lesson-6-business-report

VI.Writingtask4月3日上午9:00,福建麦克投资有限公司在公司会议室召开部门经理周例会,会议由总经理主持，会议记录:Lily.MinutesofaWeeklyMeetingofSectionHeadsTime:April3,2005,9:00a.m.Place:TheMeeting/ConferenceRoomParticipants/Present:GeneralManager,AllthesectionheadsChairman/Presiding:GeneralManager会上，总经理对上周的工作作了总结。Atfirst,generalmanagersummarizedtheworkoflastweek.各部门经理发言：Reportofeachsectionhead:人力资源部经理：人力资源部将于本周安排对市场部员工进行客户服务的培训。Thehumanresourcesdepartment:Thehumanresourcesdepartmentwouldarrangecustomerservicetrainingtotheemployeesofthemarketingdepartment.财务部经理：财务部经理汇报了上月收支状况：收入100万元，支出30万元.Thefinancialdepartment:Thefinancialmanagerreportedreceiptsof￥1000,000,expendituresof￥500，000lastmonth.市场部经理：商品交易会将于4月10日在广州举行，希望各部门支持。Themarketingdepartment:ThetradefairwouldopenonApril10inGuangzhou.Hewishedthatallthedepartmentswouldsupportit.会议于10：00结束。Themeetingadjournedat10:00a.m.Minuteskeeper/Preparedby:LilyL/O/G/OBusinessReportsBusinessReports•I.Introduction•II.Typesandpurposes•III.FormatandContent•IV.Language&ToneI.IntroductionBusinessreportisanorderly,objectivemessageusedtoconveyinformationtoassistindecision-makingorproblemsolving.•Areportisaformal,structuredpieceofwritingthatusuallypresentsfindingsofsomeresearch,anenquiryoraninformationgatheringprocess.•Inareport,situationsareanalyzed,conclusionsdrawn,alternativesconsidered&recommenda-tionmade.II.TypesandpurposesP93Twopurposesofreport:①toprovideinformation②toanalyzethecollecteddata&tosupplyconclusion&recommendationTwotypes①informationalreportseg:tripreports,situationalreports,investigativereports.(presentdatawithoutanalysisorrecommendations.)②analyticreportseg:feasibilityreports,recommendationreports(providedata,analysisconclusion&putforwardaplan,idea,orsuggestion)III.FormatandcontentInformalreportP941.Informalreportsareoftenproducedasaccountsofdailybusinessmatters,oranythingrequiringquickdecisions.2.Informalreportsareusedforinternaluse,particularlywithindepartments&fordealingroutineissues.3.Informalreportsareshortwithsimplifiedlayout.4.Informalreportsareeitherinmemoformat(differencebetweenmemosandbusinessreportP96)orletterformat,containingonlyessentialelementsMemoReportFormat•To:From:•Date:Subject:•Introduction•Findings•RecommendationsFormalReport•1.Canbeshortorlong,informationaloranalytic,directorindirect.•2.Usuallyuseformallanguage&complexformatComponentsofformalreports•Formalbusinessreports,despitetheirtypes,canbedividedintothreeparts:–thepreliminarypart–thebodyofthereport–thesupplementarypart1.Thepreliminarypart•Itismadeupof:–Letteroftransmittal(acoveringletter,whichservestotransmitthereportfromthewritertothereaderP94)–Titlepage2.BodyofthereportP96•Introduction/TermsofReference•statinginvestigationprocedures•Discussion/presentingfindings•DrawingtentativeconclusionIntroduction•Introduction-Formalreportsbeginwithanintroductionthatsetsthesceneandannouncesthesubject.Inintroductionyoumayinclude:•Background.Describeeventsleadinguptotheproblemorneed.•Problemorpurpose.Explainthereporttopicandspecifytheproblemorneedthatmotivatesthereport.P89SampleTermsofreferenceThetermsofreferenceshouldclearlysetouttheobjectiveofthereport,thesubjectareatobecoveredandanyspecialareasorparticularproblemswhichshouldbeaddressed.Task1Hereisanintroductionadapted.Howdoyouthinkofit?“Thereportsummarizesthecollection-seriesresearch.YougaveusinstructiononFebruary15&sincethenewhavebeenengagedinthatjob.Ithasnotbeeneasybutwehavemanagedtodoit.NowyoucouldseefromthisreportthatourlastreportsenttoyouonApril5wasverycorrect.”Referencefortask1•1.Thisversionisnotconcentratedsoitishardforreadertofindoutthepointsofthereport---whyitiswritten&whatinformationispresented.•2.Torevise,wejusthavetokickouttheelementsthatresultinmix-uporthatdistractthereader.•Suggestedversion:•Thisreportsummarizesthecollection-seriesresearchyouauthorizedonFebruary15.ItconfirmsthefindingreportedinthepreliminaryreportsenttoyouonApril5.Task2:Writethetermsofreferenceforyourreportbasedonthefollowingexcerptsoftelephonemessages.1.“John,canyougetthatreadyformebynextThursday?IwantyoutocomeupwithanoverviewoftheHumanresourcesdepartment;youknow,structureandorganization-----yougettheidea…”ThepurposeofthereportistogiveanoverviewofthestructureandorganizationoftheHumanresourcesdepartment.2.“Jane,don’tforgettheweeklysalesreportisdueonFriday---Usualsortofthing---productprogressupdate,surveyofweek’seventsinthemarket.LookforwardtoseeingitonmydeskonFridaythen.”2.Theobjective/purposeofthissalesreportistopresentanupdateofproductprogress,andasurveyoftheweek’seventsinthemarket.Procedure•Theprocedureprovidestheexactstepstakenandmethodsusedforthereport.Discussion/findings•Thisisthecentralandlargestpartofthereport.•Thefindingspointoutdiscoveriesmadeduringthecourseofthereportinvestigation.Itdiscusses,analyzes,interprets,andevaluatestheresearchfindingsorsolutiontotheinitialproblem.Thisiswhereyoushowtheevidencethatjustifiesyourconclusions.P89SampleTask3•Hereisareportonmarketshareofmilks.Theintroduction&illustrationhasbeenmade.Trytodrawadiscussion/findings.•“ThemarketresearchwasmadeinlastJune,&itwasfocusedonthety