business communication ppt chp 10

Chapter 10

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Understanding and Planning Reports and

Proposals

Learning Objectives1. Applying the Three-Step Process

2. Supporting messages with research

3. Using primary and secondary research

4. Planning informational reports

5. Planning analytical reports

6. Planning proposals

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Applying the Three-Step Writing Process to Reports

and Proposals

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The Three-Step Process

Situation

Information

Medium

Organization

Revise

Produce

Proofread

Distribute

Adapt to the Audience

Composethe Message

Planning CompletingWriting

Analyze Situation

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•Purpose•Work Plan

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Gather Information

•Audience•Purpose

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Select the Medium

MediaRequirements

DocumentUses

FeedbackPreferences

SubjectMatter

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Organize Information

•Direct•Indirect

Supporting Your Messages with Reliable

Information

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Plan Your Research

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Problem Statement

Essential Information

Research Questions

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Ethics and Research

• Keep an open mind

• Respect privacy of participants

• Document and credit sources

• Respect intellectual property rights

• Don’t distort information from sources

• Don’t misrepresent your intentions

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Data and Information

Primary Research

Secondary Research

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Reputation

Potential Bias

Purpose

Credibility

Methodology

Verification

Completeness

Logical Scrutiny

Evaluating Sources

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Use Research ResultsAvoid Plagiarism

Cite Sources

ObserveContext

Summarizing

Paraphrasing

Quoting

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Apply the Results

•Concluding•Recommending

Conducting Secondary Research

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Library Research

Newspapersor Periodicals

Business Books

MembershipDirectories

Almanacs and Statistics

Government Publications

Electronic Databases

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Internet Search Tools

WebDirectories

MetasearchEngines

OnlineDatabases

Online Monitoring

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TwitterNewsfeed

sSpecialize

d Monitors

Online Alerts

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Search Techniques

KeywordsBoolean

Operators

Natural Language

Forms-Based

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•Instructions•Options•Search Terms•Search Scope•First Results

Fine Tune Searches

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Document Sources

►Headings and Links

►Transitional Devices

►Previews and Reviews

►Credit Original Material

►Support Your Message

►Assist Your Readers

Conducting Primary Research

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Conducting Surveys

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•Provide clear instructions

•Ask for information people can remember

•Keep questionnaires short and easy to use

•Formulate easy-to-analyze questions

Conducting Surveys

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•Avoid asking leading questions

•Avoid ambiguous descriptors

•Avoid compound questions

•Consider online services and software

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Conducting Interviews

Select Questions Ask Questions

Open-Ended

Closed

Sequence

Answers

Planning Informational Reports

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Organize Reports

Comparison

Importance

Sequence

Chronology

Geography

Category

Organize Websites

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UserDemands

OnlineReading

Multi-Purpose

NonlinearForm

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Information Architecture

Site Navigation

Reader Control

Information “Chunks”

Planning Analytical Reports

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Analytical Reports•Opportunities•Problems

•Decisions

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Analytical Challenges

•Analysis

•Persuasion•Responsibility

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Focus on Conclusions

Opportunities Challenges

Audience

Direct Approach

Data or Methods

Oversimplifying

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Recommendations

1. Establish the need for action

2. Introduce the overall benefits

3. List the required steps

4. Explain each step more fully

5. Summarize the recommendations

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2 + 2 = 4 Yardstick

Logical Arguments

Planning Proposals

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Proposal Structures

•Solicited•Unsolicited

Understanding and Planning Reports and

Proposals

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