Organizing and Preparing Reports and Proposals BCOM Chapter 12 Chapter 11 Lecture Slides Organizing and Preparing Reports and Proposals Business Communication, 15e Lehman and DuFrene

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 12 Learning Objective 1 Identify the parts of a formal report and the contribution each part makes to overall effectiveness. 1 © 2009 Cengage Learning. All rights reserved.

Parts of a Formal Report © 2009 Cengage Learning. All rights reserved.

An Executive Summary Should . . . BCOM Chapter 12 An Executive Summary Should . . . understanding Assist the reader in _____________ a long, complex report Briefly introduce the ______ and preview and summarize the major ________ Summarize the report summary, ___________, and recommendations report sections conclusions 1 © 2009 Cengage Learning. All rights reserved.

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 12 Learning Objective 2 Organize report findings. 2 © 2009 Cengage Learning. All rights reserved.

Guidelines for Organizing Information Outlining and sequencing Serves as a framework to build the report Development of the outline involves: Identification of the major and minor points to be covered by the writer Organization of the identified points into a logical sequence © 2009 Cengage Learning. All rights reserved.

Guidelines for Organizing Information Using headings effectively Should have at least two subdivisions because second-level headings are subdivisions of first-level headings All headings of the same level must be treated consistently © 2009 Cengage Learning. All rights reserved.

The Basic Outline Expands into a Contents Page BCOM Chapter 12 The Basic Outline Expands into a Contents Page Outline Introduction Problem Method Used II. Product Comparison Motorola Is Least Expensive Service/Warranties Favor Palm Expandability Is Best on Palm Availability of Applications Is Equal III. Conclusion: Palm Is the Best Buy Problems Method Findings Conclusions 2 © 2009 Cengage Learning. All rights reserved.

Use Minimum of Two Subdivisions and Parallel Language BCOM Chapter 12 Proper Outline Development Use Minimum of Two Subdivisions and Parallel Language I. Introduction A. Identify your purpose II. Organizing the Content A. Introduction B. Body C. Close I. Introduction A. Audience rapport B. Clear purpose statement II. Organizing the Content A. Captivating introduction B. Well-organized body C. Motivating close 2 © 2009 Cengage Learning. All rights reserved.

Using Headings Effectively BCOM Chapter 12 Using Headings Effectively If sections are divided, use at least two subdivisions Treat all headings at the same level consistently Placement on page and appearance Grammatical construction Don’t place two headings together without intervening text 2 © 2009 Cengage Learning. All rights reserved.

Avoid Common Errors in Heading Format BCOM Chapter 12 Avoid Common Errors in Heading Format Delivering a Dynamic Speech xxxx xxxxxxx xxxxxxx x xxxx xxxxxxxxxs. Planning the Speech xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. Organizing the Content Captivating introduction. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. Convincing Body. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. Must format first-level heads consistently Need intervening text to separate two headings Must format second-level heads consistently 2

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 12 Learning Objective 3 Prepare effective formal reports using an acceptable format and writing style. 3 © 2009 Cengage Learning. All rights reserved.

Choosing a Writing Style for Formal Reports BCOM Chapter 12 Choosing a Writing Style for Formal Reports Suggestions for writing a formal report Avoid first-person pronouns as a rule Use active voice Use tense consistently Avoid placing two headings consecutively without any intervening text Use transition sentences to link sections Use a variety of coherence techniques Use tabulations and enumerations Define terms carefully Check for variety © 2009 Cengage Learning. All rights reserved.

Improving Transitions in Reports BCOM Chapter 12 Improving Transitions in Reports Use tables and numbered lists Define terms carefully Use a variety of transitions to keep reader interest 3 © 2009 Cengage Learning. All rights reserved.

Coherence Transitions BCOM Chapter 12 Coherence Transitions Time Connectors at the same time finally further initially next since then while Contrast Connectors although despite however in contrast nevertheless on the contrary on the other hand yet

Coherence Transitions (Connectors) BCOM Chapter 12 Coherence Transitions (Connectors) Similarity for instance/example in the same way just as likewise similarly thus Cause & Effect alternately because but consequently hence therefore

Writing Styles for Formal Reports a. I think the data analysis shows increased customer satisfaction with our new procedures for returns and exchanges. The data analysis show increased customer satisfaction with our new procedures for returns and exchanges. b. The mail survey response rate was fantastic. The mail survey response rate was good with 53% of surveys distributed returned. c. I agree with the findings of the office of institutional advancement that more attention should be given to alumni involvement. The findings of the office of institutional advancement are in line and consistent with past research conducted. As a result, more attention should be given to alumni involvement.

Enhancing Credibility for Report Writing BCOM Chapter 12 Enhancing Credibility for Report Writing Avoid ___________ terms Identify ______________ Label ___________ Use ________________ emotional assumptions opinions documentation 3 © 2009 Cengage Learning. All rights reserved.

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 12 Learning Objective 4 Prepare effective short reports in memorandum, email, and letter formats. 4 © 2009 Cengage Learning. All rights reserved.

Writing Techniques for Short Reports BCOM Chapter 12 Writing Techniques for Short Reports Short reports can use . . . A ________ writing style with first- or second-person Contractions for _______ style Graphics to _________ text Heads and subheads to ________ text personal natural reinforce partition 4 © 2009 Cengage Learning. All rights reserved.

Learning Objective 6 Identify special skills required for team writing

Group support systems (GSSs) BCOM Chapter 12 Group support systems (GSSs) Sequential editing Parallel editing Reciprocal editing

Sequential Editing Collaborators divide the task so that the output of one stage is passed to the next writer for individual work.

Parallel Editing Collaborators divide the task so that each writer works on a different part of the document at the same time. Then the document is reassembled in an integration stage. .

Reciprocal Editing Collaborators work together to create a common document, mutually adjusting their activities in real time to take into account each other’s changes. .