Writing and Completing Business Reports and Proposals Pearson
Writing and Completing Business Reports and Proposals © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 1
Three-Step Writing Process • Planning • Writing • Completing © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 2
Organizing Reports and Proposals • Format • Length • Order • Structure © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 3
Selecting Format and Length • Preprinted form • Letter • Memo • Manuscript © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 4
Choosing an Approach • Direct approach – Receptive audience – Trusting audience • Indirect approach – Skeptical audience – Hostile audience © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 5
Structuring Informational Reports • Importance • Sequence • Chronology • Spatial orientation • Geography • Category © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 6
Structuring Analytical Reports • Direct: Audience receptive – Focus on conclusions and recommendations • Indirect: Audience skeptical or hostile – Focus on reasons behind conclusions and recommendations © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 7
Structuring Proposals • Solicited (direct approach) – Receptive audience – Recognized problem – Identified solution – Structured as in RFP – Focused on recommendations © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 8
Structuring Proposals • Unsolicited (indirect approach) – Skeptical audience – Unrecognized problem – Solution unfolded – Focused on logical argument © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 9
Selecting Graphics • Tables • Bar charts • Pie charts • Line graphs • Flow charts • Illustrations © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 10
Preparing Tables • Use common, clearly identified units • Use the same units for all items in columns • Label column headings • Separate rows and columns • Document data sources © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 11
Using Line graphs • Show complex relationships • Show changes over time © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 12
Using Bar Charts • Compare items • Show changes • Indicate relationships • Show relative sizes © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 13
Using Pie Charts • Limit the number of slices • Arrange slices clockwise • Use a variety of colours • Show numbers or percentages • Label all segments © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 14
Illustrating Relationships • Organization charts – Positions – Units – Functions • Flow charts – Processes – Procedures – Sequences © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 15
Using Computers to Create Graphics • Speed • Accuracy • Ease of use © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 16
Composing Reports and Proposals • Final outline • Text and content • Degree of formality • Time perspective • Navigational clues © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 17
Successful Reports • • • Accurate Complete Balanced Structured Documented © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 18
Successful Proposals • Demonstrate your knowledge • Provide concrete examples • Research the competition • Prove that your proposal is workable • Adopt a “you” attitude • Package your proposal attractively © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 19
The Introduction • Context or problem • Subject or purpose • Main ideas • Overall tone © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 20
The Body Chapters • Present • Analyze • Interpret • Support © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 21
The Closing Section • Emphasizes main points • Summarizes benefits • Brings together action items © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 22
Additional Report-Writing Tasks • Formality • Tense • Signposts © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 23
Completing Reports and Proposals • Revising • Producing • Proofreading © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 24
Components of Formal Reports • Prefatory parts • Text • Supplementary parts © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 25
Prefatory Parts • Cover • Table of contents • Title page • List of illustrations • Cover • List of appendices • Letter of authorization • Executive summary • Letter of transmittal © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 26
Text of the Report • Introduction • Body • Close © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 27
Supplementary Parts • Appendices • List of References • Index © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 28
Prefatory Parts of Formal Proposals • Cover • List of illustrations • Title page • Copy of RFP • Request for proposal • Executive summary • Letter of transmittal • Table of contents © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 29
Text of the Proposal • Introduction • Body • Close © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 30
Supplementary Part of Proposal • Appendices © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition 31
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