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AM Last Chapter Notes

The document outlines the objects, methods, requisites, kinds, and principles of effective reporting. Reports serve various purposes including communication, record-keeping, legal compliance, public relations, performance measurement, and control. Effective reporting requires good form and content, simplicity, promptness, relevancy, accuracy, and cost consideration, among other factors.

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7 views3 pages

AM Last Chapter Notes

The document outlines the objects, methods, requisites, kinds, and principles of effective reporting. Reports serve various purposes including communication, record-keeping, legal compliance, public relations, performance measurement, and control. Effective reporting requires good form and content, simplicity, promptness, relevancy, accuracy, and cost consideration, among other factors.

Uploaded by

archinayak1210
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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Objects and purposes of reports:

1. Communication: Reports help share important information between


individuals or groups, ensuring everyone is informed and on the same page.
2. Record: Reports serve as a written record of activities, events, or
decisions, preserving information for future reference.
3. Legal Requirements: Some reports are mandatory to comply with
laws or regulations, ensuring the organization operates within legal frameworks.
4. Public Relations: Reports can help build and maintain a positive
image of the organization by sharing achievements and updates with
stakeholders and the public.
5. Performance Measurement: Reports evaluate progress and
performance by analyzing data and outcomes, helping track success or identify
areas for improvement.
6. Control: Reports help monitor and control processes by identifying
issues, allowing for corrective actions and maintaining standards.

Methods of reporting:
1. Written Reporting: Information is presented in a structured, written format,
such as reports, memos, or documents. It is useful for detailed analysis and
record-keeping.
2. Graphic Reporting: Data and information are represented visually
using charts, graphs, diagrams, or infographics, making complex information
easier to understand.
3. Oral Reporting: Information is communicated verbally through
presentations, meetings, or briefings. It allows for immediate feedback and
clarification.

Requisites of a good report:


1. Good Form and Content: The report should be well-organized, clearly
structured, and include relevant information presented logically.
2. Simplicity: The language and presentation should be straightforward
and easy to understand, avoiding unnecessary complexity.
3. Promptness: Reports should be prepared and delivered on time to
ensure that the information is current and useful.
4. Relevancy: The content should directly address the purpose of the
report, focusing on important and necessary information.
5. Consistency: The report should follow a consistent format, style, and
method of presentation, making it easy to compare over time.
6. Accuracy: Information and data presented must be precise, reliable,
and factually correct.
7. Control Ability: The report should aid in monitoring and controlling
processes or performance, helping in decision-making.
8. Cost Consideration: Preparing the report should be cost-effective,
balancing the benefits of the information against the cost of gathering and
presenting it.
9. Comparability: The report should allow for comparisons over
different periods or with other similar data, helping in analysis.
10. Frequency of the Reports: Reports should be generated regularly as
required, whether daily, weekly, monthly, or annually, to ensure continuous
monitoring.

Kinds of reports:
1. External and Internal Report:
• External Report: Prepared for stakeholders outside the organization,
such as shareholders, government agencies, or the public.
• Internal Report: Used within the organization for internal
communication, such as performance reviews or departmental updates.
2. Enterprise, Control, and Investigative Report:
• Enterprise Report: Covers overall business activities and
performance, giving a comprehensive view of the organization.
• Control Report: Focuses on monitoring and controlling specific
processes or operations within the organization.
• Investigative Report: Conducted to examine specific issues,
problems, or irregularities, often leading to recommendations or conclusions.
3. Routine and Special Report:
• Routine Report: Regularly prepared reports that follow a set
schedule, like daily sales reports or monthly performance reports.
• Special Report: Created for specific, one-time purposes, such as
investigating an unusual incident or analyzing a new opportunity.
4. Operating and Financial Report:
• Operating Report: Focuses on the operational aspects of the
organization, such as production, sales, or performance metrics.
• Financial Report: Deals with financial data, including profit and loss
statements, balance sheets, and cash flow analysis.
General principles of a good reporting
system:
1. Proper Flow of Information: Information should move smoothly from the
source to the intended recipients without delay or distortion, ensuring everyone
gets the necessary data.
2. Proper Timing: Reports should be delivered promptly, as outdated
information can reduce their usefulness and impact on decision-making.
3. Accurate Information: The data presented should be correct,
reliable, and verified to ensure that the report reflects the true situation.
4. Basis of Comparison: The report should include data that allows
comparison with past performance, industry standards, or expected outcomes to
evaluate progress.
5. Clarity and Simplicity: The language, format, and presentation
should be straightforward and easy to understand, avoiding ambiguity or
confusion.
6. Cost: The cost of preparing the report should be reasonable,
ensuring that the benefits of the information outweigh the expenses involved.
7. Evaluation of Responsibility: The report should clearly indicate who
is responsible for the data, actions, or results presented, promoting
accountability.

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