A Term Paper on Preparing an Influential Business Report

Course Name:Business Communication

Course No:102

Submitted to
Mohammad Ariful Islam
Associate Professor
Department of Banking and Insurance,
Faculty of Business Studies,
University of Dhaka.

Submitted by,
1.Babul Uddin(Roll:40,Merit:675,Section:B)
2.Kazi shajid Hasan (Roll:77;Merit:753;Section:B)
3.Md Bayazid Islam(Roll:13;Merit:613;section:B)
Batch: 28th (BBA 1st Year)

Date of Submission: 19th February, 2023

 Letter of Transmittal

19th February, 2023

Mohammad Ariful Islam

Associate Professor,
Department of Banking and Insurance,
Faculty of Business Studies,
University of Dhaka.

Subject:Preparing an Influential Business Report.

Sir,
With due respect, we have successfully finished the term paper on Preparing an
Influential Business Report as per the requirements.

Although being in a learning curve, this term paper enabled us to gain insight of
how an influential and informative report influences their businesses in
Bangladesh in a competitive market.

We tried our best to make this term paper as informative as possible by including
all relevant materials and data. Finally, we request your kind excuse for the
mistakes that may take place in this term paper instead of our utmost effort.
Thanking you.

Sincerely,
Babul Uddin(Roll:40;Merit:675;section:B)
Kazi Shajid Hasan(Roll:77;Merit:753;Section:B)
Md Bayazid Islam(Roll:13;Merit:613;section:B)
 Abstract

This paper discusses Influential Business Report Writing. It looks

into the methods of preparing an effective and informative
business report writing by involving strategies and techniques.The
research was built on questionnaires and existing information on
the issue.

The paper presents a plan for action aimed to keep the topic
about preparing an influential business report.
 Table of Content
Title Page ………………………………………..………………………………1

Introduction………. ....................................................................................2

Determining the report problem and

purposes……………………….....................................................................3

Determining the factors of the

report...........................................................................................................4

Gathering the information

needed…………...........................................................................................5

Interpreting the findings…........................................................................6

Advice for avoiding human error……………………………………………. 7

Appropriate attitudes and practices………………………………………….8

Statistical tools for data analysis……………………………………………. 8

Writing the report ......................................................................................10

Conclusion ..................................................................................................11

Sources .......................................................................................................11
 Introduction

A business report is a written document that provides information, analysis, and

recommendations for a specific business purpose or decision-making scenario. The
main aim of a business report is to communicate information clearly and concisely to
stakeholders and decision-makers in order to support informed decision-making and
strategic planning. Business reports can cover a wide range of topics, including market
research, financial analysis, operational efficiency, and organizational performance.
They typically include an executive summary, an introduction, a body of analysis, and a
conclusion and recommendations section. The format and structure of a business report
may vary depending on the nature of the information being presented and the audience
it is intended for.

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 Determining the Report Problem and Purpose
In business, it's important to identify and solve problems in a timely and effective
manner to maintain productivity and profitability. To determine the problem in a business
report, you should consider the following steps:

1.Gather data: Collect data related to the issue at hand, including financial
reports, customer feedback, and employee performance evaluations. This
information will help you identify patterns and trends that may be contributing to
the problem.

2.Analyze the data: Look for correlations between the data you have collected
and the problem you are trying to solve. Use tools such as graphs and charts to
visualize the data and make it easier to understand.

3.Identify the root cause: Once you have analyzed the data, try to determine
the root cause of the problem. This is the underlying issue that is causing the
symptoms you are seeing.

4.Verify your findings: Talk to employees, customers, and other stakeholders to

verify your findings and gather additional information that may help you solve the
problem.

5.Develop a plan of action: Based on your findings, develop a plan of action

that addresses the root cause of the problem. This plan should include steps to
prevent the problem from recurring in the future.

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 Determining the Factors of the Report

A business report is a written document that provides information, analysis, and

recommendations to support decision-making. The factors that determine the content
and format of a business report can vary depending on the purpose, audience, and
context of the report. Some of the most common factors include:

1.Purpose: The purpose of the report determines the type of information it

should contain and how it should be presented. For example, a market research
report will focus on industry trends and competitor analysis, while a financial
report will focus on the financial performance of a business.

2.Audience: The target audience of the report will affect the tone, level of detail,
and style of the report. A report presented to senior management may need to be
concise and focused on key findings, while a report aimed at a broader audience
may need to be more detailed and accessible.

3.Context: The context of the report, including the industry, market, and current
events, will influence the type of data and analysis presented. A report on a new
market opportunity will focus on the potential for growth and profitability, while a
report on a declining market will focus on the challenges and risks involved.

4.Data and research: The availability and quality of data and research will
influence the content of the report. A report relying on secondary sources of
information will have different limitations and strengths compared to a report
based on primary research.

5.Objectives: The objectives of the report should guide the selection of

information and the presentation of recommendations. A report aimed at
informing decision-making should focus on presenting a clear and concise
summary of findings and recommendations.
6.Format and presentation: The format and presentation of the report can affect
its readability, effectiveness, and impact. The use of visual aids, such as charts
and graphs, can help to communicate complex information effectively, while a
well-designed report with clear headings and bullet points can make the
information easier to understand and recall.
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 Gathering the Information Needed
If you are making a business report, it is important to gather accurate and relevant
information to support your analysis and recommendations. Here are some steps you
can follow to gather information for your business report:

1.Define your objective: Before you start gathering information, it is important to

have a clear understanding of the purpose and scope of your report. This will
help you determine what information is necessary and relevant.

2.Identify sources of information: There are many sources of information that you
can use for your business report, including industry reports, government
statistics, market research studies, company financial statements, and data from
other relevant sources.

3.Conduct research: Once you have identified your sources, you can start
gathering information by conducting research. You can use online databases,
search engines, and other resources to find the information you need.

4.Analyze data: Once you have gathered all the necessary information, you will
need to analyze it to identify trends, patterns, and insights that can be used to
support your conclusions and recommendations.

5.Verify the accuracy of the information: It is important to verify the accuracy of

the information you have gathered by cross-checking it against multiple sources.
This will help ensure that your report is based on reliable data.

6.Organize your information: Once you have gathered and verified all the
information, it is important to organize it in a clear and logical manner. This will
make it easier for your audience to understand and follow your analysis and
recommendations.

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 Interpreting the Findings
Interpreting findings in a business report is an important step in understanding the
results of a study or analysis. Here are some steps to follow when interpreting findings:

1.Read the findings section carefully: Start by reading the findings section of the
report thoroughly and make sure you understand the results presented.

2.Look for patterns and trends: Look for patterns, trends, and relationships in the
data and make sure they are clearly presented in the report.

3.Consider the context: Consider the context in which the findings were
generated, including the methodology used, the data sources, and any limitations
or biases that may have influenced the results.

4.Verify the validity of the results: Verify the validity of the results by comparing
them to other relevant data sources or studies.

5.Identify key takeaways: Identify the key takeaways from the findings and
consider their implications for the business.

6.Evaluate the results: Evaluate the results in terms of their reliability, relevance,
and significance for the business.

7.Communicate the findings: Finally, communicate the findings in a clear and

concise manner, using charts, graphs, tables, and other visual aids as
appropriate, to help stakeholders understand and act on the results.

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 Advice for Avoiding Human Error

Advice for avoiding human error in case of preparing business report

Preparing a business report requires attention to detail and accuracy to ensure that the
information presented is reliable and useful. Here are some tips to avoid human error
when preparing a business report:

1.Plan and organize: Before you start working on the report, make a plan of the
information you need to include and organize it in a clear and structured way. This will
help you avoid missing important information or making mistakes in the presentation of
data.

2.Verify your sources: Make sure the information you are using is accurate and
up-to-date. Verify your sources and check for any discrepancies or errors.

3.Check your work: Review your report several times before submitting it to ensure that
there are no errors in spelling, grammar, or formatting. Have someone else proofread it
to catch any mistakes you may have missed.

4.Use templates: Use templates or formatting guidelines to help you maintain

consistency and avoid errors in formatting, such as margins, font sizes, and headings.

5.Be mindful of your assumptions: Avoid making assumptions or generalizations in your

report without sufficient evidence to support them. Stick to the facts and be transparent
about any limitations or uncertainties in the data.

6.Take breaks: Take frequent breaks during the report preparation process to avoid
fatigue and maintain focus. This will help you stay alert and reduce the risk of making
errors.

7.Double-check calculations: If your report involves calculations, double-check them to

ensure accuracy. Use calculators or spreadsheet software to avoid mistakes in
arithmetic.

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 Appropriate Attitudes and Practices
In addition to being alert to the most likely causes of error,you can improve your
interpretation of findings by adopting the following Attitudes and practices :

1.Maintain a judicial attitude:play the role of a judge as you interpret.Look at all sides of
every issue without emotion and prejudice.your primary objective is to form the most
reliable interpretations of the situation.

2.Consult with others:It is rare indeed when one mind is better than two or more.you can
usually profit by taking over your interpretations with others.

3.Test your interpretations:While the ultimate test of your interpretations validity will be
how well they hold up in their actual application to a company problem,you can perform
two tests to help you make inferences from your data.First is the test of experience and
the second is the negative test.

Statistical Tools for Data Analysis

Statistical tools for data analysis in case of preparing business report

There are several statistical tools that can be useful for data analysis when preparing a
business report. Some common ones include:

1.Descriptive statistics: This is the most basic statistical tool for summarizing and
describing the data. Descriptive statistics include measures like mean, median, mode,
standard deviation, and range. They can help you understand the central tendency,
variability, and distribution of the data.

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2.Inferential statistics: These are used to make inferences about a population based on
a sample of data. Inferential statistics include hypothesis testing and confidence
intervals. These tools can help you draw conclusions about the population based on the
sample data.

3.Regression analysis: This is a statistical technique used to explore the relationship

between two or more variables. Regression analysis can help you identify the strength
and direction of the relationship between variables and can be used to make predictions
about future outcomes.

4.Time series analysis: This is a statistical technique used to analyze data that varies
over time. Time series analysis can help you identify trends, patterns, and seasonal
effects in the data.

5.Cluster analysis: This is a statistical technique used to group similar data points
together. Cluster analysis can be useful for identifying customer segments, market
segments, or other groups of interest.

6.Factor analysis: This is a statistical technique used to identify underlying factors that
explain the variance in a set of data. Factor analysis can be useful for identifying the
most important variables in a data set and for reducing the dimensionality of the data.

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 Writing the Report
To write an influential business report, it's important to keep a few key things in mind:

1.Define the purpose of the report: Clearly state the purpose and objectives of
the report at the beginning. This will give your audience a clear understanding of
what they can expect to learn from the report.

2.Use clear and concise language: Avoid using technical jargon or complex
language that may confuse your audience. Instead, use simple, clear, and
concise language that everyone can understand.

3.Organize your information: The report should be well organized and easy to
follow. Use headings, bullet points, and tables to help break up the information
and make it easier to digest.

4.Include supporting data: Use data, charts, graphs, and other forms of visual
aids to support your findings and conclusions. This will make your report more
credible and persuasive.

4.Conclude with recommendations: Provide actionable recommendations based

on the findings of your report. This will give your audience a clear understanding
of what steps they should take to address the issues or challenges highlighted in
the report.

5.Proofread: Before submitting the report, carefully proofread it for any spelling or
grammatical errors. This will help ensure that the report is professional and
credible.

6.Use a professional format: Use a clear and professional format for your report,
such as a business report template. This will help ensure that the report looks
polished and professional.

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 Conclusion

In conclusion, the term paper has discussed preparing an influential business report.
Through extensive research and analysis, it has become evident that to prepare an
informative and influential business report one has to follow the steps discussed above.

Additionally, the paper has shed light on various aspects related to Business Report,
including Introduction, determining the report problem,Determining the factors of the
report,Gathering the informations,Interpreting the findings,Organizing the report
information and Writing report in an appropriate way. These insights provide a
comprehensive understanding of the topic and its implications.

Sources:
Courtneyk
Www.academia.edu
Www.studybay.com
Www.eassypro.com

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Preparing an Influential Business Report