Planning Reports and Proposals © Prentice Hall, 2005 Business Communication Today 8e

Business Communication Today 8e Workplace Writing Informational reports Analytical reports Proposals © Prentice Hall, 2005 Business Communication Today 8e

Three-Step Writing Process Planning Writing Completing © Prentice Hall, 2005 Business Communication Today 8e

Analyzing the Situation Define the purpose Prepare the work plan © Prentice Hall, 2005 Business Communication Today 8e

Business Communication Today 8e Defining the Purpose Inform Persuade Recommend Confirm Analyze Summarize © Prentice Hall, 2005 Business Communication Today 8e

Preparing 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 © Prentice Hall, 2005 Business Communication Today 8e

Gathering Information Purpose Audience Priorities © Prentice Hall, 2005 Business Communication Today 8e

Business Communication Today 8e Selecting the Medium Hardcopy Digital format Multimedia © Prentice Hall, 2005 Business Communication Today 8e

Organizing the Information Direct approach State conclusions and recommendations Introduce findings Include support Indirect approach Discuss support © Prentice Hall, 2005 Business Communication Today 8e

Using Outline Headings Descriptive (Topical) Outline Informative (Talking) Outline 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. © Prentice Hall, 2005 Business Communication Today 8e

Informational Reports Monitor and control operations Implement policies and procedures Document compliance Record overall progress © Prentice Hall, 2005 Business Communication Today 8e

Organizing Informational Reports Comparison Performance Sequence or time Category Geography Spatial orientation © Prentice Hall, 2005 Business Communication Today 8e

Planning Analytical Reports Assess opportunities Solve problems Support decisions © Prentice Hall, 2005 Business Communication Today 8e

Challenges of Writing Analytical Reports Quality of reasoning Clarity of writing Persuasive elements © Prentice Hall, 2005 Business Communication Today 8e

Business Communication Today 8e Defining 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? © Prentice Hall, 2005 Business Communication Today 8e

Organizing Analytical Reports Logical arguments Feasible recommendations Bottom-line conclusions © Prentice Hall, 2005 Business Communication Today 8e

Business Communication Today 8e Focus on Conclusions Advantages Ease of use Bottom-line driven Disadvantages Possible resistance Oversimplification © Prentice Hall, 2005 Business Communication Today 8e

Focus on Recommendations Establish the need for action Introduce benefits List the steps Explain each step Summarize © Prentice Hall, 2005 Business Communication Today 8e

Focus on Logical Arguments 2 + 2 = 4 approach Scientific method Yardstick approach © Prentice Hall, 2005 Business Communication Today 8e

Business Communication Today 8e Planning Proposals Internal Funding Management support General projects External Investments Grants Sales © Prentice Hall, 2005 Business Communication Today 8e

Structuring Proposals Solicited Direct approach Interested audience Unsolicited Indirect approach Uninterested audience © Prentice Hall, 2005 Business Communication Today 8e