MODULE 4

Business Reports
Business Reports:
Purpose, Kinds, and Objectives of reports, Organization & Preparing reports,
short and long reports Writing Proposals: Structure & preparation, Writing
memos, Media Management: The press release, Press conference, Media
interviews.
Group Communication: Meetings, Planning meetings, objectives,
participants, timing, venue of meetings.
Meeting Documentation: Notice, Agenda and Resolution & Minutes.
A business report is a formal document meticulously crafted to deliver
information in a structured manner, customized to suit a particular audience
or objective. It presents data, research findings, recommendations, and other
pertinent information with clarity, brevity, and organization. These reports
vary in length and intricacy based on context and audience, typically
comprising sections such as an introduction, a main body housing data or
findings, a conclusion encapsulating key points and offering
recommendations, references citing sources, and appendices for
supplementary documents or materials.
Features of Business Report

1.Structured Format
2.Informative Content
3.Diverse Types
4.Clear Communication
5.Insightful Analysis
Advantages of Business Report

1. Performance Assessment and Comparison

2. Regulatory Compliance and Creditor Evaluation
3. Facilitating Crucial Business Decisions
4. Managerial Oversight and Coordination
5. Representation of Facts and Data
6. Addressing Business Challenges and Providing Solutions
Disadvantages of Business Report

1.Resource-intensive Process
2.Financial Burden
3.Complexity in Understanding
4.Implementation Hurdles
5.Limited Insight into Qualitative Aspects
Examples of Business Report

1.Market Analysis Reports

2.Trend Analysis Reports
3.Progress Reports
Purpose of Business Reports:

• To Aid decision making

• To Communicate information
• To Analyse performance
• To Identify Opportunities and Challenges
• To Ensure Compliance and Accountability
• To Propose Solutions
• To Facilitate Planning and Forecasting
Objectives of Business Report

 To Provide Clear Information

 To Analyse Data and Trends
 To offer Recommendations
 To support Decision Making
 To Document and record Business Activities
 To Ensure Transparency and Accountability
 To Facilitate Strategic Planning
structure of a report
The report format depends on the report type and the assignment requirements.
While reports can use their own structure, most follow this basic template:
•Executive summary: Like an abstract in an academic paper, an
executive summary is a standalone section summarizing your report’s findings so
readers know what to expect. Executive summaries are used primarily for official
reports and less so for school reports.
•Introduction: The introduction sets up the body of the report and explains the
overall topic you’re about to discuss. It includes your thesis statement and any
need-to-know background information before you discuss your findings.
•Body: The body of the report explains all your significant discoveries, broken up
into headings and subheadings. The body makes up the majority of the report,
whereas the introduction and conclusion are usually just a few paragraphs each.
•Conclusion: In the conclusion, you combine all the information in your report
and come to a definitive interpretation or judgment. It’s also usually where the
author adds their own opinions or inferences.
7 steps for writing a report
1.Choose a topic based
2.Conduct research
3.Write a statement
4.Prepare an outline
5.Write a rough draft
6.Revise and edit your report
7.Proofread and check for mistakes
Memo is an abbreviation of word Memorandum which means, “a note to help the memory”.

This is the internal communication flowing downward, upward or horizontally, ment to

provide a summary of important information and suggest action to be taken. It is also called
as interoffice memorandum.
The main purpose of a memo is to record or convey information and decisions or to make
short requests.

Usually, memos are used

a) For conveying the message
b) For submitting periodical reports
c) For communicating changes in the organization
d) For issuing instructions to the staff
e) To confirm a decision made by phone.
f) For calling explanation on some matter of conduct
g) For asking certain special information
h) For granting/ withdrawing certain permission to do something
Memo format
Advantages of the Memo
Inexpensive
Convenient
Future reference
Quick
Establishes accountability
HOW TO WRITE EFFECTIVE MEMOS
A memo is written in easy language and direct style. Like reports, plain facts
are rated directly and objectively. No attempt is made to create psychological
impact an emotional appeal to the reader. Writing memos is discussed in the
following stages ich a writer comes across in designing and drafting any written
message.
Pre-writing Stage
In the pre-writing stage, the writer should :
(a)Identify the purpose of writing memos.
(b)Determine the audience, the persons, for whom the memo is written.
(c)Establish the scope of the subject.
(d)Gather all references and data before hand
Writing Stage
Summary
Introduction
Discussion
Concluding remarks

Rewriting Stage
 Specimen Memo by Managing Director to Sales Officer for customer’s complaint
Dheeraj Auto's Limited
Date: Nov. 1, 20..
To : Mr. Imtiyaz Ahmed, Sales officer
From Mr. Mahavir Singh, M.D.
Sub. Mr. Sanjay Chadha's complaint.
Mr. Sanjay Chanda came to my office yesterday and told me that he was not attended properly
and had to wait for more than half an hour for his turn.
Perhaps the growing pressure in festival sessions was the main cause for not paying him proper
attention and speedy service. During such days when the customers' rush increases it requires
higher efficiency greater concentration, more helping attitude and always smiling face to
attend all customers within shortest possible time without affecting their satisfaction.
Hope persons like you, with enterprising and dynamic outlook, will appreciate the values of
serving customers with zero complaint level.
Mahavir Singh
Managing Director.
Short and Long Reports Writing
 Short reports writing
A short report is also called informal report while a long report is sometimes referred
to as Formal report. A short report is often no more than a single page of statement
containing facts and figures in the most concise manner. A short report is like a
memorandum and does not need a cover.
This style of report is often casual and relaxed. The style of writing includes use of first person
such as I and We in sharp contrast to long report where full names of people are used. A short
report is usually written either in the form of memorandum (memo) or a letter. Usually,
reports meant for persons outside the company or clients are written in letter form.
The short report:
• Uses the title page or just the report’s title as the heading or subject.
• Is usually in direct order, beginning with a summary or a statement summarizing the
content.
• Presents findings, analysis, conclusions, and recommendations.
Long Report
A long report is typically a comprehensive document that provides in-depth analysis and
detailed information on a specific topic. These reports are often used for complex projects,
research studies, or when a thorough examination of a subject is required. Here are some key
attributes of long reports:
•Length: Long reports are usually several pages long, ranging from 10 to even 100 pages,
depending on the complexity of the subject matter.
•Structure: Long reports follow a structured format, including sections such as an executive
summary, introduction, methodology, findings, analysis, conclusions, and recommendations.
•Detail-oriented: Long reports delve into extensive details, providing comprehensive
information, supporting evidence, and data analysis to support the findings and
recommendations.
•Research-based: Long reports often require extensive research, including literature reviews,
data collection, surveys, interviews, and analysis of primary and secondary sources.
•Time-consuming: Due to their length and complexity, long reports require a significant
amount of time to research, write, and review before they can be finalized.
Media Management is the planning, execution, and optimization of media-
related activities to achieve organizational goals. It involves aligning media
strategies with broader marketing and communication objectives and adapting
to the ever-evolving market landscape and the constant changes in consumer
behaviour.
Key components are:
- Market Analysis and Audience Research
- Goal Setting and strategic planning
- Media Selection and Allocation
- Content strategy and Creative Development
- Performance Monitoring and Optimization
- Adaptation and Innovation
 OBJECTIVES OF MEDIA MANAGEMENT
The various objectives of media management are as follow:
(1)To boost the image of the company among various stakeholders.
(2)To give good news about the company's achievement or success
like launching of new product or project, winning of any award,
entering into joint venture or foreign collaboration, etc.
(3)To overcome the hostility and adversity of the public against the
company.
(4)To build goodwill and healthy relations with the various
stakeholders and encouraging them to deal with the company.
(5)To maintain long run and sustainable relations with the press.
 FUNCTIONS OF MEDIA MANAGEMENT

The various functions of media management include the following:

1. Building long run and sustainable relations with the press.

2. Overcoming negative situations.
3. Issuing press releases
4. Holding press conferences
5. Choosing medias for mass communication
The press release
 PRESS RELEASE
Press Release are written to inform the public through media about the
important events occurring within a company, like change of managing director,
expansion of existing project, entering into joint ventures with foreign
collaborations, mergers and takeovers, etc. They publicize the company and
create positive impression in the minds of the readers.
Since Press releases receive widespread attention, the writer should be sure
about the accuracy and correctness of the statement. A misquote, an
ambiguous statement, or a wrong fact can tarnish the company’s reputation. As
these are read by the general public, it is essential to design the information
with human interest so that it should suit the wavelength of masses and appear
interesting
 ESSENTIALS OF PRESS RELEASE
Press Release should have the following essentials :
1.Interesting to reader: Press Release should not only stress basic
information, but also create interest among readers.
2.Factual accuracy: Every statement of the Press Release should be
accurate and clear. Misquoted statements and mis-represented
facts can damage the company's image and can lead to litigations.
3.Brevity: Press Release should always be brief because limited
space is allowed for them by the newspaper.
4.Simple language: Press Release like other news should always be
written in simple language, easily understandable to masses.
5.Five W's of Journalism: Press Release should take care of the 5 W's
of journalism. Who, what, when, where, why.