Chapter 10 Proposals and Formal Reports Essentials of

Chapter 10 Proposals and Formal Reports Essentials of Business Communication 9 e Mary Ellen Guffey & Dana Loewy © 2013 Cengage Learning ● All Rights Reserved

Understanding Business Proposals Definition Proposal: a persuasive offer to solve problems, provide services, or sell equipment © 2013 Cengage Learning ● All Rights Reserved Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 2

Understanding Business Proposals Kinds © 2013 Cengage Learning ● All Rights Reserved Internal May take the form of justification/ recommendation reports External § Solicited: responding to RFP § Unsolicited: prospecting for business Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 3

Understanding Business Proposals Kinds © 2013 Cengage Learning ● All Rights Reserved Formal long, many parts Informal shorter, six main parts Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 4

Informal Proposals © 2013 Cengage Learning ● All Rights Reserved u Introduction v Background w Proposal x Staffing y Budget z Authorization request Informal proposals are usually presented in 2 - to 4 -page letters or memos and have six main parts. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 5

Informal Proposals: Six Parts © 2013 Cengage Learning ● All Rights Reserved Introduction: explains purpose, introduces author, and captures reader’s interest Background: identifies problems and goals of project Proposal: discusses plan and schedule for solving existing problem Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 6

Informal Proposals: Six Parts © 2013 Cengage Learning ● All Rights Reserved Staffing: describes credentials and expertise of project leaders Budget: indicates project costs Authorization: asks for approval to proceed Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 7

Formal Proposals Formal proposals include all the basic parts of informal proposals but may have additional parts. © 2013 Cengage Learning ● All Rights Reserved Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 8

Formal Proposals Possible additional parts: © 2013 Cengage Learning ● All Rights Reserved § § § § Copy of RFP Letter or memo of transmittal Abstract and/or executive summary Title page Table of contents List of figures Appendix Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 9

Parts of Formal and Informal Proposals Appendix Authorization Budget Staffing Schedule Background, problem, purpose Introduction List of figures Table of contents Title Page Abstract or summary Letter of transmittal Copy of RFP (optional) © 2013 Cengage Learning ● All Rights Reserved Generally appear in both formal and informal proposals: Optional in informal proposals: Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 10

Understanding Business Reports © 2013 Cengage Learning ● All Rights Reserved Definition Business Report § Product of thorough investigation and analysis § Presents vital information to decision makers in business, industry, government, and education Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 11

Understanding Business Report Writing Process © 2013 Cengage Learning ● All Rights Reserved u Prepare to write. v Research secondary data. w Generate primary data. x Document data. y Organize, outline, and discuss data. z Illustrate data. Present final report. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 12

Preparing to Write § Define the purpose of the project. § Limit the scope of the report. © 2013 Cengage Learning ● All Rights Reserved • What constraints influence the range of your project? • How will you achieve your purpose? • How much time and space do you have? • How accessible is your data? • How thorough should your research be? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 13

Preparing to Write § Write a statement of purpose to describe the following: © 2013 Cengage Learning ● All Rights Reserved • Goal • Significance • Limitations § Use action verbs. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 14

Statement of Purpose © 2013 Cengage Learning ● All Rights Reserved The purpose of this report is to explore possible locations for expansion. The report will consider economic data, general costs, consumer demand, and local competition. This research is significant because for our company to survive, we must grow. This report won’t consider specific start-up costs or traffic patterns, which will require additional research. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 15

Primary v. Secondary Data © 2013 Cengage Learning ● All Rights Reserved Primary Data: come from firsthand experience and observation Secondary Data: come from reading what others have experienced or observed and written down Nearly every research project begins with investigating secondary data. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 16

Researching Secondary Data © 2013 Cengage Learning ● All Rights Reserved Print Resources Electronic Databases § Books § Periodicals § Bibliographic indexes such as Reader’s Guide Collections of information accessible by computer and digital searchable Examples: ABI/Inform Factiva Lexis. Nexis EBSCO Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 17

Researching Secondary Data The Web © 2013 Cengage Learning ● All Rights Reserved § § § § § Product/service information Public relations materials Mission statements Staff directories Press releases Company news Article reprints Stock and financial data Employment records Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 18

Web Search Tips and Techniques © 2013 Cengage Learning ● All Rights Reserved § Use two or three search tools. § Know your search tool. § Understand case sensitivity in keyword searches. § Use nouns as search words and as many as eight words in a query. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 19

Web Search Tips and Techniques © 2013 Cengage Learning ● All Rights Reserved § § § Combine keywords into phrases. Omit articles and prepositions. Use wildcards. Proofread your search words. Save the best. Keep trying. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 20

Blogs and Microblogs © 2013 Cengage Learning ● All Rights Reserved § Used by business researchers, students, politicians, and the media to share and gather information § Can provide honest consumer feedback fast and inexpensively Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 21

Social Media © 2013 Cengage Learning ● All Rights Reserved § Used by businesses to communicate with customers, generate customer feedback, provide information to customers, and market products and services § Inexpensive source of data and research Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 22

Generating Primary Data © 2013 Cengage Learning ● All Rights Reserved Surveying Experimenting Observing Interviewing Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 23

Generating Primary Data Surveying © 2013 Cengage Learning ● All Rights Reserved Advantages: § Economical and efficient way to gather data § Ability to reach large audiences § Data collected tends to be accurate Disadvantages: § Response rate is generally low § Responders may not represent general population § Some responses are not truthful Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 24

Generating Primary Data Interviewing © 2013 Cengage Learning ● All Rights Reserved § § § Locate an expert. Prepare for the interview. Maintain a professional attitude. Ask objective, friendly questions. Watch the time. End graciously. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 25

Generating Primary Data Observing © 2013 Cengage Learning ● All Rights Reserved § § Plan ahead. Get necessary permissions. Be objective. Quantify observations. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 26

Generating Primary Data Experimenting § Develop rigorous research design. § Pay attention to matching experimental and control groups. © 2013 Cengage Learning ● All Rights Reserved Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 27

Documenting Data Why document data? © 2013 Cengage Learning ● All Rights Reserved § To strengthen your argument § To instruct the reader § To project yourself against charges of plagiarism Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 28

Documenting Data What to Document © 2013 Cengage Learning ● All Rights Reserved § Another person's ideas, opinions, examples, or theory § Any facts, statistics, and graphics that are not common knowledge § Quotations of another person's actual spoken or written words § Paraphrases of another person's spoken or written words Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 29

Documenting Data How to Paraphrase © 2013 Cengage Learning ● All Rights Reserved § Read original material until you comprehend its full meaning. § Write your own version without looking at the original. § Avoid using grammatical structure of the original. § Reread to make sure you have covered all main points. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 30

Documenting Data Using Citation Formats § Modern Language Association (MLA) § American Psychological Association (APA) © 2013 Cengage Learning ● All Rights Reserved See Appendix A to learn how to use these formats. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 31

Organizing Report Data © 2013 Cengage Learning ● All Rights Reserved Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 32

Organizing Report Data © 2013 Cengage Learning ● All Rights Reserved Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 33

Outlining Report Data The main points used to outline a report often become the main headings of the written report. Major headings centered and typed in bold font © 2013 Cengage Learning ● All Rights Reserved Second-level headings start at the left margin Third-level headings indented, becoming part of the paragraph Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 34

Illustrating Report Data © 2013 Cengage Learning ● All Rights Reserved Why use visual aids? § To clarify data § To create visual interest § To make numerical data meaningful § To make information more understandable and easier to remember Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 35

Illustrating Report Data © 2013 Cengage Learning ● All Rights Reserved Most common types of visual aids § Tables § Charts § Graphs § Photographs Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 36

Matching Visuals With Objectives Table To show exact figures and values © 2013 Cengage Learning ● All Rights Reserved Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 37

Matching Visuals With Objectives 2009 Bar Chart © 2013 Cengage Learning ● All Rights Reserved To compare one item with others Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 38

Matching Visuals With Objectives Line Chart © 2013 Cengage Learning ● All Rights Reserved To demonstrate changes in quantitative data over time Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 39

Matching Visuals With Objectives © 2013 Cengage Learning ● All Rights Reserved Pie Chart To visualize a whole unit and the proportions of its components Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 40

Matching Visuals With Objectives Flowchart © 2013 Cengage Learning ● All Rights Reserved To display a process or procedure Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 41

Matching Visuals With Objectives Organization Chart To define a hierarchy of elements or a set of relationships © 2013 Cengage Learning ● All Rights Reserved Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 42

Matching Visuals With Objectives Photograph, Map, Illustration To achieve authenticity, to spotlight a location, or to show an item in use © 2013 Cengage Learning ● All Rights Reserved Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 43

Incorporating Graphics in Reports © 2013 Cengage Learning ● All Rights Reserved § § § Evaluate the audience. Use restraint. Be honest and ethical. Introduce a graphic meaningfully. Choose an appropriate caption or title style. § Give credit to source if appropriate. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 44

Presenting the Final Formal Report © 2013 Cengage Learning ● All Rights Reserved Prefatory Parts § Title page § Letter or memo of transmittal § Table of contents § List of figures § Executive summary Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 45

Presenting the Final Formal Report Body of Report § Introduction © 2013 Cengage Learning ● All Rights Reserved Background Problem or purpose Significance and scope Sources and methods Organization § Discussion of findings § Summary, conclusions, recommendations Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 46

Presenting the Final Formal Report © 2013 Cengage Learning ● All Rights Reserved Supplementary Parts of a Formal Report § Footnotes or endnotes § Works Cited, References, or Bibliography § Appendix Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 47

Parts of Formal Reports Bibliography Appendix Recommendations Conclusions Body Introduction Executive summary List of figures Table of contents Letter of transmittal Title page Cover © 2013 Cengage Learning ● All Rights Reserved Generally appear in both formal and informal reports: Optional in informal reports: Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 48

“Success seems to be connected with action. Successful people keep moving. They make mistakes, but they don't quit. ” © 2013 Cengage Learning ● All Rights Reserved --Conrad Hilton American hotelier Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 10, Slide 49

END Essentials of Business Communication 9 e Mary Ellen Guffey & Dana Loewy © 2013 Cengage Learning ● All Rights Reserved