University of Calgary Assignment Tracker

Business Report

1. Step 1: Read your assignment outline
   Percent time spent on this step: 5%

   Instructions:

   The assignment sheet or marking schema is the most valuable resource for your report. Don’t quickly skim through it and write the assignment that you think it should be. For tips on getting the most from your assignment sheet, you may want to use Reading Your Assignment Sheet.
2. Step 2: Select a focus
   Percent time spent on this step: 5%

   Instructions:

   Some instructors give students a focused topic for their reports. Others allow students to pick something that is relevant to the course. When given free range on a report, the first topic that comes to mind isn’t always the best. Try working through various brainstorming activities. Some suggestions are available in Developing Ideas.          
3. Step 3: Develop a research plan
   Percent time spent on this step: 10%

   Instructions:

   Background research gives you a foundation for your research topic. Take a look at the BUSN research guides - the SGMA 217 guide is a good place to start.

   Try starting your search on the Business Library homepage. You can use the big search box on the homepage or you can search in business databases.  Keep in mind that you may not find the right resources on the first try. You may need to revise your search a few times before you find the right set of keywords to describe your topic.     
4. Step 4: Outline sections of report
   Percent time spent on this step: 10%

   Instructions:

   It can be difficult to figure out an outline for your project. Before you jump into report writing, it is a good idea to reflect of what you know and how these pieces fit together.  For tips, check out Figuring Out an Outline. Often the assignment outline offers key sections for business reports. Typically a business report may include a Letter of Transmittal, Title page, Executive Summary, Table of Contents, List of Tables or Figures, Introduction, Method, Body, Conclusion, Recommendations, References, and Appendices. For more information on report writing, please review Report Writing Guidelines & Checklist for Revising.

          
5. Step 5: Draft sections of the report, starting with most familiar
   Percent time spent on this step: 30%

   Instructions:

   Start by writing the material and points with which you are most comfortable. Leave the introduction and conclusion till the end. Start by focusing on your strengths.  Remember to stay motivated through this part of the process. Consider the strategies in Staying Motivated to concentrate on the task.        
6. Step 6: Construct bibliography or works cited list
   Percent time spent on this step: 5%

   Instructions:

   Many students don’t think about their citations till they are getting to the end of the writing process.  By the time you are done your report, you may not have a great eye for detail. You may feel like you just want to be finished. Draft your citations when you feel like procrastinating.  Chances are you’ll be much more attentive.        
7. Step 7: Draft introduction, conclusion, and recommendations
   Percent time spent on this step: 10%

   Instructions:

   Don’t rush through these crucial parts of your report.  Think like a reader; what do they need to understand the document’s organization.  Introductions can include objectives of the study, scope, background, and review of research (literature review). In the conclusion, you want to make sure that you have explained the significance of your report. It should demonstrate that the objectives have been met. Don’t include unnecessary information. In the recommendation section, you should outline actions that should be taken considering the report’s conclusion.  Note that while it’s conventional to include separate conclusions and recommendations sections, not all reports include recommendations, so be sure to check with your instructor.        
8. Step 8: Draft executive summary
   Percent time spent on this step: 5%

   Instructions:

   While this may be the shortest part of the document, it is the most important.   An executive summary could stand on its own and would make sense to a managerial, public, or non-technical audience. Typically it is one page and under 500 words, but check with your instructor.  It should briefly explain the focus, context, and research method for the report. While all key information is presented, emphasis is on problems, conclusions and recommendations. Don’t include any ideas not within the report.
9. Step 9: Format visual material
   Percent time spent on this step: 5%

   Instructions:

   When using visual material in a business report, you will want to make sure that the material is best presented visually. Ask yourself if your reader will be able to understand the content presented in the visual material. Consider the following factors:

   • Numbered in separate series (e.g., Table 1, Table 2, Figure 1, Table 3, and Figure 2).
   • Informatively titled (e.g., Table 1: Annual precipitation in Calgary, 1980 - 1990).
   • Properly formatted, with the title for tables above and for figures below.
   • Accompanied by legends or footnotes to explain abbreviations or provide information necessary to interpret the information presented.
   • Referred to and discussed in the body of the report.
   • Accompanied by a source citation, if the information was borrowed or adapted.       
10. Step 10: Revise structure and organization of report
    Percent time spent on this step: 5%

    Instructions:

    When looking at your report, you will want to make sure that you have been consistent throughout the document.

    • Do you present, interpret, and discuss your findings in a series of sections with informative headings and subheadings? 
    • Do you present findings clearly and coherently, with a brief introduction to each section?
    • Is all information taken from sources properly cited?
    • Is your information in the most logical order for your reader?         
11. Step 11: Go through assignment checklist
    Percent time spent on this step: 10%

    Instructions:

    Read through your report, while looking for your most common errors. Start with the errors that require the most rewriting (run-on sentences) and work towards smaller typos (subject-verb agreement). Printing your report and reading it aloud to yourself will help you become a more effective editor.  As a starting point, you may want to review Planning for Revision.
    Some common errors in report writing  include the following:

    • Sensitivity to the audience (e.g., by including definitions and avoiding jargon for general readers and by using gender-neutral terms and pronouns).
    • Straightforward,  concise, and natural wording (e.g., "use" rather than "utilize", "now" rather than "at this point in time," and "We" rather than "The writers").
    • Precise wording (e.g., avoiding general terms like "a large increase").
    • Grammatical parallelism in lists and headings (e.g., We propose to identify the factors contributing to the problem, to evaluate their impact, and to recommend solutions”).
    • Appropriate use of verb tense (e.g., the past tense to describe work completed and the present tense for conclusions and general statements).
    • A coherent flow, linking new information to known or previously given information.
      
    • Correct grammar, punctuation, and spelling? (Hint: keeping generalizations in the plural, e.g., writing “users” rather than “the user,” may eliminate some problems.)