Planning Business Reports and Proposals Prentice Hall 2003
Planning Business Reports and Proposals © Prentice Hall, 2003 Business Communication Today 1
Reports and Proposals Guide Decisions Comply with Government Regulations Gain the Acceptance of Others Monitor and Control Operations Implement Policies and Procedures Document Results © Prentice Hall, 2003 Business Communication Today 2
Classifying Reports Source Frequency Audience Length Intent © Prentice Hall, 2003 Business Communication Today 3
Informational Reports Monitor and Control Operations State Policies and Procedures Document Compliance Report Progress © Prentice Hall, 2003 Business Communication Today 4
Monitoring and Controlling Operations Written Plans Operating Reports Activity Reports • Strategic Plans • MIS Reports • Sales-Call Reports • Business Plans • Annual Reports • Expense Reports • Marketing Plans • Sales Reports • Recruiting Reports © Prentice Hall, 2003 Business Communication Today 5
Implementing Policies and Procedures Lasting Guidelines © Prentice Hall, 2003 Position Papers Business Communication Today 6
Complying with Government Regulations Annual Reports © Prentice Hall, 2003 Interim Reports Business Communication Today 7
Documenting Progress on Workplace Projects Interim Reports © Prentice Hall, 2003 Final Reports Business Communication Today 8
Analytical Reports Problem-Solving Reports Business Proposals Persuasion Solutions Recommendations Conclusions © Prentice Hall, 2003 Business Communication Today 9
Solving Problems Troubleshooting Reports Feasibility Reports Justification Reports © Prentice Hall, 2003 Business Communication Today 10
Writing Proposals Internal External Solicited Unsolicited © Prentice Hall, 2003 Business Communication Today 11
Three-Step Writing Process Planning Writing Completing Chapter 12 Chapter 13 Chapter 14 • Analyzing • Organizing • Revising • Investigating • Composing • Producing • Adapting • Designing • Proofreading © Prentice Hall, 2003 Business Communication Today 12
Planning Reports Analysis © Prentice Hall, 2003 Investigation Adaptation Business Communication Today 13
Analyzing the Situation Informational Reports Analytical Reports © Prentice Hall, 2003 Business Communication Today 14
Problem Definition for Analytical Reports Clarify the Problem Ask the Right Questions Factor the Problem Form a Hypothesis © Prentice Hall, 2003 Business Communication Today 15
What Is the Purpose of the Report? To Inform To Persuade To Recommend To Confirm To Analyze To Summarize © Prentice Hall, 2003 Business Communication Today 16
Developing a Preliminary Outline I. First Major Part A. First subpoint B. Second subpoint C. II. 1. Evidence 2. Evidence Parallel Construction Third subpoint Second Major Point A. First subpoint B. Second subpoint © Prentice Hall, 2003 Consistent Headings Business Communication Today 17
Preparing the Work Plan • Statement of the problem • Statement of the purpose and scope • Discussion of tasks to be accomplished • Description of final products or outcomes • Review of schedules and requirements • Plans for following up • Working outline © Prentice Hall, 2003 Business Communication Today 18
The Research Process 1 3 Understand Topic and Assignment Evaluate and Finalize Sources 5 2 Find and Access Information 4 6 Analyze Data © Prentice Hall, 2003 Business Communication Today Process Information Interpret Findings 19
Adapting to the Audience “You” Attitude Positive Tone Credibility © Prentice Hall, 2003 Business Communication Today 20
Adapting to the Audience Polite Treatment Bias-Free Language Corporate Image © Prentice Hall, 2003 Business Communication Today 21
Selecting the Channel and Medium Complex Information Written Reports Oral Reports © Prentice Hall, 2003 Future Reference Immediate Feedback Nonverbal Communication Business Communication Today 22
Electronic Reports • Cost and space savings • Faster distribution Advantages • Multimedia features • Ease of maintenance • Hardware and software costs Disadvantages • System incompatibility • Training needs • Data security © Prentice Hall, 2003 Business Communication Today 23
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