Advantages and disadvantages of graphical representation in a report

Advantages and disadvantages of graphical representation in a report

Hello dear friends here you will get The advantage or merits and disadvantage or demerits of graphical representation in a report Advantages of report, Bangladeshi Business Communication Book, Business Report Writing, Disadvantages of report, Free PDF book, Honours Business communication book.

There is an old saying “a picture is worth a thousand words,” – that is use of pictures and graphs not only enhance the outlook of the report- but also make the report more meaningful and understandable. In the words of Lesikar and Pettit, “graphic aids are any form of illustration.

They supplement words, present minor details, emphasis key points, and improve the reports appearance.”

Advantages/merits of graphical representation in a report:

1. Greater acceptance:
Use of different types of graphs makes the report more meaningful and accordingly acceptance of the report increased.

2. Reduce cost: Sometimes use of pictures helps to limit the discussion which reduces cost of the report.

3. Attractive: Sometimes people lose their interest in reading long reports. But use of bar diagram, pie charts, photographs etc. make the report more attractive, which helps the audience to hold interest.

4. Promote goodwill: An illustrative report not only easily understandable but it also enhance the goodwill of the organization.

5. Helps in decision making: Usually executives have not much time to go through the whole report. For this reason an executive summary is included in the formal reports. In addition to executive summary graphs and charts help the executives to take prompt Decision.

Disadvantages/demerits of graphical representation in a report.

 Demerits of graphical representation are as follows:
1. Time consuming: Preparation of graphs and charts increases the completion time of the report.

2. Special knowledge: Graphs helps easy understanding but to prepare graphs an individual need to have special knowledge.

3. Misuse of graphs: Sometimes graphs and charts are used just to m are the report more colorful. But inappropriate use of graphs may create confusion.

Advantages and disadvantages of graphical representation in a report

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The essential features of a market report

The essential features of a market report

Hello dear friends here you will get what factors should be considered in drafting a market report?Or, the essential features of a market report.

To be effective, a market report should considerer the following factors:

1. Determination of objective: Like any other report market report also should be prepared by fixing predetermined objectives. Specific objectives or purposes infect act as a guideline for the preparation of the report.

2. Selection of market: On which market research will be conducted that also should be fixed in advance.

3. Avoid personal biases: In preparing the market report the reporter must be aware of personal biases. Personal likings or disliking should not affect the findings of the report.

4. Specific format: As market report is very important for the preparation of marketing strategy, it must be prepare like a formal report.

5. Appropriate method of data collection: Depending on the nature of the market and location of the consumer’s appropriate method of data collection should be selected.

6. Sensitiveness of the market: While preparing the market report, the reporter needs to consider the degree of sensitiveness of the market.

7. Selection of time: The trend of market may fluctuate over time. Thus the selection of time of research may influence the findings of the report.

8. Recommendations: Recommendations is an essential part of any report, therefore like other formal reports a market report must include specific recommendations for the betterment of the marketing strategy.

The essential features of a market report

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What is market report?, The importance or advantages of market report

What is market report?, The importance or advantages of market report

Hello dear friends here you will get What is Market Report?, Define market report. The importance or advantages of market report.

The effectiveness of marketing activities depends on the proper evaluation of the components of markets. That is demand of a product, consumer’s attitudes towards the product; price level, competitor’s strategy etc. are the key factors which have strong influence on the marketing strategy of the marketing strategy of the company.

Thus market report plays a vital role in formulating the marketing strategies. The report which reveals the demand of a product, consumer’s attitude and the trend of other related factors is known as market report.

In other words, market report is an analysis of the key factors of the market.The importance or advantages of market report:

Market report is essential not only for the preparation of marketing strategy for existing products but it is also a precondition for the development of new products. Importance of market reports are as follows:

1. Demand forecasting: Through market report the demand for the products of the company can be estimated.

2. Idea about consumer’s attitude: Market survey, especially psychological research on market helps to identify the needs of the customers and attitude of the customers’ toward the products of the company.

3. To increase the market share: Through market report proper competitive strategies can be taken by the company which will help to increase the market share.

4. Select proper channel of distribution: Whether consumers are satisfied with the existing channel of distribution or not can be identified by the market report and accordingly necessary measures can be taken.

5. Fixation of right price: Market report also helps to fix appropriate prices of the products of the company.

6. Selection of right media for advertisement: Statues of the consumers, nature of the market, expectation of the buyers etc. can be evaluated through a market report, thus it become easier on the part of the executives to select the right media.

7. New product development: Wiliam Davido, rightly said, “……….. Great products are invented in the marketing departments of a company” but the idea of new product developed with the help of market reports.

8. Decision making: Market report facilitates all kinds of decision making of the marketing department.

What is market report?, The importance or advantages of market report

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Difference between formal and informal reports

Difference between formal and informal reports

Hello dear friends here you will get difference between formal and informal reportsor Distinguish between long and short report.

Formal reports are analytical in nature and follow specific format. On the other hand informal reports are short and used basically for routine functions of an organization.

Distinction or Differences between formal and informal reports are as follows:

Difference between formal and informal reports

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What is informational and analytical report?

What is informational and analytical report?

Hello dear friends here you will get what is informational and analytical report? Distinguish between informational and analytical report.

Informational report: informational reports include only presentation of information detailed discussion and analysis are not provided. These reports are small in size.

Analytical report: this type of report provides detailed discussion on the basis of analyzed data. Unlike informational report this type of report includes recommendations.

Differences between informational and analytical reports are as follows:

What is informational and analytical report?

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What do you mean by informal report?

What do you mean by informal report?

Hello dear friend here you will get what do you mean by informal report? What is informal report?, Define informal report. Mention the features of informal report and you also get The important or uses of informal report.

Informal reports basically used for routine functions of an organization. Informal reports are widely used in corporate sector for conveying routine internal messages. There are not research based and take short time to prepare.

In the words of Ricks and Gow, “informal reports are commonly used vehicles to help managers in planning, organizing, staffing and controlling.”

Staff report, progress report, short audit reports etc. are examples of informal report. Features of informal report;
1. Used for conveying routine messages
2. Helps in day to day managerial functions.
3. Begin directly with conclusions and recommendations.
4. Length is short.
5. Introductory and prefatory parts are not required.
6. Usually follow preprinted form, letter formal or memo format.
7. Basic objectives are to inform and to recommend action.

The important or uses of informal report
Informal reports are used frequently to support routine business functions. It is very important for smooth operation of an organization. Uses of informal reports are as follow:
1. To inform weekly production
2. to record absenteeism.
3. Weekly or quarterly sales progress.
4. To inform consumers complaints.
5. To transmit data relating to labor turnover (By the supervisor to Human Resource Manager)
6. Performance report
7. To inform the effectiveness of promotional activities.

What do you mean by informal report?

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What is a formal or long report?

What is a formal or long report?

Hello dear friends here you will get what is a formal or long report? The feature of a formal report. The tone of a formal report is more analytical than informal reports. A formal report does not mean more formal language, it means the report is more detailed, more complex in nature.

Formal reports provide bases for decision making. It can be either informational or analytical. It includes not only presentation of data but also in depth analysis followed by recommendation.

Features of forma or long report: Major features or characteristics of a formal report are as follows:

1. Research based: Formal reports are prepared on the basis of findings of a research work.

2. In-depth analysis: The core concept of a formal report is in depth analysis of the topic or problem.

3. Long length: Usually length of a formal report is longer than that of other types of report.

4. Recommendations: Another unique feature of a formal report is, it provides recommendations for the solution of the problem.

5. Assist decision making: Last but not the least, formal reports help the management to take effective decisions on the basis of the findings and recommendations of the report.

What is a formal or long report?

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Different formats or styles of report writing

Different formats or styles of report writing

Hello dear friends here you will get the different formats or styles of report writing. Style or format of short report and long report differs considerably. Short reports are prepared by following fewer formalities, on the other hand long reports are formal in nature and prepared accordingly.

Format or Style of short report: Short reports can be prepared by following any of the following formats:

1. Preprinted form: It deals with routine information. In this format reports are given in printed forms. An individual need to ‘fill the blanks’ of the printed form to provide information.

2. Letter format: this format is also used for short reports; letter format is used for both internal and external reporting. It includes all the parts of a letter.

3. Memo format: short and informal reports prepared for internal use can follow the memo format. Common headings of a memo also used in memo reports. That is, To, from, Date and subject also used in a memo report.

Format for long report:Formal or long reports are prepared by maintain formalities. The logical and widely used format of a long report contains three parts:

For detailed discussion of the format of a long report see The structure of a formal or long report, or What are the elements of a formal report?

Different formats or styles of report writing

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What are the elements of a formal report?

What are the elements of a formal report?

Hello dear friends here you will get the structure of a formal or long report. What are the elements of a formal report?
A formal or long report has major three (3) parts:
A. Prefatory parts
B. Text parts
C. Supplementary parts

(A) Prefatory Parts
This is the introductory part of any formal report. As this part includes items like ‘table of content’, ‘executive summary’, ‘list of diagrams’, the it is easier on the part of the researcher to prepare this section after the text. A prefatory part includes the following items:

1. Cover: The cover page of a formal report usually includes the following things:
i. The title of the report
ii. Writer’s name
iii. Submission date
iv. Name, title and organization of the recipient.

2. Title fly: it is actually a formality and has no real importance to add a title fly. It is a sheet of paper with only the title of the report on it.

3. Title page: it includes all the items of the cover and placed before the letter of authorization.

4. Letter of authorization: it is the formal request for the preparation of the report. Researchers generally include this in their reports.

5. Letter of acceptance: It approves the assignment to conduct the research and preparation of the report.

6. Letter of transmittal: it conveys the report to the audience. It can be compared with the preface of a book. It appears right before the table of contents.

7. Table of contents: The headings used in the text of the report are the basis of table of contents. It is prepared after the completion of the text.

8. List of illustrations: Basically it is a part of table of contents, but to highlight the given figures and illustration it becomes a trend to prepare an extra list of illustration.

9. Synopsis or executive summary: An executive summary or synopsis is the brief overview of the whole report. It is a fully developed ‘mini’ version of the report. (Thill and Bovee 1996)

(B) Text of the report
The text of the report placed after the prefatory parts. Detailed discussion and interpretations are included in this section. All the collected information’s or data also presented in this section in a systematic manner. Text of the report contains the following elements.
1. Introduction: in this section by a general discussion researcher introduced the reader to the research problem, its importance, process of investigation etc. a good introduction should include the following points:

i. Definition and purpose of the problem.
ii. Scope of the report
iii. Backgrounds
iv. Data sources
v. Research method
vi. Limitations
vii. Definition of the technical terms.

2. Body of the text report: Detailed and analytical discussions of the problem are given in this section. The length of the body depends on the importance of the topic and demand of the audience.

3. Summary of the text report: The key findings of the report briefly discussed in the summary section.

4. Conclusion of the text report: this section is reconsidered as the mirror of the report. It should include:
i. Summary of the discussion.
ii. Opinion of the researcher.

5. Recommendation of the text report: Under this section researcher should clearly state the course of action that should be taken to solve the problem.

6. Notes of the text report: To prepare a report the researcher need to use findings of other people, quotations of different authors, previously collected data etc. but it is the legal obligation of the researcher to give others credit, for their work. Mentioning the original source under notes enhances the acceptance of the report.

(C) Supplementary parts
This is the last part of a report. It includes:
1. Appendix
2. Bibliography
3. Index

1. Appendix: It is a supplementary part which contains the important materials related to the report, but not included in the text. Because they are too lengthy or too bulky.

 2. Bibliography: all published and unpublished materials used in the report must be mentioned at the end of the report. This list of references known as bibliography.

3. Index: It is a list of names and subjects mentioned in the report. It is given in an alphabetical order. The page number of each item also mentioned.

The structure of a formal or long report.or What are the elements of a formal report?

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The steps to writing a report

The steps to report writing

Hello dear friends here you will get the steps to writing a report. Preparation of a report is a systematic and sequential task. Report writing has eight (8) sequential steps.

1. Define the problem: The first step of report writing is identifying the problem and the purpose of the study. The success of the report largely depends on the identification of purposes. That is the objective of the report must be determined before outlining the issues for investigation.

2. Outlining the issues for investigation: after determining the problem and purposes of the report writing issues or areas which will be investigated must be fixed. That is the whole problem should be subdivided to cover every important aspect. In other words possible causes of a problem should be clearly identified for investigation.

3. Prepare a work plan: The third step of report writing is to establish a work plan. This work plan will be prepared on the basis of the outlines. The work plan includes the following things:
i. Selection of sources of data.
ii. Selection of survey employees.
iii. Estimate cost.
iv. Selection of the format of the report.
V. fixation of time schedule for different activities.

4. Conduct research: in this step data are collected from both primary and secondary sources. Documentary evidences, observations, surveys etc. are the primary sources. On the other hand previously published books, periodicals and reports are considered as secondary sources. For collection of primary data a questionnaire can be developed.

5. Analyze data: After conducting the research the researcher need to analyze and interpret his/her findings with the help of statistical tools.

6. Draw conclusions: on the basis of evidences and analysis researches formulate a conclusion. Infect conclusion is the logical interpretation of the findings. It may be based on a combination of facts, value judgments, and assumptions.

7. Develop recommendations: Conclusions are opinions but recommendations are suggestions for action. Recommendations must offer real Advantages to the organizations and it should be financially feasible.

8. Writing the report: Finally the report should be written in such a manner which will be easily understandable and acceptable by the audience. The report should follow the ‘you-view’ that is it should be user oriented. The writer also should be careful about the margins and spaces.

The steps to report writing

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What are the qualities of a good report?

What are the qualities of a good report?

Hello dear friends here you will get What are the essential features of a good report? The qualities of a good report.

Complex problem can be solved by the recommendations of a report or routine functions can be smoothly completed with the help of reports. But the above functions can not be done efficiently unless the report is effective.

According to Thill and Bovee, “all good reports have at least three things in common. i. The information is accurate ii. The content shows the writer’s good judgment and iii. The format, style an organization responds to the reader’s need".

Essential features of a good report are as follows:
1. Accuracy: The first quality of an effective business report is accuracy. It should reveal the truth.

2. Good judgment: The investigator must use his or her best judgment to find the fact and in the preparation of the report.

3. Easy language: In preparing the report, easily understandable words should be used.

4. Responsive format: Appropriate format or style should be followed to reflect the reader’s needs. In making decisions about format and style following points should be considered.

5. Bias free: While making recommendations personal beliefs or any sort of biases should be avoided.

6. Clarity: Like other media of communication, reports also should maintain clarity.

7. Conciseness: Irrelevant and unnecessary information must be avoided.

What are the qualities of a good report?

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Business Communication syllabus

Business Communication Syllabus

Hello dear friends here you will get Business communication syllabus view. I guess you will get all advantage form this site. You will get finds all Business Communication, of Business Communication, Types of Communication, Oral Communication, Business Letter Writing, Types of Company Meeting, Business Secretarial Services, Business Report Writing, Written Business Communication, Employment Communication, Internal Communication, Non-Verbal Communication. OK friends lets go, what is information in this Business Communication Syllabus.

1. Introduction of Business Communication:
In introduction of business communication you will get main point Meaning of communication and business communication-scope, purposes-processes-principles-functions-importance and models of communication etc.

2. Types of communication:
In Types of communication you will get main point Written-oral-non-verbal-downward-upward-horizontal-mass communication etc.

3. Major Media of Written Business communication:
In Major media of written business communication you will get main point letters-memos-reports-style and structure-advantages and disadvantages of different media etc.

4. Major Media of Oral Communication:

In Major media of oral communication you will get main point speech-face to face conversation-interviews-meetings-advantages and disadvantages of different media etc.

5. Non-verbal Communication:
In Non-verbal communication you will get point symbols-gestures-body language-visual communication etc.

6. Internal Communication:
In Internal communication you will get point communication within organization and small groups-office memos-modern devices in communication etc.

7. Business Report Writing:
In Business Report writing you will get main point types of report-characteristics and importance of different types-purpose of business report writing-Business report writing scope-different styles of writing reports etc.

8. Importance of Secretarial Functions in Business:
In Importance of Secretarial Functions in Business you will get main point types of secretaries-duties of a private secretary-company secretary-legal position, position and qualification-appointment, removal and function-powers, duties and liabilities etc.

9. Different Types of Company Meeting:
In Different Types of Company Meeting you will get main point preparing agenda, notice of company meeting, minutes of different meeting-motion, proxy, quorum, resolution etc.

10. Business letter writing:
In Business letter writing you will get main point types of letters writing-circular letter-letter of inquiry-letter of complaints-dunning letter-letter of adjustment-letter of order etc.

11. Employment Communication:
In Employment communication you will get main point preparing CV or Personal Resume, Application letter, Bio-Data of employment communication etc.

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Purpose of a business report

Purpose of a business report

Briefly discuss The objectives/Purpose/importance/scope of Report Writing
The main purpose of a business report is fact findings and prepares the base for making decision. Business reports bridges the gap between planning and implementation.

It may be oral, written, long, short, formal or informal-whatever it is business report monitors the situation, investigate the truth, analyze the problem and recommend the solution.

Objectives of Report Writing

Objectives or importance of business report are as follows:
Implement Policy:
----------------------
Only making of good policies never ensure the growth or success of a firm. The main thing lies in the implementation of the policies. Business reports reveal the barriers of implementation of policies and provide appropriate guidelines to remove those barriers.

Monitor and control business operations:
-------------------------------------------------
Routine reports act as a controlling tool for the management. Through these reports the top management can be informed about the actual proceedings of the business. Accordingly they can take corrective actions immediately.

Promote goodwill:
----------------------
Through market reports satisfaction level of customers can be evaluated and necessary steps can be taken to increase their satisfaction. In this way reports can play vital role in promoting goodwill of the firm.

Obtain new business:
-------------------------
Through feasibility reports and capital budgeting reports new investment opportunities can be evaluated. So business reports have immense importance in obtaining new business.

Recommendations:
-----------------------
Recommendations of a business report help the management in taking appropriate actions to solve problems.

To guide decision:
---------------------
Decisions cannot be made without information. In other words, the success of a decision depends on the accuracy of information. Reports provides analytical view of information which is the precondition for making effective decision.

Analyzing the problem:
----------------------------
Problems are part of the business; managers try to overcome problems to ensure the achievement of the desired goal. But overcoming the problems or barriers is not an easy task. Unless a problem is properly analyzed the way of solution can not be identified. Business reports are that managerial tool which cans analyses problems.

Neutral investigation:
--------------------------
Another major objective of report is to provide neutral investigation which is free from biases.

Coordination:
----------------
Published reports provide a clear view of a problem or about a process which indicates the responsibilities of respective departments; as a result coordinated efforts can be rendered for the solution of the problem.

Evaluation:
-------------
Personnel reports help to evaluate the individual’s performances within the organization. Proper motivational measures thus can be taken on the basis of such performance evaluation.

What is Business Report?

What is Business Report?

What is Report?

Define Business Report.
Reports are one kind of managerial instruments which used to evaluate a situation. Even in the field of social science reports are basically prepared to explore the unknown and to provide guidelines for solving a problem.

The dictionary meaning of report is, it is a formal statement of the results of an investigation.

Business Report

In the words of Dr. S. M. Aminuzzamn “Report is document in which a given problem is examined for the purpose of conveying information, reporting findings, putting forward ideas, and sometimes making recommendation. “Thus it can be stated that a report is a formal presentation of facts based on investigation which generally provides recommendations.

Business Report:
Business reports are analytical vehicles which help managers in to run the business smoothly. Business reports includes both findings and recommendations.

The basic objective of business report is to help the managers in making decisions.
In the words of Thill and Bovee, “Which business people speak of reports, they are thinking of written, factual accounts that objectively communicate information about some aspects in business.”

Prof. Ricks and Gow said, “A report is a written message presenting information that will help a decision maker to solve a business problem.”

Therefore it can be revealed that business reports are a management tool which enables the managements to solve problems and make effective decisions.

The importance of internalcommunication

Classification of business Report

Classification of business Report

Business reports can be of various types. On the basis of mode of presentation it can be oral or written. On the basis of degree of formality it can be formal or informal, formal reports again can be divided into two types (i) informational and (ii) analytical.

On the basis of the length of the reports can be depicted as follows:

(A) On the basis of mode of presentation:

Any report can be presented either in written from or in oral.
1. Oral report:
----------------
When report on a matter presented verbally or through oral media then it is known as oral report. In this case, after investigating the matter the investigator express his/her findings verbally to the top management. It is less effective because it cannot be used as documentary evidence.

2. Written report:
----------------------
On the other hand when reports are presented in written form then it is called written report. Written reports are prepared by following specific format. It has documentary evidence.

(B) On the basis of degree of formality:

Business reports can be prepared either by following specific formats and formalities or it can be drafted informally without maintaining much formalities. Thus on the basis of degree of formality business reports can be of two types:

1. Formal:
-----------------
Formal reports are usually detailed. It examines a complex problem in depth and provides recommendations. Formal reports are prepared accounting to specific formats. This type of report again can be divided in two categories:

(i) Informational:
---------------------
This type of report presents information on particular topic but does not provide any explanation and recommendations.

Example: Annual reports, progress reports of taskforces, etc.

(ii) Analytical:
------------------
Analytical reports not only present and analyze data but also interpret the data and make recommendation. Usually critical problems are analyzed through analytical repots.
Example: Feasibility reports, request approval, evaluation of investment project, etc.

2. Informal:
----------------
These types of reports are prepared to assists routine managerial functions. These reports are usually written by subordinates. Informal reports are short in length and written in letter or memo, format. These reports are less planned.

(C) On the basis of length:

On the basis of length, repot can be of two types:

1. Short Report:
--------------------
Interim progress reports, personal activity repot, etc. are examples of short report. Length of these reports can be on page or several pages. Routine reports are shot in length. Less time is allotted for the preparation of this type of report.

2. Long report:
--------------------
Length of long report may be more than hundred pages depending on the nature and importance of the matter.

The advantages and disadvantages offormal Business communication

In depth analysis is made to prepare a long report. It is time consuming and formal in nature.