and hope of meeting the requirements
A call for action
Glossary: This section describes the technical terms used in the proposal. It is helpful
for lay readers, who are the secondary audience of the proposal. The glossary must be
assembled in alphabetical order.
Works cited: This section describes the sources of references used in the proposal. It
must follow designated formats prescribed by the APA, MLA, or CMS for both in-text as
well as end-of-document citations.
Appendix: Any additional information may be put in the appendix section.
The Process of Submitting a Proposal

Submission of a business proposal is by no means an easy task. It is not as simple as presenting a standard version of ones competencies and achievements. Though there are no success
formulas for writing a winning proposal, there are certain guidelines for drafting a proposal:
A proposal must be customized to the requirements of the reader.
A proposal is a persuasive document; hence, it must influence the target by providing as
much detail as possible about the writer, the company, and previous projects of relevance.
A proposal must be realistic; it must be pragmatic instead of promising lofty visions that
are too far-fetched.
It must be genuine. People can read through fluff and recognize tall claims easily.
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Proposals are long documents.
Proposals can be as short as a single page.
Proposals are informative in nature.
Proposals are always persuasive in nature.
Proposals are always sent externally and used in consulting

and sales.
Proposals are sent internally as well, where they serve more

as reports justifying something.
289
COUNTERPOINT
POINT
A submission requires several steps in a sequential order:

To bid or not to bid: This decision has to be made as soon as one hears that a tender has
been floated, an advertisement announcing a potential bid has been made, or a verbal
confirmation has been received from a client. This decision will depend on the perceived
viability of the project, the manpower requirements, available budget, expertise, competitor analysis, and other factors.
Once a decision to bid has been made, the following is done:
Depending upon the level of effort required for the bid, a team is assembled to discuss
the RFP or the guidelines provided. Inputs from various key personnel and departments are
sought to refine the offering. After a cost analysis, a storyboard proposal is drawn up that is
a prototype of a proposal in the initial stage of testing. A strategy is devised to obtain maximum information about the audience, the competitors offerings, and the requirements of the
client. Exhibit 13.17 demonstrates the process of submitting a proposal.
Audience analysis involves obtaining answers to the following:
Who is going to read my proposal?
Who are the secondary audiences?
What is their personality type: detail-oriented, pragmatic, consensus-based, or visionary?
What is their operational role: user, gatekeeper, decision-maker, or advisor?
What is their level of technical expertise with respect to the proposal: expert, informed,
initiated, or uninitiated?
What is the criterion for selection: price or quality?
Who is the gatekeeper?
Exhibit 13.17 Process of

Submitting a Proposal
Review
Outcome
Bid or
no bid
Submit
Team
inputs
Management
review
Audience/Needs
analysis
Storyboard
proposal
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290
Who did they previously patronize?

Has the partnership ended?
Views from all key personnel and departments are assimilated. At this stage, the proposal
is ready to be drafted. After a management review, the proposal is submitted to the concerned
authority. The penultimate stage in the proposal drafting process is the win/loss analysis,
which is essentially a post-mortem on the exercise.
SUMMARY
Research information does not have value if it is not
presented in a coherent form and to those who need to
apply the results. Reports are facts and arguments on a
specific subject presented in an orderly and systematic
manner.
According to their requirement in the organization
reports can be either routine or task. According to
their length, reports can be classified into the long formal report, the short formal report, and the informal
report.
If they are classified according to purpose, they can be
either informational or analytical. By physical form,
reports can be memos or letters or manuscripts.
In direct reports, the reader learns the crux of the matter immediately, while in indirect reports, the writer
comes to the main point towards the end of the report.
Writing reports include a pre-writing or planning stage,
a writing stage, and an editing or proofreading stage.
Pie charts, line charts, and bar graphs are visual aids to
help report writing.
A business proposal is a persuasive document that is
designed to sell an ideal product, or service. It seeks
approval, permission, or funding from the target audience for completing the proposed project. Proposals
can be internal or external, academic, long or short,
solicited or unsolicited, etc.
ASSESS YOUR KNOWLEDGE

1. For one of your projects you have referred to three
sources of data. One is a book on marketing, while the
second is an article related to the theme of the project.
The third is an article downloaded from the Internet.
Write the bibliography specifying each source.
2. Identify the following report headings and titles as talking or functional/descriptive. Discuss the usefulness
and effectiveness of each:
Need for tightening Computer ID System
How to implement Quality Circles that work
Alternatives
3. For each of the following situations, suggest a report
type and briefly discuss with the help of a mind map
how the report will be organized:
Your manager wants a quick overview of extran
ets. She knows that other companies are setting up
extranets but she has little knowledge of what they
are or how they work. She would also like to explore
the feasibility of setting up one.
Uday Enterprises must implement a worker incentive wage programme. This plan would ensure
standards for warehouse workers and generously
reward them with extra pay and time off. The current wage programme pays everyone the same,
causing dissension and underachievement. Other
Chapter 13.indd 290
wage plans, including a union three-tier system

has drawbacks. Expect management to oppose the
worker incentive plan.
Your company is organizing a symposium of architects. You are the convener. You have selected a site,
set up a tentative programme, and are now working on keynote speakers and exhibitors. You have to
report your progress to the organizations president.
4. The dean of admissions is concerned with the poor
response rate of students towards the newly launched
insurance management programme. As the admis
sions coordinator, you have been entrusted with the
task of investigating the problem. Create an outline for
the same. What organizational pattern will you use to
present the information?
5. The education officer is asked to report on the progress
of the Mid-Day Meal Yojna in Bihar. INR 200 million
had been granted in January 2009 for this scheme. Comment on the type of report that should be given. What
organizational structure should the report follow?
6. Students of a premier management institute have asked
for a review of the teaching pedagogy followed in the
institute. This is in line with the international norms
of business education. The director of the institute has
asked the Student Council to prepare a recommendations report so that the same could be discussed in the
Faculty Council. Write a short report of two pages.
6/11/2016 10:52:44 AM
7. The academic chairman of a management institute

wants to launch an orientation programme for the
newly inducted students. She has requested you as the
member secretary to design one such programme and
present a proposal to her. Give an outline of the same.
8. Write short notes on the following:
Difference between a letter and a memo of transmittal
The pagination process (page numbering) in report
writing
First-level, second-level and third-level headings in
reports
Two possible formats of the table of contents
291
The Chicago Manual of Styles method of referencing

Letter reports
9. Every visual (graphs/charts) has a story to tell. What
visuals would make it easiest to see each of the following stories? Also, give reasons for selecting a particular visual.
Comparing the growth rates of BRICS nations
The proportion of monthly income spent by the
households
Territories assigned to each salesperson
The process by which cocoa beans are processed to
make chocolate
USE YOUR KNOWLEDGE

1. Your manager wants you to investigate the feasibility of
setting up a shopping mall in Sitapur, an upcoming satellite town near Lucknow, Uttar Pradesh. Keeping this
context in view, answer the following questions:
Using the criterion presented in this chapter, what
type of report is this?
What type of organizational structure would you
propose for this type of report?
What points do you hope to cover in this report?
2. See the table that follows. Based on the table, answer the
questions that follow (invent information if necessary):
Gender
Age
group
Marital
status
Working/
not working
Job
satisfaction
Male
2540
years
60%
married
100%
working
Medium
Female
2540
years
48%
married
76%
working
Low
Write the findings, conclusions, and recommendations of a report based on the data in the table.
Frame a tentative title for the report.
Frame an outline based on this information.
Using a hypothetical source, frame a reference using
the APA, MLA, and CMS formats.
3. The library committee of a business school has recommended that the library be open all night. For collecting views related to this proposition, responses were
collected by the chief librarian from 400 students at
random. The results are tabulated below:
Chapter 13.indd 291

Response to question: Do you want the library to be
open all night?
Batch
Yes
No
Cant say
First year
66%
22%
12%
Second year
84%
5%
11%
Write the findings, conclusions, and recommendations of a report based on the data.
Frame an appropriate title for this report.
Write a memo of transmittal to the chairperson of
the library committee.
4. The general manager of your company is concerned
about the attrition of newly inducted recruits within
a few months of their joining. She has asked you, as
the HR manager, to investigate the causes and suggest
measures for reducing attrition. She has a few issues she
wants you to think about:
Is the orientation programme faulty?
Is the salary not attractive enough?
What is the perception about the work culture?

Write a memo report highlighting the issue and suggest measures for reducing the attrition rate. Your
manager wants you to write this in a direct informal
style.
5. The regional marketing manager wants to implement
a sales force automation system in his organization.
He has asked you as the branch head to investigate
the benefits of introducing such an expensive system.
You have been advised to collect information about
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292
three companies who are offering such systems and

conduct a comparative analysis on the same. Submit a
recommendations report to your supervisor in memo
format. Your supervisor prefers the direct reporting
style.
6. The weekly meeting in your organization is held every
Saturday at 10 am sharp. The agenda relates to the sales
performance, client meetings and presentation planning, cold calls, and budget reviews. As the branch
head, you chair every meeting. Prepare a meeting
report of about two pages. You can invent details if
necessary.
7. ABC Corporation experienced employee turnover
and lowered productivity. The company conducted a
massive survey, resulting in some of the following
findings:
Nearly 35 per cent of employees surveyed have children under the age of twelve.
Nearly 15 per cent of employees have children under
the age of five.
The average employee with children younger than
twelve is absent four days a year and is late to work
five days a year due to child-related issues.
Within a one-year period, nearly 33 per cent of
employees who have young children take at least two
days off because of failure in child care plans.
Nearly 78 per cent of female employees and 67 per
cent of male employees record job stress as a result
of conflicting work and family roles.
Assuming that you are a part of the consultant team
writing this report:
Phrase an appropriate problem statement.
Phrase an appropriate title for this report.
What five conclusions can you draw from these findings regarding the issues that affect work life?
Suggest at least five recommendations based on your
conclusions.
8. Read the article that follows this question. It describes
the proceedings of a lecture with the assumption
that it is connected with your work. Assume that you
are a senior manager and have attended the lecture
at the expense of your company. The conference was
attended by nearly 200 participants and many prominent companies were represented by their heads of
strategy. The lecture concluded with a brief but a
very interesting questionanswer session. Write a
memo report to your supervisor about the lecture,
its impact on your thought process, and suggestions
if any.
Chapter 13.indd 292
The Challenges of Adaptive Leadership

A lecture on this theme was organized in New Delhi on the 2427th
of December, 2008, by the CII and was attended by various heads
of strategy. The keynote speaker was Ronald A. Heifetz, who is the
co-founder of the Center of Public Leadership at Harvard Universitys
John F. Kennedy School of Government.
Heifetz talked about the distinguishing feature of adaptive leadership; its similarity to the principles of evolutionary biology; how its
conservative aspects are often overlooked; the kind of resistance it
offers; and how it differs from the challenge of technical leadership.
Heifetz dwelt in great detail on the definition of adaptive leadership. In biology, an adaptive pressure is a situation that demands
a response thats outside the organisms current repertoire. In an
evolutionary sense, the organism must distinguish what DNA to keep
and what DNA to discard, and what innovations to build on in order to
thrive in a new and challenging environment. Applying this biological
metaphor to cultures helps us to understand that adaptive work is
conservative as well as progressive.
He also gave the example of Panasonic and how Konosuke Matsushita refashioned the mission of Panasonic from being just a profit-making company to being a company that had the larger social
mission of combating poverty by making products that were widely
affordable and would improve the lives of masses.
Adaptive leadership, in other words, is not just about change. Its also
identifying what you want to hold on to. Many leaders forget to remind
people that a change also involves a lot of hard thinking about what to
preserve. That is why leadership is more about the mobilizing of adaptive
work rather than about transformational change. Talking about transformation can lead to grandiositya failure to respect the enormous
wisdom frequently accumulated over an organizational cultural history.
The challenge with adaptive work is to figure out how to capitalize on
history without being enslaved by it. In a choice between revolution and
evolution, revolutions usually fail and evolution, in which a dramatic innovation is grafted on to the best of the core competencies of the past,
has a much better chance of succeeding. Adaptive leadership entails
innovative experiments. It does not occur through a central planning
mechanism. In an organizational mind, adaptive leadership requires an
experimental mindset rather than an Ive got the answers mindset.
Heifetz concludes that the most common source of failure in leadership is treating adaptive challenges as if they were technical ones
with a focus on quick remedy and state-of-the-art solutions. Leaders
are sometimes like doctors. Doctors are wonderfully trained in being
technical experts but they are very poorly trained to mobilize people
to change their ways
9. Oliver Newbury, COO of a biscuit manufacturing
company, is keen to explore the Indian market. He
has to make a presentation to an Indian subsidiary
in Mumbai. He is looking to explore the prospect of
tying up with a well established biscuit brand in India.
6/11/2016 10:52:45 AM
He expects you, the HR manager, to give him a quick

update (in a short report format) on dealing with people in this country. What factors do or do not motivate
people? How do people show respect and deference?
Do people have a hierarchical or egalitarian outlook?
What about respect for time, body language, and other
issues? He also expects a short note on the proposed
consumer behaviour of the target market (Newburys
company makes premium chocolate biscuits popular
for their exclusive taste worldwide).

Oliver Newbury, 46, is highly result-oriented. His
decisions are hardly ever wrong. He is rather a perfectionist (much to your chagrin; but you are used to it
now). Moreover, he has been in the industry for nearly
sixteen years and is widely respected. You would like
to stretch yourself for this report because Newbury is
likely to be influenced by what you write. You see this
as a good opportunity to be in his good books.

Identify and write the following pre-writing tasks:
The problem statement and problem question(s)
A mind map that can guide your writing
Audience analysis that can make your writing effective
10. The sales of Burma Biscuits for certain years are: 2003,
6.7 million; 2004, 5.4 million; 2005, 3.2 million; 2006,
2.1 million; 2007, 2.6 million; 2008, 3.6 million. Using
relevant assumptions:
Prepare a line chart showing the sales of Burma
Biscuits. Please include the chart label a s it would
appear in the report.
Write an explanation of this chart.
11. 21st Century Finance Company is concerned about the
readability of its annual report. The company has taken
note of complaints by potential investors who say that
they cannot understand the investor-related information. (The language in these policies is bureaucratic
jargon, double talk, a form of officialese and federalese
that does not qualify as English.) The burden is on
organizations to write policies that communicate rather
than obfuscate. 21st Century hires you as a consultant to
study its standard policies and make recommendations.

Here is a sample selection (165 words):
P ursuant to Section 217(2AA) of the Companies Act, 1956, the
Directors, based on the representations received from the operating
management, confirm the following aspects.
In the preparation of the annual accounts, the applicable
accounting standards have been followed and there are no
material departures;
Chapter 13.indd 293
293
They have consulted the Statutory Auditors in the selection of

the accounting policies and have applied them consistently
and made judgments and estimates that are reasonable and
prudent so as to give a true and fair view of the state of affairs
of the Company at the end of the financial year and of the
profit of the Company for that period;
They have taken proper and sufficient care, to the best of
their knowledge and ability, for the maintenance of adequate accounting records in accordance with the provisions of the Companies Act, 1956, for safeguarding the
assets of the Company and for preventing and detecting
fraud and other irregularities;
They have prepared the annual accounts on a going concern
basis.

A recent survey gave the following results:

I am able to read and understand the language and
provisions of the annual report:
Age
group
Strongly
agree
Agree
(%)
(%)
Undecided
(%)
Disagree
(%)
Strongly
disagree
(%)
1834
34
41
14
3649
17
38
33
10
5064
11
22
35
31
65+
17
47
33
Using data given to you, write the findings, conclusions, and recommendations sections of the report.
Create a title page for the report.
12. Write a formal proposal arguing the benefits of a
mini-sports complex and gym for your company.
Your primary audience will be the company president, Raghav Behl, the CEO, who does not see the
need for the gym. Other members of your audience
will probably include the board of directors, and
other administrators and managers within the company. As the HR manager, you feel that a gym and
sports facility will energize the workforce; it will also
be useful as a hiring tool and hopefully improve productivity. You also know that most of your competitors have one in place.
13. Compose a proposal to your academic head to create
a break room in the academic block. As the academic
representative, you get a lot of feedback from students
who complain that the time between classes is too little to run over to the mess and get something to eat!
You propose that the break room would have a canteen
6/11/2016 10:52:45 AM
294
and proper seating arrangement with adequate ventilation.

14. The Learning Tree, a private education firm, is keen
to submit a proposal on designing as well as managing the writing lab for a premier management business school. It has already met the faculty and has
learnt the management is looking to outsource the
writing lab on a contract for two years. Design a twopage proposal in a letter format to the faculty (select
a name) outlining your firms ability to manage the
writing lab.
15. Globe Trot, a consulting firm in California, offers a
number of training programmes for employees being
sent to other countries. Globe Trot provides pre-visit
orientations, counseling, foreign language training,
and family cultural immersion programmes. Mridul
Sharma, senior partner in Globe Trot has recently
learnt that Neo Motors plans to open a vehicle assembly plant in Kenya. Although the Kenyan government
will own 51 per cent of the plant and will supply most
of the labour force, the plant will be run by Neo Motors
managers and engineers. Responding to an RFP, Mridul
has to submit a proposal of about 8 to 10 pages to the
director of Neo Motors.
If you were Mridul, what pre-writing activity would
you adopt to frame your proposal? What would
emerge out of this with respect to the situation
described?
How could Mridul make the proposal more persuasive? Outline strategies for this.
16. As the head of HR for Tec Shell Corporation, you
are concerned about the writing styles of your sales
professionals. You recall a meeting with Stella of
Design Consultants; her credentials in the field of
professional communication had impressed you tremendously.

You arranged a meeting with Stella and gave her
some writing samples from your salespeople. You
were impressed with her critique of their writing and
her thoughts on how it could be improved. Her proc

ess calls for a two-day workshop followed by individual coaching by phone and e-mail. Her prices are not
cheap. The workshop for 12 salespeople would cost INR
60,000, and a 45-day retainer for follow-up coaching
would be another 15,000. The cost includes pre- and
post-training evaluation, but there is also the cost of
travel, hotel, meeting room, and meals for the two-day
eventexpenses that could easily add up to another
12,000, not to mention the cost of time away from the
job. This type of expense is not in your budget, but you
think you can make a case for the workshop to your
boss based on the benefits of the training. You also
assume that other regional vice-presidents in the country are having a similar problem. Perhaps your region
can serve as a pilot for the company for this type of
training.

Stella left you with some brochures that explain the
features and benefits of her services. You checked
her references and her clients gave her rave reviews.
You dash off a quick e-mail to Stella asking her to
submit a proposal addressed to Francis Gerson, Vice
President Sales and Marketing, to this effect. You
ask her to give your reference when writing the proposal.
You represent Design Consultants. The head of HR
of Tec Shell Corporation has just asked your firm
to send a formal proposal for a writing workshop.
Write a persuasive proposal outlining your offer,
fees, and training schedule.
From the perspective of the head of HR, write a
proposal letter to your supervisor Francis Gerson,
Vice President of Sales and Marketing, asking for
approval and funds to conduct the training as a
pilot project. You have a good relationship with
Mr Gerson and know that though he is toughminded and no-nonsense, he is willing to try new
things if he sees a potential payoff, even in tight
economic times.
WEB-BASED EXERCISES
1. Visit the Web site: http://www.monash.edu.au/lls/
llonline/writing/general/report/1.xml. See the sample
report. What is the organizational structure of this type
of report? Why is such a structure used? Do you think
it enables the reader to take a decision?
Chapter 13.indd 294
2. Visit http://www.lc.unsw.edu.au/onlib/report2.html.
What do you think are the major differences between
an abstract, introduction, and conclusion?
6/11/2016 10:52:45 AM
295
FURTHER READING
Gerson and Gerson, Workplace Communication: Proc
ess and Product (New York: Prentice Hall, 2007).
Kitty Locker and Stephen Kacsmarek, Business Communication: Building Critical Skills 3rd edition (New
York: McGraw-Hill, 2007).
Larry M. Robbins, The Business of Writing and Speaking: A Managerial Communication Manual (New York:
McGraw-Hill, 1996)
Laura Reave, Promoting Innovation in the Workplace:
The Internal Proposal, Business Communication Quarterly (December 2002) 65(4):821.
R. Wahlstrom, Teaching the Proposal in the Professional Writing Course, Technical Communication
(2002) 49(1):8188.
Raghu Palat, The Write Way to Success (Mumbai: Cortland
Rand Consulting, 2007).
Susan Brock, Better Business Writing (Delhi: Viva
Books, 2004).
William Baker, Writing and Speaking for Business
(Provo, UT: BYU Academic Publishing, 2008).
ENDNOTES
1. Taken from http://www.chem.gla.ac.uk/research/groups/protein/pert/safire.rules.html, accessed on June 22, 2011.
CASE STUDy 1
Improper Preparation and Planning for the report with diligence, recording every minute detail of
the work and updating the progress of the work to his manReport
Summary
The case reveals how poor planning and preparation of
reports can impact team performance. The case highlights
the role of effective communication at the workplace, and
how lack of it can lead to project failure, even if the team is
technically competent.
Introduction
Tulip Interactive Services Ltd. (TIS) was an Indian consultancy firm based in Bengaluru, providing ERP solutions to
its clients. They had recently bagged a deal from PSZ Ltd, an
Australian utility company engaged in the distribution and
retailing of electricity and gas. They were the largest utility
firm in western Australia worth $24 billion and a customer
base of over a million which included residential, SMEs,
and corporates.
In the first phase, TIS was required to deliver a report on
billing and consumption pattern of customers availing services of PSZ Ltd.. Mr Neeraj, Service Delivery Manager of
TIS appointed a team comprising of Mr Animesh, Offshore
Delivery Lead and Mr Ravi, Senior System Engineer. Also,
the clients mentioned that any of the team members from
TIS can contact, any one of them and they will be happy to
help them.
Problem
Ravi was handpicked by Animesh because of his technical
expertise and functional competence. Ravi started preparing
Chapter 13.indd 295
agers. Meanwhile, of all the specifications and requirements

mentioned in the requirement document, Ravi found out
that two of the requirements could not be delivered as it had
tool limitations. He informed about the same to Neeraj over
a call and asked him to get it removed from the document.
Since Animesh was not aware of the situation, he
assumed that everything was going on fine. Even the e-mail
update from Ravi mentioned the same. This was one of the
Ravis e-mail to Neeraj:
During the process, Neeraj happened to meet Nathalie

a couple of times and discussed the progress of the report.
Nathalie suggested some changes in the report which
required the report layout to be altered, along with some
other minor, but important cosmetic changes.
Meanwhile, Nathalie went on an annual leave, and the
work was handed over to Mr Rueben who was not at all
aware of the all the changes that were supposed to be incorporated into the report as it was not informed to him. He
only knew about the changes that Nathalie had asked from
Neeraj to include in the report.
AQ1
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296
As the project deadline reached, the report was handed

over to Mr Rueben who started reconciling the report from
their system. It came as a great disappointment to him that
none of the changes suggested by Nathalie was incorporated. Also, he could not find two requirements mentioned
in the document since he was not informed about its exclusion and the reason for the same.
Impact
Since no proper communication happened between senior
management and the clients, the changes which were supposed to be incorporated into the report were missing. As
Neeraj did not convey the MoM to the clients as well as the
team, the whole team failed to deliver the project and it gave
a poor name to the company. Due to lack of proper project
updates, the final report lacked the key elements required

by the client.
Ravi had to rework the whole project so as to align it
with the clients requirement. This cost the company both
resources as well as time. It also put a question mark on
the perceived functional and technical competence of the
senior management as they were the ones who were representing TIS.
Questions
1. What is the role of planning in report writing? What are
the key considerations involved in report writing at the
workplace?
2. How should the Company introspect on its procedures
after this incident?
CASE STUDy 2
Mistimed and Misplaced Announcement
in the Office Memo
Summary
The memo in the office notice board read, From August
14th onwards, the height of cubes will be reduced from
5.5 feet to 3 feet. As you all are aware that the organization
believes in promoting better together idea; this is one such
step in making this belief a reality.
This one liner creates a big tension amongst the employees who feel that the management has not adequately communicated their decision to them.
Introduction
Rahul Srivastava who had been working as a lead engineer
for Rowbland Technologies, was surprised to read this first
thing in the morning. Rahul joined Rowbland Technologies
five years ago.
Rowbland Technologies was established in 1995 by two
IIT graduates as a start up firm that designed websites for
clients. With the internet booming in the late 90s Rowbland
Technologies started getting many clients, and subsequently,
sales started growing at a good pace. As the sales picked up,
Rowbland Technologies started hiring more to meet the
demand from its clients. By 2008, Rowbland Technologies
had over 500 employees.
Rowbland was known to be very aggressive as far as
delivery of products and achieving targets were concerned.
Global recession that had hit world economy in 2008 had a
major impact on the sales of Rowbland Technologies. Many
clients who were affected by the recession started to reduce
their expenses. Hence a number of clients opted not to have
a website upgrade that particular year. This was a major
blow to Rowbland as a major portion of revenues were generated from upgrade of websites.
Chapter 13.indd 296
Problem
The HR of Rowbland Mr Yadav believed that the employee
morale was at an all time low due to low quarterly results
posted by the company and low possibility of a bonus in that
financial year. He thought that this was the time; he should
try something to boost the morale of the employees. He
contemplated that one of the things that could cheer up the
employees would be to reduce the barriers in communication between the employees.
He felt that that there were barriers in communication
between the employees, according to him, height of the cube
(the seating space was known as cubes) was high, due to
which it became difficult for most of the employees in one
cube to communicate with employees of the other cube. The
HR thought that reducing the height of cubes would help the
employees communicate with each other more freely, and
hence, would ease up the communication. He took this idea to
a few senior directors, who after discussion, were quite satisfied with Mr Yadavs intent and plan of action. Post the informal discussion, the directors met and decided that reducing
the height of cubes was indeed a good idea for a number of
reasons: Firstly, it would help the supervisor to talk to team
members more easily. Secondly, the employee to employee
interaction would improve as the cubes that acted as barriers earlier would be removed. One of the major reasons why
the directors believed this move would be successful was that
they believed that employees morale would improve as they
had not had any good news over the past year.
Impact
What was seen as a populist move by the directors elicited a
lukewarm response from the employees. The employees were
first of all unhappy that they were neither informed nor taken
into confidence before the upper management decided to
take a decision that involved them. The employees thought
6/11/2016 10:52:45 AM
that they were being treated unfairly as the cube height was
getting reduced. Ritin Raj, an associate engineer, who joined
the company an year back, believed that this move was
taken by the management to exercise tighter control over
the employees. Many of the employees believed that reducing the height of the cube would take their privacy away as
now every employee felt under company surveillance. Neeta
believed that she would now have to be more careful while
accessing social media sites as she felt that her supervisor
would be monitoring her and judge her as being incompetent if seen using social media at the workplace.
The employees believed that by putting up this notice the
company was trying to get more out of each employee in
297
order to cope with the current economic crisis. They now

thought that they have lost their sense of privacy and would
be constantly monitored by their supervisors throughout the day. Ritin Raj on behalf of all the employees was
considering writing a letter to Mr Yadav to convey the negative mind set that this move would create in the minds of
the people.
AQ2
Questions
1. Why had the project misfired?
2. Compose an e-mail to Yadav on behalf of the employees.
3. What should Mr Yadav do now?
Author Queries:
AQ1: Who is she?
AQ2: Meaning of the text is not clear.
Chapter 13.indd 297
6/11/2016 10:52:45 AM

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Chapter 13 | PLANNING, COMPOSING,

AND WRITING REPORTS

After completing this chapter, you should be able to:

Differentiate between proposals and

Do not put statements in

QUALITIES OF AN IDEAL REPORT

Chapter 13.indd 264

Planning, Composing, and Writing Reports

A typical report comprises the following:

A summary of the research

Chapter 13.indd 265

Business Communication for Managers

Chapter 13.indd 266

Planning, Composing, and Writing Reports

The Long Formal Report

Short Formal Report

Chapter 13.indd 267

Business Communication for Managers

Information about when, where, and how a person will travel

Name of the organization

Date, time, and place of the meeting

Chapter 13.indd 268

Planning, Composing, and Writing Reports

Classification by Physical Form

Chapter 13.indd 269

Business Communication for Managers

DIRECT AND INDIRECT REPORTING STYLES

The indirect style should be chosen when:

Formal and Informal Reporting Styles

Chapter 13.indd 270

Respond to government agencies

Monitor and control operational

Planning, Composing, and Writing Reports

Describe one-time events: trips,

Examine problems; supply facts

Solve problems; assist in

Establish criterion; evaluate

Predict viability of proposed course

Studies problems scientifically;

Offer to solve problems; investigate

Allows unlimited information on

STAGES IN REPORT WRITING

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What level of detail is required?

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Design the survey instrument/pilot test

Compile and collate the information

Write the first draft

Edit and finalize report

The Writing Stage: Organizational Strategies

Comparison: This organization shows points of similarities between competing brands,

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