Communications for Business Lecture 5: Reports and Proposals II - Writing NCC Education - Title Master

Learning Objectives Write an introduction to a report Write the body of a report Write the close of a report Write the content for a proposal Help readers to navigate content

Introduction Reports are an effective means of business communication Information is sectioned to aid clarity and make it easier for the reader to navigate the document Use the three-step writing process to help …

Apply the Three-Step Writing Process Plan Write Complete Analyse the situation Adapt to your audience Revise the message Gather information Establish your credibility Produce the message Select the right medium Control your style Proofread the message Organise the information Compose the message Distribute the message

The Report Introduction Puts the report into a broader context by relating it to a problem or assignment Introduces the subject of the report Indicates why the subject is important Previews the main ideas Establishes the tone of the document

Example of an Introduction Introduce the subject Demonstrate importance Preview main ideas

Introductory Topics An Introduction can include: Who authorised the report Problem/opportunity/purpose Scope Background Sources and methods Definitions Limitations

Body of the Report The middle section: Presents, analyses and interprets the information Contains the details necessary to support your conclusions and recommendations

Example Section From Report Body Develop ideas & analysis Number for clarity

Topics Covered by Body – 1 Topics commonly covered by body of report include: Explanation of problem or opportunity Facts, evidence and trends Results of study or investigation

Topics Covered by Body – 2 Continued … Advantages, disadvantages, cost and benefits of proposed action Method and approach Criteria for evaluating options

Close of the Report Conclusions and recommendations Emphasises the main message of the report Summarises the benefits to the reader of a specific action or change Brings all of the actions together in one place

Example of Close of Report Bullets for clarity Summarise key points from the report

Class Activity Work in groups of about 5 Is it important to define the introduction/scope of the report before starting to write the main body? Why, or why not? Justify your answer. 10 minutes Feedback to the class 5 minutes

Writing Content for a Proposal Strengthen the proposal argument by: Demonstrating your knowledge Providing concrete information and examples Researching the competition Showing that your proposal is workable Packaging your proposal attractively

Proposal Introduction Background or statement of the problem or opportunity Brief description of proposed solution Scope Overview of the main content of the proposal

Proposal Body Proposed approach Work plan Statement of qualifications Costs

Proposal Close Summarises the key points Emphasises the benefits of the proposed approach Summarises the merits of your suggested approach Restates why you should be the preferred option

Help Readers Navigate Documents Use headings and links Create transitions – connecting ideas Preview important topics Review information

Help Readers Navigate Web Content Use “links” “Chunk” similar items together

Another Example … Use tabs

Supplementary Parts of a Report Appendices – materials related to the report but not included in main body Bibliography – credits sources of information by listing them (such as at the end of these lectures) Index - alphabetical list of terms and subjects with related page numbers

Example of Appendix

Example of Bibliography Payne & Whittaker “Developing Essential Study Skills”, 2nd Edition, FT Prentice Hall, ISBN: 978-1405840873 Cottrell “The Study Skills Handbook”, 3rd Edition, Pallgrave Macmillan, ISBN: 978-0230573055

Example of Index Note alphabetical listing Source: http://www.google.co.uk/imgres?imgurl=http://www.comfortofhome.com/bk/sample/book_index2.jpg&imgrefurl=http://www.comfortofhome.com/bk/samples.php&h=619&w=500&sz=67&tbnid=DDwR9Y-Yf8zsnM:&tbnh=250&tbnw=202&prev=/images%3Fq%3Dbook%2Bindex&zoom=1&q=book+index&hl=en-GB&usg=__8eDOIfsWKvwMy5ESZGdp8UhkqvE=&sa=X&ei=HT7lTJWzGo2EhQfHken6DA&ved=0CCMQ9QEwAA

Proofreading Reports and Proposals Same as proofreading any business message Check for typos, spelling errors and punctuation mistakes Consider having a “fresh pair of eyes” to review it

Class Activity Work in groups of about 5 Do you think it is a good idea to ask somebody else to proofread your report/proposal rather than doing it yourself? Why, or why not? Justify your answer. 10 minutes Feedback to the class 5 minutes

Conclusions Apply the three-step writing process to composing reports and proposals Ensure the report introduction indicates the overall subject and previews the main ideas The report body should present, analyse and interpret the information Use the report close to emphasise the main message and summarise the benefits - use headings and links to help readers navigate Ensure reports and proposals are proofread prior to distribution

References Payne & Whittaker “Developing Essential Study Skills”, 2nd Edition, FT Prentice Hall, ISBN: 978-1405840873 Cottrell “The Study Skills Handbook”, 3rd Edition, Pallgrave Macmillan, ISBN: 978-0230573055 Price & Maier “Effective Study Skills: Essential Skills for Academic and Career Success”, Prentice Hall, ISBN: 978-1405840736 Cameron “The Business Students Handbook: Skills for Study and Employment”, 5th Edition, FT Prentice Hall, ISBN: 978-0273730712

Lecture 5 – Reports and Proposals II - Writing Any Questions? NCC Education - End Slide Master