Page 247 - DENG401_Advance Communication Skills

Advanced Communication Skills

Notes (iii) Performance Appraisal Report: At regular intervals, Performance Appraisal
of the employees is done by the Personnel Department. This is done to assess
and evaluate the employees as per their performance. For this purpose,
Performance Appraisal report of each employee is made and sent to the
management for evaluation.
(iv) Periodical Report: A report prepared at regular time intervals is called a
periodical report. A monthly report, annual report, bi annual report, etc., fall
under this category.
(b) Special Reports: Special Reports are the reports which are not prepared on a routine
basis, but only in the event of special circumstances or exceptional happenings.
These may have to be made once in a while. Various special reports may be as
follows:
(i) Investigation Report: In case of an unusual happening, like sudden downfall
of sales or fall in production or any other event, investigation may have to be
carried out to find the reasons behind the event. Reports prepared after such
an investigation are called investigation reports.

(ii) Survey Report/Feasibility Report: A survey is sometimes carried out regarding
the present working or an organization, its sales, etc or the feasibility of any
new project to be undertaken by the organization. Survey/ Feasibility Reports
are prepared to record the findings.
(iii) First Information Report: This is commonly known as FIR. Mostly we
understand that FIRs are lodged in Police Station in case of any mishappening,
theft or loss. FIR may also be prepared for record of an organization. This is
prepared by the first witness to the event, to report to his Superiors.
(c) Informational Report: An informational report, as the name suggests, provides all
details and facts pertaining to the topic selected for study. It may be a problem
arising in an organization or any other subject of study as selected by the
management. For instance, it could be a report that attempts to trace the growth of
Company X in the automobile industry. In a report of this kind, the presentation of
all details that led to the growth of Company X should be listed in a chronological
order.
The sequential arrangement of issues or topics in an informational report could
observe any one of the following ways of presentation. It could be by:
(i) Chronology: On the basis of time of happening of events
(ii) Importance: On the basis of Priority of the issues

(iii) Sequence/procedure: On the basis of sequence of events in a process
(iv) Category: Any basis of categorisation
(v) Alphabetization : On the basis of Alphabets ( A to Z)
(vi) Familiarity: Arrangement from known to unknown issues.

In a report of this kind, the various sections are simple and self-explanatory .As the
presentation of information is the basic purpose of the report, details are worked
out in a systematic and coherent manner. The structural orientation in an
informational report should be clearly evident to the reader and its significance also
grasped.

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