Chapter 10 Reading Reflection

Reports are an essential part of business writing and are used in making major business decisions. Although reports vary in length, importance, and purpose, you should follow certain steps when writing a business report. These steps include gathering the data, composing the report, and revising the report.

Gathering the data. After determining the specific need or purpose of the report, the next question is how to accomplish that objective. You can gather data through primary research (original information) or secondary research (using information that has already been published). Either way, make sure to analyze and understand the data and how it relates to the objective at hand.

Composing the report. When writing the report, organize the information for both you, as the writer, and for your audience. Normally, you should include at least these five sections:

1. Purpose and Major Recommendations- the objective of the report, why it is needed, and what is recommended
2. Procedures- what type of research was used and how the data was gathered
3. Analysis- what the research showed
4. Conclusions- your conclusions, thoughts, and opinions about the research
5. Recommendations- how the research changes what you do now

Revising the report. Give the report a comprehensive review and ask others to do so as well. An easy-to-remember way of revising reports is the acronym DOCS, which stands for design, organization, content, and sentences.

• Design- Check the overall format of the report (such as headings, appropriate graphics, typography, and spacing).
• Organization- Normally, reports should follow a direct approach by putting the main recommendations and conclusions at the beginning. Also, make sure the report includes appropriate opening, agenda, body, and closing paragraphs.
• Content- Review the information, making sure it is clear, complete, correct, and compelling. 
• Sentences- Revise the report sentence by sentence, checking for grammatical errors, parallelism, capitalization, etc.

These steps help in creating organized, efficient reports. Business managers and leaders can use such reports in making crucial decisions that improve the business.