11th: Report and Research Basics

Report Functions and Types

In terms of what they do, most reports fit into two broad categories: informational reports and

analytical reports.

1) Informational Reports.

Reports that present data without analysis or recommendations are primarily informational. For such reports, writers collect and organize facts, but they do not analyze the facts for readers. A trip report describing an employee’s visit to a trade show, for example, presents information. Weekly bulleted status reports distributed by e-mail to a team record the activities of each group member and are shared with supervisors. Other reports that present information without analysis involve routine operations, compliance with regulations, and company policies and procedures.

2) Analytical Reports.

Reports that provide data or findings, analyses, and conclusions are analytical. If requested, writers also supply recommendations. Analytical reports may intend to persuade readers to act or change their beliefs. For example, if you were writing a yardstick report that compares several potential manufacturing locations for a new automobile plant, you might conclude by recommending one site after discussing several criteria. Alternatively, let’s say you work for a company that is considering a specific building for a women-only gym, and you are asked to study the location’s suitability. You may have to write a feasibility report, an analysis of alternatives and a recommendation, that attempts to persuade readers to accept that site. To distinguish among findings, conclusions, and recommendations, consider the example of an audit report. The auditor compiles facts and figures—the findings of the report—to meet the purpose or objective of the audit. Drawing inferences from the findings, the auditor arrives at conclusions. With the audit objectives in mind, the auditor may then propose corrective steps or actions, the recommendations.

Organizational Strategies

Like other business messages, reports may be organized directly or indirectly. The reader’s expectations and the content of a report determine its development strategy. In long reports, such as corporate annual reports, some parts may be developed directly whereas other parts are arranged indirectly.

1) Direct Strategy.

When the purpose for writing is presented close to the beginning of a report, the organizational strategy is direct. Informational reports, are usually arranged directly. They open with an introduction, which is followed by the facts and a summary. The report begins with an introduction. The facts, divided into three subtopics and identified by descriptive headings, follow. The report ends with a summary and a complimentary close.

Analytical reports may also be organized directly, especially when readers are supportive of or familiar with the topic. Many busy executives prefer this strategy because it gives them the results of the report immediately. They don’t have to spend time wading through the facts, findings, discussion, and analyses to get to the two items they are most interested in—the conclusions and recommendations. You should be aware, though, that unless readers are familiar with the topic, they may find the direct strategy confusing. Many readers prefer the indirect strategy because it seems logical and mirrors the way they solve problems.

2) Indirect Strategy.

The organizational strategy is indirect when the conclusions and recommendations, if requested, appear at the end of the report. Such reports usually begin with an introduction or description of the problem, followed by facts and interpretations from the writer. They end with conclusions and recommendations. This pattern is helpful when readers are unfamiliar with the problem. This pattern is also useful when readers must be persuaded or when they may be disappointed in or hostile toward the report’s findings. The writer is more likely to retain the reader’s interest by first explaining, justifying, and analyzing the facts and then making recommendations. This strategy also seems most rational to readers because it follows the normal thought process: problem, alternatives (facts), solution.

Source: Midge Gillies, Business Writing: The Essential Guide To Thinking And Working Smarter.