Chapter 25: Analytical Reports
Chapter 25: Analytical Reports
A formal analytical report will lead to a recommendation of some sort. When the topic is complicated or lengthy, the formal report replaces the memo. However, an analysis requires critical thinking skills in which the writer separates a whole into its parts, and it is essential to be able to perform this in a workplace problem solving situation. Since it is assumed that you have experience and expertise in your chosen field, it is natural that you will be required to do analysis of a problem situation on a regular basis. You may, for example, be asked to analyze why the office computers are experiencing "lag". Your analysis of the situation will require critical thinking and research so that you may come to a logical conclusion, and furthermore, be able to suggest a recommended course of action/resolution.
These problem solving situations at a place of business involve several different types. The first is a Causal Analysis, or "Why does x happen?" Two different angles of analysis may be followed in this situation. First, if you have a cause (A), you can reasonably predict an effect (B). This is helpful in situations where you are creating or managing a given A, and you need to know what the effects (B) will be. The other method of analysis is to work backward from effect (B) to determining the cause (A). This type of analysis is used frequently in the medical and engineering fields where a B is present, and the A must be determined. In fact, all too frequently, no one is concerned about what A causes until B manifests itself, and usually in a negative fashion. It is important for the writer to bear in mind that the cause should be the proximate, or nearest, cause, not some remote, far-fetched one. The cause should be a sufficient one in that the cause ALONE can cause the effect. For example, heart attacks can kill. The writer should be aware that there are two other types of causes. The first is a necessary cause which must be present for an effect to occur, but by itself, cannot produce the effect by itself. For example, quality study may help a student do well on a test, but that alone will not guarantee an A grade. Other factors must be present such as attention to details during class discussion, learning strategies that are, or are not, used, and overall understanding of the material. The second type is a contributory cause. A contributory cause is one that may produce an effect, but cannot produce the effect by itself. For example, good training may help a fighter win, but that isn't enough as he also has to have better reflexes, more skill and more strength than any of his opponents. By understanding these other types of causes, the writer will be better able to analyze if one single cause is involved or many.
Comparative Analysis involves asking the question is x or y better? This is designed to rate competing items on the basis of specific criteria. Once the necessary criteria are determined, an analysis between one or more items can take place. For example, if the office needs computers with more memory and speed, then an analysis can be performed based on those two criteria, a recommended course of action can logically be offered.
The Feasibility Analysis explores specifically if the situation/course of action/item is a good idea. It is designed to analyze and assess where the practicality of a plan or idea is a sound one; it weighs the positives and negatives to determine the pros and cons of a specific course of action. Using the intended purchase of office computers as our example will have the writer questions and pros and cons of purchase based again on logical criteria, i.e. costs, implementation, etc.
All of these methods for conducting an analytical proposal are dependent on the reader utilizing the information. In order for that to occur, the document must be constructed using basic elements for success. First, the problem, or goal, must be clearly identified immediately in the thesis/introduction of the report. Then, adequate, and accurate, relevant and reputable data must be given for supportive information. This data must then be fully interpreted as to what it indicates by the numbers, etc. examined. This report should be written in an objective fashion whereby personal opinion and bias are not included. Appropriate visuals should be used to explain complicated or multiple points, so that the reader can visualize concretely the information presented. Each analytical report should end with a valid conclusion and specific recommendation based on the facts and data presented and analyzed.
Summary of Key Points 
Last Updated: August 2001
Patricia A. Hutchins
http://www.delta.edu/pahutchi/113unit10.html
