商务英语写作3-3商务报告

BusinessReportsjInthismodule,youareexpectedModule3:BusinessReportsObjectivestolearnabouttheformatandcontentsofbusinessreports;towriteshortformalreportswithcorrectformatandsufficientinformation.BusinessReportsHumanResourcesDepartmentofZhejiangSunshineCashmereCo.,Ltd.isplanningtopracticeflextimesysteminthecompany.Mr.Jiang,theGeneralManager,askedQiuXiaoyuntocollectthestaff’sopinionsonthenewworkingtimesystemandwriteareporttohim.SupposeyouareMissQiu,howcouldyoucollecttheinformationandwhatwouldyouwriteinyourreport?TaskYourTry1BusinessReportsWhatarethemostcommontypesofbusinessreports?Listsomeexamples.Youaredividedintoseveralgroupsanddiscussthefollowingquestionswiththegroupmembers.Notes:Whatisabusinessreport?Couldyouexplainitinyourownwords?CommunicativeActivity2Whatarethemostlyusedtwostylesofbusinessreports?BusinessReports1Whatisabusinessreport?Couldyouexplainitinyourownwords?Abusinessreportplaysacrucialroleinbusinesspracticeasmostmajordecisiveactionsarebasedonbusinessreports.Ifreportsarewellwritten–datacollectedthoroughly,analysisdoneperceptively,commentmadecorrectly,solutioncanbeexpectedtodrawinawiseway.CommunicativeActivity2BusinessReports2Whatarethemostcommontypesofbusinessreports?Listsomeexamples.Businessreports’typesvaryastheymaybeappliedinawiderangeoffunctions.Generallyspeaking,businessreportscanbeofthesetypes:RoutineReport,InvestigationReportandFeasibilityReport.CommunicativeActivity2BusinessReports3Whatarethemostlyusedtwostylesofbusinessreports?Theyareinformalreportsandshortformalreports.InformalreportsmaybethoughtasareportletterasitisintheformofamemoorletterwiththeToline,Fromline,SubjectlineandDateline;shortformalreportsaremorecompletethaninformalreportsnotonlyintheformatbutalsointhecontentsandlanguage.CommunicativeActivity2BusinessReportsPossibilityofPracticingtheFlextimeWorkingSystemTermsofReferenceMr.Jianghasrequestedareportontheresearchaboutthepossibilityofpracticingtheflextimeworkingsystem.ThereportshouldbereadyforthenextBoardofDirector’smeeting.SampleAnalysisTitleTermsofReference/IntroductionBusinessReportsProcedures1.Allstaffswereinterviewedontheirneedsforvarioustimebands.Staffweretheninterviewedontheirpreferencesforvarioustimebands.2.Aquestionnairewasissuedtoallstaffaskingthemtostatewhichtimetheywanted.3.Theworkdonebythestaffswereobservedtoseeifitwasnecessaryforallstafftobepresentduring“coretime”,andtoascertainwhenpreciselythesecoretimeare.SampleAnalysisProcedures/Proceedings/MethodsBusinessReportsSampleAnalysisFindingsFindingsStaffNeeds1.Themajorfindingfrominterviewingstaffontheirneedsisthatthemostoftheworkingmothersneedtobefreefrom3:30intheafternoons.Thereasonsareasfollows:1)Collectionofyoungchildrenfromschool;2)Beingathomewhentheirchildrenarrivehomefromschool;3)Preparingmealsforthefamilybetweenthehoursof5and7pm.2.Staffwhohaverecentlymoved,orwhohavelivedfarawayfromthefirmforsometime,needextratimetoarrivepunctuallyinthemorning.FindingsBusinessReportsStaffPreference1.Approximately60%ofthestaffinterviewedprefertoarrivelaterinthemorning.Theperiodrangesfrom30minutesto3hourslater.2.Twenty-fivepercentofthestaffinterviewedprefertofinishworkearlierthanatpresent.Thisrangesfrom30minutesto1hour30minutes..SampleAnalysisFindingsBusinessReportsCoreTime1.Checkingonthevalidity,accuracyandurgencyofforms,documentsandapplicationssenttothefirmrequiresanefficientandstreamlinedoperation.Somemembersofstaffneedtobeonhandtoverify,cross-checkandrevisecommunicationreadyforsigninganddispatch.2.Thegreatestvolumeoftelephonedrequestsforinformationandadviceisbetweenthehoursof10:00amand3:00pm.3.Theleastbusyperiodisfrom3to5pm,whenbusinesscallsfallaway,andsomeworkisleftforthefollowingmorning.SampleAnalysisFindingsBusinessReportsConclusions1.Thereisaconflictbetweenthe23percentofstaffwhoneedtoarriveearlierintheday,andthe60percentwhoprefertoarrivelater.Mostofthepaperworkneedstobedoneearliertobefiled,signed,anddispatchedwhileseniorstaffareavailable,andalsotocatchtheearlierpostalcollections.2.The15percentofstaff–theworkingmothers–whoneedtoarriveearlierandleaveearlierwouldhelptoclearthebacklogofworkfromthepreviousday,buttheyneedtobehelpedbyextrastaff.3.Thereneedtobeheavydiscouragementofstaffwishingtoarrive2hoursandmorelaterthanatpresent.4.Weneedtotestthedegreeofcertaintyaboutlatearrivals.Somestaffareobviouslynotsureyetwhentheyprefertoarrive.SampleAnalysisConclusionsBusinessReportsRecommendations1.Thefollowingtimebandscanbeeffected:1)7:30to3:002)8:00to3:303)8:30to4:004)9:00to4:305)9:30to5:006)10:00to5:307)10:30to6:008)11:00to6:30SampleAnalysisRecommendationsBusinessReports2.Inthefirstthreetimebands,volunteerswouldbeaskedtobringthepercentageupfrom19percentto50percent.Failingthis,acompulsoryrotasystemshouldbeintroducedinconsultationwiththetradeunion.3.Allstaffmustbeinthepremisesbetween10:00amand3:00pm.Thisisthe“coretime”werecommend.4.Theneedsofworkingmothersshouldhavepriorityinearlyfinishing.5.Theneedsofthosewholivefarawayshouldhavepriorityinlatearrivaltimeband.byQiuXiaoyunBusinessAssistantSampleAnalysisRecommendationsSignatureBusinessRepo