© prentice hall, 2004 business communication essentialschapter 11 - 1 writing and completing...
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© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 1
Writing and Writing and Completing Business Completing Business
Reports and Reports and ProposalsProposals
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 2
Three-Step Writing Three-Step Writing ProcessProcess
• Planning
• Writing
• Completing
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 3
Organizing ReportsOrganizing Reportsand Proposalsand Proposals
• Format
• Length
• Order
• Structure
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 4
Selecting FormatSelecting Formatand Lengthand Length
• Preprinted form
• Letter
• Memo
• Manuscript
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 5
Choosing an ApproachChoosing an Approach
• Direct approach
– Receptive audience
– Open-minded audience
• Indirect approach
– Skeptical audience
– Hostile audience
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 6
Structuring Structuring Informational ReportsInformational Reports
• Importance
• Sequence
• Chronology
• Spatial orientation
• Geography
• Category
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 7
Structuring Structuring Analytical ReportsAnalytical Reports
• Audience members
– Receptive
– Skeptical
• Focus
– Conclusions
– Recommendations
– Logical arguments
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 8
Structuring ProposalsStructuring Proposals
• Solicited (direct approach)– Receptive audience
– Recognized problem
– Identified solution
• Unsolicited (indirect approach)– Skeptical audience
– Unrecognized problem
– Proposed solution
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 9
Selecting Visual AidsSelecting Visual Aids
• Tables
• Line or bar charts
• Pie or area charts
• Bar charts
• Pie charts
• Line or dot charts
• Maps
• Flow charts
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 10
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).
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 11
Preparing TablesPreparing 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, 2004 Business Communication Essentials Chapter 11 - 12
Using Line Using Line and Surface Chartsand Surface Charts
• Show changes
• Indicate relationships
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 13
Using Bar ChartsUsing Bar Charts
• Compare items
• Show changes
• Indicate relationships
• Show relative sizes
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 14
Using Pie ChartsUsing Pie Charts
• Limit the number of slices
• Arrange slices clockwise
• Use a variety of colors
• Show numbers or percentages
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 15
Illustrating RelationshipsIllustrating Relationships
• Organization charts– Positions– Units– Functions
• Flow charts– Processes– Procedures– Sequences
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 16
Using Computers Using Computers to Create Visualsto Create Visuals
• Advantages– Speed– Accuracy– Versatility
• Challenges– Training– Artistic skills– Time requirements
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 17
Composing ReportsComposing Reportsand Proposalsand Proposals
• Text and content
• Degree of formality
• Time perspective
• Navigational clues
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 18
Successful ReportsSuccessful Reports
• Accurate
• Complete
• Balanced
• Structured
• Documented
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 19
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
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 20
The IntroductionThe Introduction
• Context or problem
• Subject or purpose
• Main ideas
• Overall tone
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 21
The Body ChaptersThe Body Chapters
• Present
• Analyze
• Interpret
• Support
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 22
The Closing SectionThe Closing Section
• Emphasizes main points
• Summarizes benefits
• Reinforces structure
• Brings together action items
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 23
Additional Additional Report-Writing TasksReport-Writing Tasks
• Formality
• Time frame
• Overall structure
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 24
Completing ReportsCompleting Reportsand Proposalsand Proposals
• Revising
• Producing
• Proofreading
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 25
Components Components of Formal Reportsof Formal Reports
• Prefatory parts
• Text of the report
• Supplementary parts
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 26
Prefatory PartsPrefatory Parts
• Letter of
authorization
• Cover page
• Letter of acceptance
• Title fly or title page
• Synopsis or
abstract
• Table of contents
• Letter of transmittal
• Executive summary
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 27
Text of the ReportText of the Report
• Introduction
• Body
• Closing
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 28
Supplementary PartsSupplementary Parts
• Appendixes
• Bibliography
• Index
© Prentice Hall, 2004 Business Communication Essentials Chapter 11 - 29
Components of Components of Formal ProposalsFormal Proposals
• Cover
• Title fly
• Title page
• Table of contents
• List of illustrations
• Proposal request
• Executive summary
• Letter of transmittal
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