10.1 Organizing and Formatting Business Reports
Before we begin to investigate the different types and aspect of developing a business report, let’s take a quick overview of the business report.
Organization
Much like correspondence, you may choose between the direct and indirect methods to structure your reports. The direct method is used when you have a receptive audience; whereas, the indirect method is used when you must persuade your audience. Whichever you decide to use will depend on the context, audience, and your purpose. Pay attention to these essential considerations when thinking of your stakeholders. Stakeholders may include the person(s) the report is about, whom it is for, who has an interest in the matter, and the organization overall. Ask yourself who the key decision makers are, who the experts will be, and how your words and images may be interpreted.
Reports vary by size, format, and function. You need to be flexible and adjust your report to the needs of the audience and to your purpose as there are several types of reports, including, for example, proposals, recommendations, problem-solving, and progress. Reports are typically organized around six key elements:
- Who the report is about and/or prepared for
- What was done, what problems were addressed, and the results, including conclusions and/or recommendations
- Where the subject is situated
- When the situation occurred
- Why the report was written (function), including under what authority, for what reason, or by whose request
- How the subject operated, functioned, or was used
When you write, your goal is not only to complete an assignment but also to write for a specific purpose—perhaps to inform, to explain, to persuade, or a combination of these purposes. Your purpose for writing should always be in the back of your mind, because it will help you decide which pieces of information belong together and how you will order them. In other words, choose the order that will most effectively fit your purpose and support your main point.
Table 10.1.1: Order and purpose shows the connection between order and purpose.
| Order | Purpose |
|---|---|
| Chronological Order |
|
| Spatial Order |
|
| Order of Importance |
|
While there is no universal way for a report to be developed, conventions relating to the organization of the detail has evolved over time and is recognized in all business contexts, whether you are creating a direct or indirect document. See Table 10.1.2 for an overview of three basic document structures. The functions of each section of the document is described below in Table 10.1.3.
Table 10.1.2 Basic report structures
| Direct Method | Direct Method 2 | Indirect Method |
| Introduction with purpose statement
Background Details Conclusion/Recommendations References |
Introduction with purpose statement and background
Conclusion/Recommendations Details References |
General introduction suggesting the subject or problem
Background Details Purpose statement/main