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Northern University Bangladesh

[Khulna Campus]

Submitted toS. M. Akterujjman Lecturer in Marketing NUB, Khulna Campus

Submitted By:

Batch: BBA - 4B
Group :- 4
ID -----BBA080260787 BBA080260788 BBA080260790 BBA080260792 BBA080260796 BBA050260106

Name -------------------------1. 2. 3. 4. 5. 6. Syeda Bashira Khatun Aminul Islam Pankoj Roy Salma Akter Rumi Mrinaliny Bhoumick Farhana Sumi

Date of Submission: 29-08-2009

REPORT:
A report is a statement that states about biosocial, economic, business, religious, political, cultural, natural and other events of human interests. Based on report, various important decisions are made. The Person who prepares report is known as reporter who provides recommendations as necessary in a report. Any entity whether government owned or private, whether commercial or non commercial requires report to take significant decisions concerning their related interests. So, a report is a communication from someone who has some information to someone who wants to use that information. It should be simple, clear, complete and impersonal presentation of facts useful for making decisions.

BUSINESS REPORT:
The report arises from the Latin word Reportare which means to carry back. So, a report means any description or statement which is carried back to someone who was not present at the scene. A business report may be defined as an organized statement of facts. Lesikar & Pettit defined, A business report is an orderly, Objective communication of factual information that serves some business purposes. Bettly & Kay quoted as, A business report is a written message presenting information that will help a decision maker to solve a business problem. So we can say that in order to solve business related problem which report is presented with information is called business report.

Preparatory steps for drafting a report:


In order to writing report appropriately following steps are followed:-

1. Recognizing and defining a problem:


One must realize what are the problems then the problem should be defined by answering following some questions(a) What to study? (b) Why do we need study? (c) When do we need such study? (d) Where do we need to investigation? (e) Who will be investigated?

2. Defining the purpose and scope of the study:


What is the purpose of any study? One reason is discussed here. Then for convenience of the study, the exact scope should also be determined. For example, an investigation is required for a labor management problem.

3. Developing hypothesis:
For problem solving research, a researcher should develop hypothesis. A hypothesis is a tentative statement or explanation of some problem.

4. Defining terms clearly:


There may be various confusion term related with study and require clear. Definition of various confusion terms should be present nicely.

5. Determining the audience:


Reports are prepared for readers. So who are the target readers of report should be considered.

6. Collection of data:
To solve problems we need some reasonable basic and therefore we need to collect data from different sources. Sources are (a) Primary data (b) Secondary data

7. Organizing analyzing and interpreting the data:


All the collected data should be arranged by some logical basis such as time quantity and place after organized the data those should be analyzed and then it is time to interpret the data in terms of logical meaning.

8. Making an outline:
When the reports taken the final shape in the writers mind he prepare an outline to write the report. An outline is not essential but it helps in writing a systematic report.

9. Writing the final report:


The last stage of writing the report. The writer should be careful that the language of the report is simple and free from grammatical errors. When reporter follows those above steps then he will be able to prepare an appropriate report.

ORGANIZATION OR STRUCTURE OF A REPORT:


There are 3 ways in which a report can be organized. These are -

1. Letter form:
Its main parts are: Heading, date, address, salutation, body, complementary close, and signature.

2. Memorandum form:
To follow the memorandum form is a simple way of presenting the report. Here the formalities are not maintained the data mentioned at the top and followed by the name of the receiver.

3. Letter text combination form:


This form includes three major parts-

(a) Introductory parts:


I. Title page: It contains the title of report, the names of the II.

III.

IV.

V.

VI.

VII.

reader and report writer and date of submission. Authorization letter: A copy of authorization letter should provide after the title page. Such letter includes objectives, area of research, time and cost, submission date and any other instructions. Letter of transmittal: Such letter transmits the report to sender. Such letter shows the date of submission of report, the name and position of writer, and overview of the report, an invitation for senders comments and suggestion. Acknowledgment: This part appreciates the person or organization from whom support and help was taken to produce the report. Table of contents: The table of contents acts as a map of the report for the reader. It helps to identify particular topics. List of illustrations and graphs: If the report contains many illustrations and graphs then such list provides respective page number and title. Executive summary: An abstract is a summary of a report. It tells the reader what the report is about. It summarizes the important parts of the entire report. As a result, busy executive can save time as no need to read the every page of the report.

(b) Body of the report: 1. Introduction: It is the first part of the body of the report. This
part introduces the reader with the problem at hand. This part includes Authorization for the report.

limitation. Statement of the problem. Developing Hypothesis. Methodology to solve the problem. Definition of special terms and symbols. 2. Description: This part of the report contains on the information that have been collected. The main function of this part is to present data in an organized form. 3. Conclusion: The writer on the basis of facts and data draw something as a result, such result is conclusion. 4. Recommendations: Recommendations are the writers opinions based on the conclusion of the report. It must be realistic. It should be based on the facts and events contained in the report.

The need and purpose of the purpose of the report. Scope of the study with a clear description of the

(C) Appended parts: 1. List of references: It contains the complete record of


any secondary sources used in the report. Such list can be arranged alphabetically. 2. Bibliography: A Bibliography is a list of books and journals which are consulted before the preparation of a report. 3. Glossary: A glossary is a list of some technical or special words with their explanation. 4. Appendix: Statistical data, charts and diagrams that are not included in the main body of the report, are included here. 5. Index: An index is an alphabetical list of subject of the report. An index helps the reader to locate any topic easily and quickly. By following any of these three forms we can prepare an appropriate report.

CLASSIFICATION OF REPORTS:
There are various types of reports. On basis some most important reports are 1. General: 2 types of general report are (a) Oral report: Which report is not presented in written from, present on orally is called oral report. Reporter can change it on his personality. (b) Written report: Which report is present in written from, cannot change that is called written report. 2. Formalities: On this basis report is 2 types (c) Formal report: In order to prepare the report all formalities are maintained that is called formal report. (d) Informal report: At the time of preparing report no formalities and rules are followed is called informal report. 3. Function: Under this 3 types of report are (e) Informative report: Which report presents information of any thing is called informative report. (f) Interpretative report: which report interpret some important part that is called interpretative report. (g) Analytical report: in which report problem solving way in mathematical calculation, statistical analysis etc. are presented is called analytical report. 4. Time interval: There are 2 types of this report (h) Periodic report: which report is prepared timely means daily; weekly; monthly etc. is called periodic report. (i) Special report: which report is prepared in any special occasion is called special report. 5. Subject matter: There are 4 types of this report (j) Financial report: in which report financial information is presented is called financial report. (k) Performance report: In an organization when employees activities and performance are presented in a report is called performance report. (l) Technical report: In which report an organizations technical methods are presented is called technical report. (m) Geological report: In which report an organizations geological features are presented is called geological report. 6. Geography report: There are 2 types of this report

(n) Internal report: which report is just publish within an organization that is called internal report. (o) External report: which report is publish outside of the organization that is called external report. 7. Length: There are 2 types of this report (p) Short report: which report does not contain much information only brief topics are included is called short report. (q) Long report: which report contains all information elaborately is called long report. 8. Direction: There are 2 types of this report (r) Vertical report: The report which is presented to superior to subordinate of an organization is called vertical report. (s) Lateral report: The report which is presented all level of employees means same and crosswise level employees of an organization are called lateral report. All types of report can be classified into two types of report. Those are oral or informal report and written or formal report.

DIFFERENCES BETWEEN INFORMATIONAL & ANALYTICAL REPORT:


There are some differences between analytical and informational reports. These are given below:

Points differences
1. Definition

ofInformational report

Analytical report

In order to gatherThe report prepared after information fromanalyzing the investigation thisinvestigated information. report is prepared.

2. Decision making In such report noExecutive can take recommendation isdecision because of available, soexisting analysis and decision making notrecommendation. helpful. 3. Experience Reporter may notReporter must have require vastexperience and efficient experience toto draft such a report. prepare such a

report.

Points differences
4. Conclusion

ofInformational report

Analytical report

There is noConclusion is a part of conclusion in suchsuch report. report. 5. Index & booksIn such report thisIn such report this are reference are not used. added. 6. Writing structure The structure ofThe structure of report report writing is notwriting is followed. followed. 7. Size Comparatively smallComparatively large size. size. 8. Personal opinion Reporter does notReporter can add his have to scope to addopinion to the report. his opinion. 9. Recommendation Recommendation Recommendation is from the reporter isessentially required here not needed. from the reporter. For these above differences we can differentiate between informational and analytical report.

THE GRAPEVINE:
Communication which does not follow any official or prescribed rules and regulations is called informal communication. An informal communication network includes connections which do not exist in formal work. By no means it has official sanction. Informal communication grows out of social interactions among people who work together in an organization. The grapevine is a major informal communication pathway in an organization. The grapevine shows admirable disregard for rank or authority and may link organization members in any combination of directionsvertical, horizontal and diagonal. Whenever a congregation takes place like promotions, retrenchment or even some secret matters anywhere, the

grapevine sure to develop. Keith Davis (1985) rightly points out that organization cannot fire the grapevine because they did not hire it. It is simply there. Informal communication is compared with the grapevine, a term with a unique origin, because informal communication follows as the grapevine spreads in any direction and anywhere. The term grapevine arose during the civil war in America. Intelligence telegraph lines were then loosely strung from tree to tree appearing somewhat like grapevines and the wild grapevines also grew over the lines in some areas. As a result, messages sent along these lines were often ambiguous, confusing and destroyed. Today the term applies to all informal communication particularly to spreading rumors. For this reason, the grapevine, a non-official channel within the organization for transmission of information is often called the rumor mill.

Characteristics of grapevines:
Some basic characteristics of the grapevine have been identified. They are: 1. Bigger Impact: The grapevine has a bigger impact on employees than the formal channels. This is because significantly a large number of employees consider the grapevine to be their primary source of information as well as the reliable channel of transmission about events within the firm. 2. Pervasive: The grapevine is pervasive. It exists at all levels in the organization. 3. Flexibility: It is more flexible than formal channels and it embellishes information to a greater extent than formal channels do. 4. Speed: Information spreads fast through the grapevine. The more important the information the greater the speed. 5. Distortion: It is true that rumors spread fast through the grapevine. But rumors that start out as true become distorted as they pass long the grapevine. 6. Oral Mode: Most of the messages sent through the grapevine are oral rather than written or nonverbal. Written channels are used when words of mouth are not convenient. 7. Many Receivers: Receivers of grapevine messages usually communicate with several other individuals rather than with only one. 8. Unsaid Information: The grapevine normally carries information that the formal system does not wish to transmit and intentionally keeps the information unsaid.

9. Contradictory Information: The grapevine often transmits information


contradictory to formally transmitted information. For example, rumors spread through the grapevine that lays offs are imminent inspite of formal statements to the country. In grapevine above characteristics are present, for this grapevine can be identified.

CAUSES OF GRAPEVINE TO BE ACTIVE:


It is said that the grapevine is more a product of a situation than it is a person. Some of the situations that make people active in the grapevine are listed below: Excitement and Insecurity: People tend to be more active on the grapevine when they feel insecure about their job and become excited. Involvement of Friends & Associates: The grapevines are active when the friends and work associates are involved in the system. Employees are interested to know the full story of promotion or firing of any of their colleagues as soon as possible. If they are not informed of this real information, they draw the conclusions according to their own perceptions. Recent Information: Another cause of grapevine to active is the current information. The grapevine largely spreads the recent news rather than the state information. Personality: Personality also affects the grapevine. Some people become active on the grapevine because of their nature. They simply like to talk much, or they are more interested to talk because of their special communication abilities. For this reason main information is changed and follow from one to another. Conversation opportunity: Employees are likely to be active on the grapevine in the organization, if their work environment allows them a scope of conversation.

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