The purpose of this report is to provide guidance on how to write reports. When writing a report, particular attention should be paid to the needs of the reader and the purpose: for whom and for what the report is intended.
Reports can be a tiresome chore for the writer, and often therefore also for the reader, or they can be an opportunity, in much the same way as many writers advocate that management ‘problems%rsquo; should be seen as opportunities. A report is an opportunity for the writer to communicate, not just to put words on paper, and for the reader to become better informed, rather than merely reading the words.
Three kinds of report are of interest:
The purpose of the work involved in preparing an assignment answer is to extend your study of course material, and to get good marks and useful feedback from your tutor. This requires a report which displays to your tutor the knowledge you have gained from a course and, if appropriate, the ability to apply it. The purposes of the report are defined by what is of value to the writer (marks, extension of knowledge, feedback) and to the person who set the assignment. This latter will normally be indicated in the topic and its wording.
The purpose of a dissertation is to carry out an investigation of a managerial issue. Preferably, this will be a problem-solving exercise for a client, but it need not be. The report needs careful consideration because different audiences have different needs, and they may not be compatible.
For the academic assessor, the purpose of the report is similar to that of an assignment. The difference, however, is that the writer defines the topic and purpose of the investigation. Hence the reader%rsquo;s understanding of the topic, the issues, and the purpose of the investigation cannot be assumed. Fundamentally, however, the purpose of the report remains the same: to display knowledge and ability to apply it, in order for the writer to gain marks.
For the client, the purpose of the report is completely different. It is to provide solutions to problems (or means of taking advantage of opportunities!), or to suggest areas for development or further investigation. As with an organisation report, the purpose is to provide a benefit for the client.
The prime purpose of a report in an organisation is to serve the needs of the recipient. Meeting these needs may result in direct benefit to the writer, if the topic is one in which she or he has a direct client interest, such as a report intended to persuade someone else to provide funds for some purpose. However, in general, whilst preparing the report will help to clarify the issue being tackled, the benefit to the writer comes mainly indirectly, if the report is found to be valuable to its users.