Business Communication Today Fourteenth Edition Chapter 14 Planning

Learning Objectives 14. 1 Adapt the three-step writing process to reports and proposals. 14. 2 List the options for organizing informational reports, and identify the key parts of a business plan. 14. 3 Discuss three major ways to organize analytical reports. 14. 4 Explain how to choose an organizational strategy when writing a proposal. Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Applying the Three-Step Writing Process to Reports and Proposals • LO 14. 1 Adapt the three-step writing process to reports and proposals. Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Types of Reports Informational Reports Analytical Reports Proposals Data Information Special Category Facts Analysis Information Feedback Recommendations Persuasive Communication Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Defining Your Purpose • Informational Reports – Address a Predetermined Need – Meet Specific Audience Expectations • Analytical Reports – Written in Response to Perceived Problem or Opportunity – Clear Statement of Purpose Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Preparing Your Work Plan • Essential Elements – Statement of Problem or Opportunity – Statement of Purpose and Scope of Investigation • Additional Elements – Discussion of Tasks to Accomplish – Descriptions of Results – Review of Project Assignments – Plans for Following Up – Working Outline Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Gathering Information • Planning Your Research – Prioritize Information – Focus on the Most Important Question – Adapt Existing Information Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Selecting the Best Media and Channels • Observe Media Requirements • Consider How Audience Wants to Provide Feedback • Does the Document Need to be Searchable or Editable? • Observe the Message the Media Selection is Sending Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Organizing Your Information Direct Approach Indirect Approach Business Reports Shorter Messages Lead with Key Findings Can Work in Combination with Direct Approach More Forceful Report Intersperse Conclusions Throughout Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Planning Informational Reports • LO 14. 2 List the options for organizing informational reports, and identify the key parts of a business plan. Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Categories for Informational Reports • Monitor and Control Operations • Implement Policies and Procedures • Demonstrate Compliance • Document Progress Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Organizational Strategies for Informational Reports • Comparison • Importance • Sequence • Spatial Orientation • Chronology • Geography • Category Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Creating Successful Business Plans • Mission, Structure, Objectives and Operations – Before the Company is Launched – When Company is Seeking Funding – After Company is Up and Running Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

A Typical Business Plan (1 of 2) • Summary • Mission and Objectives • Company and Industry • Products or Services • Market and Competition • Management • Marketing Strategy Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

A Typical Business Plan (2 of 2) • Summary • Mission and Objectives • Company and Industry • Products or Services • Market and Competition • Management • Marketing Strategy Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Planning Analytical Reports • LO 14. 3 Discuss three major ways to organize analytical

Types of Analytical Reports • Three Basic Categories – Reports to Assess Opportunities – Reports to Solve Problems – Reports to Support Decisions Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Challenges of Writing Analytical Reports • Analyzing a Problem or Opportunity • Presenting in a Credible Manner • Convince Others to Make Decisions Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Defining the Scope of Your Analytical Report • What Needs to Be Determined? • Why Is This Issue Important? • Who Is Involved in the Situation? • Where is the Trouble Located? • How Did the Situation Originate? • When Did it Start? Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Tackling Complex Problems • Problem Factoring – Divide into Series of Questions – Are You Advocating One Thought? – Are You Objectively Exploring All Available Options? Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Organizational Strategies for Analytical Reports • Three Common Approaches – Focusing on Conclusions – Focusing on Recommendations – Focusing on Logical Arguments Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Focusing on Conclusions Advantages Disadvantages Direct Approach Ignores Questions Presents Main Idea Potential for Oversimplification Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Focusing on Recommendations • Five Steps – Establish or verify the need for action in the introduction by briefly describing the problem or opportunity – Introduce the benefit that can be achieved, without providing any details – List the steps (recommendations) required to achieve the benefit, using action verbs for emphasis – Explain each step more fully, giving details on procedures, costs, and benefits – Summarize your recommendations Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Focusing on Logical Arguments • Three Indirect Approach – The 2 + 2 =

Planning Proposals • LO 14. 4 Explain how to choose an organizational strategy when

Types of Proposals (1 of 2) Internal External Request Decisions from Within the Request Decisions from Outside Organization the Organization Purchase Decisions or New Research Projects Grant Proposals or Sales Proposals Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Types of Proposals (2 of 2) Solicited Unsolicited Expected Unexpected Specific Instructions More Flexibility Audience Aware of the Problem Being Addressed Audience Unaware of the Problem Being Addressed Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.

Organizational Strategies for Proposals • Solicited Proposal – Direct Approach – Receptive Audience – Focus on Recommendations • Unsolicited Proposal – Indirect Approach – Skeptical Audience – Establish Credibility – Convince Audience that Problem Exists Copyright © 2018, 2015, 2012 Pearson Education, Inc. All Rights Reserved.