stutoday12
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TRANSCRIPT
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 1
Planning Reports Planning Reports and Proposalsand Proposals
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 2
Workplace WritingWorkplace Writing
• Informational reports
• Analytical reports
• Proposals
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 3
Three-Step Writing Three-Step Writing ProcessProcess
• Planning
• Writing
• Completing
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 4
Analyzing the SituationAnalyzing the Situation
• Define the purpose
• Prepare the work plan
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 5
Defining the PurposeDefining the Purpose
• Inform
• Persuade
• Recommend
• Confirm
• Analyze
• Summarize
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 6
Preparing the Work PlanPreparing the Work Plan
• Statement of the problem
• Statement of the purpose and scope
• Discussion of tasks to be accomplished
• Description of final products or outcomes
• Review of schedules and requirements
• Plans for following up
• Working outline
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 7
Gathering InformationGathering Information
• Purpose
• Audience
• Priorities
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 8
Selecting the MediumSelecting the Medium
• Hardcopy
• Digital format
• Multimedia
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 9
Organizing the Organizing the InformationInformation
• Direct approach• State conclusions and recommendations• Introduce findings• Include support
• Indirect approach• Introduce findings• Discuss support• State conclusions and recommendations
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 10
Using Outline HeadingsUsing Outline Headings
I. Industry Characteristics
A. Annual sales
B. Profitability
C. Growth rate
1. Sales
2. Profit
I. Flour milling is a mature industry.
A. Market is large
B. Profit margins are narrow
C. Growth is modest.
1. Sales growth less than 3%
2. Profit growth is flat.
Descriptive(Topical) Outline
Informative(Talking) Outline
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 11
Informational ReportsInformational Reports
• Monitor and control operations
• Implement policies and procedures
• Document compliance
• Record overall progress
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 12
Organizing Organizing
Informational ReportsInformational Reports• Comparison
• Performance
• Sequence or time
• Category
• Geography
• Spatial orientation
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 13
Planning Analytical Planning Analytical ReportsReports
• Assess opportunities
• Solve problems
• Support decisions
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 14
Challenges of Writing Challenges of Writing
Analytical ReportsAnalytical Reports• Quality of reasoning
• Clarity of writing
• Persuasive elements
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 15
Defining the ProblemDefining the Problem
• What needs to be determined?
• Why is this issue important?
• Who is involved in the situation?
• Where is the trouble located?
• How did the situation originate?
• When did it start?
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 16
Organizing Organizing Analytical ReportsAnalytical Reports
• Logical arguments
• Feasible recommendations
• Bottom-line conclusions
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 17
Focus on ConclusionsFocus on Conclusions
• Advantages– Ease of use– Bottom-line driven
• Disadvantages– Possible resistance– Oversimplification
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 18
Focus on Focus on RecommendationsRecommendations
• Establish the need for action
• Introduce benefits
• List the steps
• Explain each step
• Summarize
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 19
Focus on Logical Focus on Logical ArgumentsArguments
• 2 + 2 = 4 approach
• Scientific method
• Yardstick approach
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 20
Planning ProposalsPlanning Proposals
• Internal
– Funding
– Management support
– General projects
• External
– Investments
– Grants
– Sales
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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 21
Structuring ProposalsStructuring Proposals
• Solicited
– Direct approach
– Interested audience
• Unsolicited
– Indirect approach
– Uninterested audience