Writing and Completing Business Reports and Proposals Prentice

Writing and Completing Business Reports and Proposals © Prentice Hall, 2005 Business Communication Essentials 1

Three-Step Writing Process • Planning • Writing • Completing © Prentice Hall, 2005 Business Communication Essentials 2

Writing Reports and Proposals • Format • Length • Order • Structure © Prentice Hall, 2005 Business Communication Essentials 3

Format and Length • Preprinted form • Letter • Memo • Manuscript © Prentice Hall, 2005 Business Communication Essentials 4

Overall Approach • Direct approach – Receptive audience – Open-minded audience • Indirect approach – Skeptical audience – Hostile audience © Prentice Hall, 2005 Business Communication Essentials 5

Informational Report Structures • Importance • Sequence • Chronology • Spatial orientation • Geography • Category © Prentice Hall, 2005 Business Communication Essentials 6

Analytical Report Structures • Audience members – Receptive – Skeptical • Focus – Conclusions – Recommendations – Logical arguments © Prentice Hall, 2005 Business Communication Essentials 7

Structuring Proposals • Solicited (direct approach) – Receptive audience – Recognized problem – Identified solution • Unsolicited (indirect approach) – Skeptical audience – Unrecognized problem – Proposed solution © Prentice Hall, 2005 Business Communication Essentials 8

Organizing Visual Aids • • Convey important points Promote understanding Increase interest levels Balance visuals and words © Prentice Hall, 2005 Business Communication Essentials 9

The Parts of a Table Stub head Subhead Single Column Head Row head Subhead Total XXX XXX XXX XX Multicolumn Head* Single Column Head Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table). © Prentice Hall, 2005 Business Communication Essentials 10

Preparation of 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 © Prentice Hall, 2005 Business Communication Essentials 11

Line and Surface Charts • Show changes • Indicate relationships © Prentice Hall, 2005 Business Communication Essentials 12

Preparation of Bar Charts • Compare items • Show changes • Indicate relationships • Show relative sizes © Prentice Hall, 2005 Business Communication Essentials 13

Preparation of Pie Charts • Limit the number of slices • Arrange slices clockwise • Use a variety of colors • Show numbers or percentages © Prentice Hall, 2005 Business Communication Essentials 14

Showing Relationships • Organization charts – Positions – Units – Functions • Flow charts – Processes – Procedures – Sequences © Prentice Hall, 2005 Business Communication Essentials 15

Computer-Based Visuals • Advantages – Speed – Accuracy – Versatility © Prentice Hall, 2005 • Challenges – Training – Artistic skills – Time requirements Business Communication Essentials 16

Composing Reports and Proposals • Text and content • Degree of formality • Time perspective • Navigational clues © Prentice Hall, 2005 Business Communication Essentials 17

Successful Reports • • • Accurate Complete Balanced Structured Documented © Prentice Hall, 2005 Business Communication Essentials 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 © Prentice Hall, 2005 Business Communication Essentials 19

The Introduction • Context or problem • Subject or purpose • Main ideas • Overall tone © Prentice Hall, 2005 Business Communication Essentials 20

The Body Chapters • Present • Analyze • Interpret • Support © Prentice Hall, 2005 Business Communication Essentials 21

The Closing Section • Emphasize main points • Summarize benefits • Reinforce structure • Group action items © Prentice Hall, 2005 Business Communication Essentials 22

Additional Report-Writing Tasks • Choose the degree of formality • Establish time perspective • Reveal overall structure © Prentice Hall, 2005 Business Communication Essentials 23

Completing Reports and Proposals • Revising • Producing • Proofreading © Prentice Hall, 2005 Business Communication Essentials 24

Components of Formal Reports • Prefatory parts • Text of the report • Supplementary parts © Prentice Hall, 2005 Business Communication Essentials 25

Prefatory Parts • Letter of authorization • Synopsis or abstract • Cover page • Letter of transmittal • Letter of acceptance • Executive summary • Table of contents • Title fly or title page © Prentice Hall, 2005 Business Communication Essentials 26

Text of the Report • Introduction • Body • Closing © Prentice Hall, 2005 Business Communication Essentials 27

Supplementary Parts • Appendixes • Bibliography • Index © Prentice Hall, 2005 Business Communication Essentials 28

Components of Formal Proposals • Cover • List of illustrations • Title fly • Copy of RFP • Title page • Executive summary • Table of contents • Letter of transmittal © Prentice Hall, 2005 Business Communication Essentials 29

Text of the Proposal • Introduction • Body • Closing © Prentice Hall, 2005 Business Communication Essentials 30

Reviewing Key Points • Writing reports and proposals • Structuring informational reports • Structuring analytical reports • Choosing visual aids • Completing reports and proposals • Understanding formal documents © Prentice Hall, 2005 Business Communication Essentials 31