writing business reports and proposals ch 11
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Writing business reports and proposalsTRANSCRIPT
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 1
Writing Business Writing Business Reports and Reports and ProposalsProposals
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 2
The Three-Step ProcessThe Three-Step Process
• Planning
• Writing
• Completing
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 3
Organizing ReportsOrganizing Reportsand Proposalsand Proposals
• Format
• Length
• Order
• Structure
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 4
Deciding on FormatDeciding on Formatand Lengthand Length
• Preprinted form
• Letter
• Memo
• Manuscript
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© 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
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 6
Structuring Structuring Informational ReportsInformational Reports
• Importance
• Sequence
• Chronology
• Spatial orientation
• Geography
• Category
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 7
Structuring Structuring Analytical ReportsAnalytical Reports
• Audience members
– Receptive
• Conclusions
• Recommendations
– Skeptical
• Reasons
• Evidence
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© 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
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© 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
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 10
Structuring ProposalsStructuring Proposals
• Solicited
– Direct approach
• Unsolicited
– Indirect approach
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 11
Organizing VisualsOrganizing Visuals
• Select points to visualize
• Balance illustrations and words
• Consider production schedule
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© 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
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© 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).
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© 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
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 15
Using Line Using Line and Surface Chartsand Surface Charts
• Show changes
• Indicate relationships
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 16
Using Bar ChartsUsing Bar Charts
• Compare items
• Show changes
• Indicate relationships
• Show relative sizes
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© 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
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 18
Illustrating RelationshipsIllustrating Relationships
• Organization charts– Positions– Units– Functions
• Flow charts– Processes– Procedures– Sequences
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© 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
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 20
Computer GraphicsComputer GraphicsDesign PrinciplesDesign Principles
• Continuity
• Contrast
• Emphasis
• Simplicity
• Experience
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© 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
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 22
Checking Visual AidsChecking Visual Aids
• Honesty
• Documentation
• Necessity
• Accuracy
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© 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
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© 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
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© 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
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 26
Guiding the ReadersGuiding the Readers
• Headings and subheadings
• Transitional devices
• Previews and reviews
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 27
Developing the TextDeveloping the Text
• Opening
• Body
• Conclusion
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 28
Strategies for Successful Strategies for Successful ReportsReports
• Accurate
• Complete
• Balanced
• Structured
• Documented
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© 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
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 30
Drafting the OpeningDrafting the Opening
• Report context
• Subject or purpose
• Main ideas
• Overall tone
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© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 31
Drafting the BodyDrafting the Body
• Present
• Analyze
• Interpret
• Support
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© 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
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© 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