COMMUNICATION

REPORT
 It is kind of a structured document or it is
account of something or an answer to a
question or a solution.
 Reporting is the life blood of an organization
because without reporting the organizations
will not have the legal existence.
 It is a kind of a communication which
basically gives a flow of ideas, thoughts and
the work procedures to the people.
 ORAL REPORT

An oral report is a piece of fact-to-face

communication about something seen or
observed.
Though it saves the reporter’s time, it is more
time-consuming for the receiver as he has to
listen to every word of the report.
 WRITTEN REPORT
 Relatively more accurate and permanent.
 Can be referred to again and again.

Two types:
Formal report
Informal report
Different organizations have different ways of classifying them.
some classify them according to their source or frequency of
appearance, others by their length or degree of formality or
physical form.
 Typical Business Reports
(Chapter # 13)

Yardstick
Feasibility
Inspection

Periodic, Audit
Annual

Analytical
Situational

sales

Progress

5
Informational Report
 Contains only the data collected or the facts
observed in an organized form.
 Presents the situation as it is and not as it
should be.
 Does not contain any conclusions or
recommendations.
 Useful because it presents relevant data put
together in a form in which it is required by
the management to take decisions.
 Interpretive Report
 Contains facts but it also includes an
evaluation or interpretation or analysis
of data and the reporter’s conclusions.
 May have recommendations for actions.
An interpretive report which consists
principally of recommendations is also
called a recommendation or
recommendatory report.
 Routine Report
 Written usually for recording routine matters
at regular intervals, e.g. confidential reports
on employees, periodic reports on the
progress of projects, reports on inspection of
equipment.
 Routine reports are further divided into many
types.
They are as follows:
Progress reports,
Inspection reports,
Inventory reports.
 Progress Report
 The frequency of progress reports depends
upon the practice followed in an organization.
 May be written and circulated at the end of
each phase or a specified period of time or
completion of a stage of work. If they are
prepared at regular intervals, they are called
as periodic reports.
 Contain the following information:

Date, Total work to be completed, Work

completed to date, work to be completed.
 Inventory Report
 It is customary for every organization to take
stock of equipment, furniture, stationery, etc.
at regular intervals. The person who checks
the stock fills in his findings in a prescribed
form.
e.g. White paper-10 reams
Letterheads-500
Typing paper-4 reams
Carbon paper-2 boxes
Pencils: Black-3 dozens
Red-2 dozens.
 Periodic Report

It helps the Management to make their

policies, procedures, operation, products
according to the consumer requirement
and by this report management can
decide how to develop their organization
for more mutual benefits.
 Situational Reports

Reports that are targeted to nonrecurring

situations .i.e. unlike periodic reports, situations
that don’t have a definite pattern of occurrence.
e.g.

– Trip Convention & Conference reports

– Progress reports

12
Investigative Reports

Investigative reports are generally

assigned reports which focus on
examining a situation or problem. e.g.

– Report on doing business with an Australian

company.

13
Compliance Reports

 Compliance Reports present data in compliance

with local, state and federal laws.
 Government regulating agencies require
organizations to submit reports verifying compliance
with laws
 Usually answer the questions to how much profit,
the organization earned and the taxes owed.

14
Typical Business Analytical Reports

15
Justification/Recommendation Report
Purpose
• Make recommendations to management
• Provide data to solve problems and
make decisions.
Examples
• Buying equipment
• Changing a procedure
• Hiring an employee

16
 Feasibility Report
Purpose
• Analyze problems and predict whether
alternatives will be practical or advisable
• Help in decision making (among
alternatives)
Examples
• Should we move to another part of the
country?
• Should we rent, lease or buy?
• What is the best location for our
company?
17
Research Report
 CV

A Latin expression which can be

loosely translated as the course of life.
The
TheObjective Get You
ObjectiveofofaaResume
Resume An
is to….
is to…. Interview!
Types of CV

 Chronological
 Skills
 Mix of the two

Department of Student Services 21

Chronological CV

 Traditional approach
 Can be useful if you have work
experience directly related to the
job/sector you’re applying for
 Skills should be referred to in various
sections of the CV

Department of Student Services 22

Skills based
 Includes a separate skills section
 Focuses on the skills and attributes you
have which are relevant to the job
 Useful if you have limited or unrelated
work experience
 Can be more dynamic and interesting
to read than a chronological CV

23
 Mix of the two

 Choose the best and most relevant

elements of chronological and skills-
based CVs
 Includes a separate but shorter skills
section than in pure “skills” CV
 Allows space to include some
commentary within the work experience
section
 How to Write a Curriculum Vitae

Do your SWOT analysis

• What are your Strong Points

• What are your Weak points
• What are the available Opportunities
• What do you perceive as Threats
 How to Write a Curriculum Vitae
Decide for whom you are writing
the C.V.

Find out more about the

company/ organisation
Possible contents of a CV

 Personal details
 Personal profile/career objective or ......
 Other headings… summary,
achievements…
 Education and qualifications
 Work experience
 Skills profile
 Interests/extra curricular activities
 References
 Personal Details
 Name
 Address – use only one correspondence address if
possible
 Telephone number
 Email –using an appropriate address
 Nationality – no obligation to include this but may be
useful to clarify work permit status
 Date of birth – not needed
 Gender – not needed
 Photographs – not normally included on CVs in the UK
Personal profile
 Optional
 Might also be called “career objective” or “summary”
 Purpose is to highlight key points that you want an
employer to know about you (e.g. skills, experience,
career objective)
 Less is more. 1 – 3 sentences, maximum of 4 lines
 Strong, positive language
 Avoid a list of superlatives
Education
 Should be in reverse chronological order i.e.
most recent first
- degree level study
- pre-university education

30
Education

Things to consider:
 Relevance – no need to include a
comprehensive list of every topic
studied
 Give grades if they are good ones!

 The older the qualification, the less

detail you give.

31
 Work Experience
 Include full time, part time and voluntary
work and work placements
 Generally list in reverse chronological
order (most recent first)…
 …. or, group into “related” and “other”
work experience
 Show dates you were there and your job
title
 Show the employer/organisation
Department of Student Services name, 32
Work Experience

 Avoid giving a list of mundane duties

e.g. tidying shop floor, photocopying.
Focus on the skills you used and your
achievements
 Use positive language
 If you have had several similar jobs, you
can group these together to avoid
repetition of duties
 Consider using bullet points rather than33
Department of Student Services
Skills profile
 Skills-based and combination CVs will
have separate skills sections
 Chronological CVs need to include
references to skills throughout the CV i.e.
in all or some of the education, work
experience, interests sections
 Include skills which are relevant and of
interest to the job/employer/sector
 Always provide evidence for skills
 Make links between your skills
Department of Student Services
and the job 34
– show how you are a good match with
Identifying relevant skills

This can be determined through:

 The job description

 The person specification

 The job advert

 The organisation’s website

 Occupational research e.g. accountancy

 Sector research e.g. finance

Department of Student Services 35
Transferable skills sought by
employers
 Communication  Interpersonal
 Team work  Self awareness
 Leadership  Flexibility and
 Initiative adaptability
 Problem solving  Commitment and
 Numeracy motivation
Presenting a skill in a CV

 Good communication skills, both oral

and written, gained from delivering clear
presentations and producing well-
structured academic assignments whilst
at university.

 Whilst working as a retail sales

assistant, I demonstrated my ability to
listen effectively and
Department toServices
of Student give customers 37
Interests and Achievements

 Optional. Don’t include this section for

the sake of it. Think about what the
information adds to your CV – what are
you trying to get across?; how will it
help to persuade an employer to
interview me?
 Avoid using the heading “hobbies”
 Avoid a simple list
 Only include things which you are
happy to be questioned about in an
interview Department of Student Services 38
 Interests and Achievements

Committee Member of the University

Computing Society
With other committee members, I
organised a fundraising event and three
careers evenings with presentations from
alumni and employers.

Department of Student Services 39

References

 Often used only in the final stages of

selection
 Provide the contact details of your
referees ( name, address, job title,
telephone no. and email address) rather
than a “standard” reference letter
 It is usual to provide two referees – one
academic and the other preferably work
related
 Out of courtesy, always check with
Department of Student Services 40
How to Write a Curriculum Vitae

REFERENCES (Tell them

that you are giving their names
as referees)
1.
2.
(With phone No. and e-mail address)