Essentials of Business Communication, Second Edition Ch. 10–1

Essentials of Business Communication, Second Edition Ch. 10–2 Organizing Informal Proposals (1) 1.Introduction must provide a "hook" to capture the reader's interest. 2.The Background section identifies problems and discusses the goals of project. 3.Proposal discusses the plan for solving the existing problem.

Essentials of Business Communication, Second Edition Ch. 10–3 4.The Staffing section describes the credentials and expertise of project leaders. 5.Budget indicates project costs. 6.Authorization asks for approval to proceed. Organizing Informal Proposals (2)

Essentials of Business Communication, Second Edition Ch. 10–4 Differ from informal proposals in size and format but not in style In addition to the 6 basic parts, might also include: copy of the RFP, letter of transmittal, abstract and/or executive summary, title page, table of contents, figures, and appendix Organizing Formal Proposals (1)

Essentials of Business Communication, Second Edition Ch. 10–5 Researching Secondary Data (1) Print Resources Books Periodicals Bibliographic indexes (print, CD-ROM, and Web-based)

Essentials of Business Communication, Second Edition Ch. 10–6 Electronic Databases Magazine, newspaper, and journal articles Newsletters, business reports, company profiles, government data, reviews, and directories Researching Secondary Data (2)

Essentials of Business Communication, Second Edition Ch. 10–7 The Internet: World Wide Web Web Opportunities and Frustrations: wide range of organizational and commercial information Web Browsers and URLS Search Tools Researching Secondary Data (3)

Essentials of Business Communication, Second Edition Ch. 10–8 How to Become a Savvy Web Researcher (1) Understand the AND/OR default and the significance of quotation marks Prefer uncommon words as search terms. Omit articles and prepositions Know your search tool; use FAQs and "How to Search" sections

Essentials of Business Communication, Second Edition Ch. 10–9 Bookmark the best. Use two or three search tools. Understand the importance of case sensitivity in keyword searches. Be persistent. How to Become a Savvy Web Researcher (2)

Essentials of Business Communication, Second Edition Ch. 10–10 Generating Primary Data Surveys Interviews Locate an expert Prepare for the interview– interview guide Make your questions objective and friendly Keep note of the time End graciously Observation and Experimentation

Essentials of Business Communication, Second Edition Ch. 10–11 Organizing and Outlining Data (1) Direct strategy (main ideas first) Indirect strategy (facts and discussion first) Chronological sequence (historical data) Geographical or spatial arrangement (e.g., East, West, New Territories, Central)

Essentials of Business Communication, Second Edition Ch. 10–12 Topical or functional arrangement (e.g., duties of CEO, duties of general manager) Compare and contrast Journalistic pattern (who, what, when, where, why, how) Organizing and Outlining Data (2)

Essentials of Business Communication, Second Edition Ch. 10–13 Value/size Importance (most to least or least to most) Simple to complex Best case/worst case Organizing and Outlining Data (3)

Essentials of Business Communication, Second Edition Ch. 10–14 Illustrating Report Data (1) Effective and appropriate graphics could: make information easier to understand and remember. make numerical data meaningful. simplify complex ideas. provide visual interest.

Essentials of Business Communication, Second Edition Ch. 10–15 Most common types of visuals aids Illustrating Report Data (2) Table Bar Chart Line Chart Pie Chart Flow Chart Organization Chart Photograph, Map, Illustration

Essentials of Business Communication, Second Edition Ch. 10–16 Matching Visual Aids With Objectives (1) Table -- to show exact figures and values

Essentials of Business Communication, Second Edition Ch. 10–17 Bar Chart -- to compare one item with others Matching Visual Aids With Objectives (2)

Essentials of Business Communication, Second Edition Ch. 10–18 Line Chart -- to demonstrate changes in quantitative data over time Matching Visual Aids With Objectives (3)

Essentials of Business Communication, Second Edition Ch. 10–19 Pie Chart -- to visualize a whole unit and the proportions of its components Matching Visual Aids With Objectives (4)

Essentials of Business Communication, Second Edition Ch. 10–20 Flow Chart -- to display a process or procedure Matching Visual Aids With Objectives (5)

Essentials of Business Communication, Second Edition Ch. 10–21 Organization Chart -- to define a hierarchy of elements or a set of relationships Matching Visual Aids With Objectives (6)

Essentials of Business Communication, Second Edition Ch. 10–22 Photograph -- to achieve authenticity Matching Visual Aids With Objectives (7)

Essentials of Business Communication, Second Edition Ch. 10–23 Map -- to spotlight a location Matching Visual Aids With Objectives (8)

Essentials of Business Communication, Second Edition Ch. 10–24 Illustration -- to show an item in use Matching Visual Aids With Objectives (9)

Essentials of Business Communication, Second Edition Ch. 10–25 Parts of a Formal Report (1) Prefatory Parts Title page Letter of transmittal Table of contents Executive summary, abstract, synopsis

Essentials of Business Communication, Second Edition Ch. 10–26 Body of Report Introduction or Background Discussion of Findings Summary, Conclusions, Recommendations Supplementary Parts Footnotes or Endnotes Bibliography or References Appendix or Appendices Parts of a Formal Report (2)

Essentials of Business Communication, Second Edition Ch. 10–27 Executive Summary (1) Purpose of Report The purposes of this report are (1) to determine the Sun Coast University campus community’s awareness of the campus recycling program and (2) to recommend ways to increase participation. Sun Coast’s recycling program was intended to respond to the increasing problem of waste disposal, to fulfill its social responsibility as an educational institution, and to meet the demands of legislation that made it a requirement for individuals and organizations to recycle.

Essentials of Business Communication, Second Edition Ch. 10–28 Executive Summary (2) Research Method A survey was conducted in an effort to learn about the campus community’s recycling habits and to assess current participation in the recycling program. A total of 220 individuals responded to the survey, but 27 surveys could not be used. Since Sun Coast University’s recycling program includes only aluminum, glass, paper, and plastic at this time, these were the only materials considered in this study.

Essentials of Business Communication, Second Edition Ch. 10–29 Executive Summary (3) Recycling at Sun Coast Most survey respondents recognized the importance of recycling. They stated that they do recycle aluminum, glass, paper, and plastic on a regular basis either at home or at work. However, most respondents displayed a low level of awareness and use of the on-campus program. Many of the respondents were unfamiliar with the location of the bins around campus and, therefore, had not participated in the recycling program. Other responses indicated that the bins were not conveniently located.

Essentials of Business Communication, Second Edition Ch. 10–30 Executive Summary (4) Recommendations for Increasing Recycling Participation Recommendations for increasing participation in the program include the following: 1. Relocating the recycling bins for greater visibility 2. Developing incentive programs to gain the participation of on-campus groups

Essentials of Business Communication, Second Edition Ch. 10–31 Executive Summary (5) 3. Training student volunteers to give on-campus presentations that explain the need for recycling and the benefits of using the recycling program 4. Increasing advertising of the program

Essentials of Business Communication, Second Edition Ch. 10–32 End