CH 9 Review Questions 2013 PDF

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Final Exam Review

Business Communication

BUS 207

Chapter 9: Report Types 1)What is the goal of a report? convey information, answer questions and solve problems 2)What are the characteristics of an informal report? Report that present data without analysis or recommendation are primarily informational.

3)What is the difference between informative and analytical reports? Information reports present data without analysis or recommendation Analytical reports provide data, analyses, conclusions and if requested recommendation 4)When should you put conclusions and recommendations at the end of a report? Indirect strategy “analytical report” 5)When should you put conclusions and recommendations in the start of the body of a report? Direct strategy “analytical report”

6)What type of report did we practice in this class? Memo 7)When should you use the direct pattern? If readers are informed, supportive and eager to have results first

8)What is the difference between a business letter and report in letter format? Letter format for short (usually eight or fewer pages) informal reports addressed outside an organization. Prepared on a company’s letterhead stationery, a latter report contains a data, inside address, salutation, and complimentary close. 9)What are the characteristics of a report in memo format? Memo style. Useful for informal reports circulated within organization. Its inside the company 10)What are the characteristics of a report in manuscript format?

Final Exam Review

Business Communication

BUS 207

Plain paper. Useful for longer, more formal report. 11)What are the characteristics of a report in printed forms? Preprinted forms are often used for repetitive data, such as monthly sales reports, performance appraisals, merchandise inventories, and personnel and financial reports. Standardized headings on these forms save time for the writer. Preprinted forms also make similar information easy to locate and ensure that all necessary information is provided. 12)What are the characteristics of a report in digital format? Digital media allow writers to produce and distribute reports in electronic form, not in hard copy. With Adobe Acrobat any report can be converted into a PDF document that retains its format and generally cannot be changed. 13)What are two things you should consider before you write a report Reports take planning, beginning with defining the project and gathering data. The following guidelines will help you plan your project. Determining the Problem and Purpose. The first step in writing a report is understanding the problem or assignment clearly. This includes coming up with a statement of purpose. 14)What is an information report? It’s any report that just gives information’s. 15)What is a progress report? What has completed so far in presentations, what we need to fix and what will be completing and when. 16)What is a recommendation/justification report? Justification and recommendation reports are similar to informational reports in that they present information. However, they offer analysis in addition to data. They attempt to solve problems by evaluating options and offering recommendations. These reports are often solicited; that is, the writer has been asked to investigate and report. 17)What is a feasibility report? is a document that assesses potential solutions to the business problem or opportunity, and determines which of these are viable for further analysis.

Final Exam Review

Business Communication

BUS 207

18)What three types of reports present data, draw conclusions and make recommendations? Justification/recommendation and feasibility reports attempt to solve problems by presenting data, drawing conclusions, and making recommendations. 19) Name 3 different organizations patterns of information reports Organize information chronologically, alphabetically, topically, geographically, iournahst1cally, from simpleto complex, or from mostto least important. 20)Select the report category and appropriate format for each situation a) You want to tell management about an idea you have for consolidating two departments in order to eliminate redundancy and lower expenses. (Memo, recommendation) b) Your supervisor asks you to review the Apple iPhone to determine if the gadget would work with your corporate e-mail system. (Memo, feasibility) c)You are in charge of developing a new procedure for payroll processing. Your boss wants to know what you have done thus far. (Memo (something new & not a rotten thing), progress) d)You were selected to record the meeting of a project team where new tasks were assigned to each member. (Printed if paper or digital if prefer technology, minutes of meeting) e) As accounting department manager, you have been asked to describe for all employees your procedure for processing expense claims. (Memo, f) As a security officer, you are writing a report of an office break-in. (Printed if paper or digital if prefer technology, information)

Direct pattern (good news, when the person is supporting you)

Final Exam Review    

Business Communication

Background Recommendation Dates Conclusion

Indirect pattern (bad news, is not supporting you)    

Background Dates Recommendation Conclusion

Letter: useful for informal reports sent to outsiders Manuscript: useful for longer, more formal reports Printed Form: Useful for routine activities, such as expense reports Memo: useful for informal reports circulated within organizations

Direct Pattern: informative +analytical report Indirect Pattern: analytical report Six Kinds of Informal Reports      

Information reports Progress reports Justification/recommendation reports Feasibility reports Minutes of meetings Summaries

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