© prentice hall, 2005 excellence in business communicationchapter 11 - 1 writing business reports...
TRANSCRIPT
![Page 1: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/1.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 1
Writing Business Writing Business Reports and Reports and ProposalsProposals
![Page 2: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/2.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 2
The Three-Step ProcessThe Three-Step Process
• Planning
• Writing
• Completing
![Page 3: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/3.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 3
Organizing ReportsOrganizing Reportsand Proposalsand Proposals
• Format
• Length
• Order
• Structure
![Page 4: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/4.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 4
Deciding on FormatDeciding on Formatand Lengthand Length
• Preprinted form
• Letter
• Memo
• Manuscript
![Page 5: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/5.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 5
Choosing an ApproachChoosing an Approach
• Direct approach
– Receptive audience
– Open-minded audience
• Indirect approach
– Skeptical audience
– Hostile audience
![Page 6: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/6.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 6
Structuring Structuring Informational ReportsInformational Reports
• Importance
• Sequence
• Chronology
• Spatial orientation
• Geography
• Category
![Page 7: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/7.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 7
Structuring Structuring Analytical ReportsAnalytical Reports
• Audience members
– Receptive
• Conclusions
• Recommendations
– Skeptical
• Reasons
• Evidence
![Page 8: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/8.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 8
Structural Approaches Structural Approaches forfor
Analytical ReportsAnalytical Reports• Focus on conclusions
• Focus on recommendations
• Focus on logical arguments
![Page 9: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/9.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 9
Logical Structures forLogical Structures forAnalytical ReportsAnalytical Reports
• 2 + 2 = 4 approach
• Scientific method
• Yardstick approach
![Page 10: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/10.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 10
Structuring ProposalsStructuring Proposals
• Solicited
– Direct approach
• Unsolicited
– Indirect approach
![Page 11: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/11.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 11
Organizing VisualsOrganizing Visuals
• Select points to visualize
• Balance illustrations and words
• Consider production schedule
![Page 12: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/12.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 12
The Right Visual for the The Right Visual for the JobJob
• Tables
• Line or bar charts
• Pie or area charts
• Bar charts
• Pie charts
• Line or dot charts
• Maps
• Flow charts
![Page 13: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/13.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 13
The Parts of a TableThe Parts of a Table
Stub head Subhead
SingleColumn
Head
SingleColumn
Head
Row headRow head Subhead Subhead
Total
XXX
XXXXXX
XXX
XX
XXXX
XX
XX
XXXX
XX
Subhead
XXX
XX XX
XXX
Multicolumn Head*
Source: (In the same format as a text footnote).*Footnote (for explanation of elements in the table).
![Page 14: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/14.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 14
Preparing Numerical Preparing Numerical TablesTables
• Use common, clearly identified units
• Use the same units for all items in columns
• Label column headings
• Separate rows and columns
• Show column-to-row totals or averages
• Document data sources
![Page 15: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/15.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 15
Using Line Using Line and Surface Chartsand Surface Charts
• Show changes
• Indicate relationships
![Page 16: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/16.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 16
Using Bar ChartsUsing Bar Charts
• Compare items
• Show changes
• Indicate relationships
• Show relative sizes
![Page 17: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/17.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 17
Using Pie ChartsUsing Pie Charts
• Limit the number of slices
• Arrange slices clockwise
• Use a variety of colors
• Show numbers or percentages
![Page 18: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/18.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 18
Illustrating RelationshipsIllustrating Relationships
• Organization charts– Positions– Units– Functions
• Flow charts– Processes– Procedures– Sequences
![Page 19: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/19.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 19
Other Business GraphicsOther Business Graphics
• Drawings and diagrams– Functions– Operations– Selected details
• Images and photographs– Realism– Visual appeal– Ethical concerns
![Page 20: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/20.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 20
Computer GraphicsComputer GraphicsDesign PrinciplesDesign Principles
• Continuity
• Contrast
• Emphasis
• Simplicity
• Experience
![Page 21: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/21.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 21
Integrating Text Integrating Text and Visualsand Visuals
• Clear introductions
• Careful placement
• Effective titles and legends
![Page 22: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/22.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 22
Checking Visual AidsChecking Visual Aids
• Honesty
• Documentation
• Necessity
• Accuracy
![Page 23: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/23.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 23
Composing Business Composing Business
Reports and ProposalsReports and Proposals
• Prepare a formal outline
• Control style and tone
• Select the best words
• Create effective sentences and
paragraphs
![Page 24: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/24.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 24
Choosing the Choosing the Degree of FormalityDegree of Formality
• Audience and message
– Format
– Length
– Organization
![Page 25: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/25.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 25
Consistent Time Consistent Time
PerspectivePerspective• Select a time frame
• Use verb tense correctly
• Recognize chronology
![Page 26: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/26.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 26
Guiding the ReadersGuiding the Readers
• Headings and subheadings
• Transitional devices
• Previews and reviews
![Page 27: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/27.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 27
Developing the TextDeveloping the Text
• Opening
• Body
• Conclusion
![Page 28: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/28.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 28
Strategies for Successful Strategies for Successful ReportsReports
• Accurate
• Complete
• Balanced
• Structured
• Documented
![Page 29: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/29.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 29
Strategies for Strategies for Successful ProposalsSuccessful Proposals
• Demonstrate your knowledge
• Provide concrete examples
• Research the competition
• Prove that your proposal is workable
• Adopt a “you” attitude
• Package your proposal attractively
![Page 30: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/30.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 30
Drafting the OpeningDrafting the Opening
• Report context
• Subject or purpose
• Main ideas
• Overall tone
![Page 31: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/31.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 31
Drafting the BodyDrafting the Body
• Present
• Analyze
• Interpret
• Support
![Page 32: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/32.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 32
Drafting the CloseDrafting the Close
• Emphasize main points
• Summarize benefits
• Reinforce structure
• Bring together action items
![Page 33: © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals](https://reader030.vdocuments.us/reader030/viewer/2022032523/56649d875503460f94a6be2a/html5/thumbnails/33.jpg)
© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 33
Proposal ClosingProposal Closing
• Summarize key points
• Stress benefits
• Summarize merits of your approach
• Qualifications
• Final decisions