© Prentice Hall, 2007Business Communication Essentials, 3eChapter Understanding and Planning Reports and Proposals

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Basic Report Categories ProposalsProposals AnalyticalAnalytical InformationalInformational

© Prentice Hall, 2007Business Communication Essentials, 3eChapter PlanningWritingCompleting Analyze Situation Gather Information Select Medium Get Organized Revise Produce Proofread Distribute Analyze the Audience Analyze the Audience Compose the Message Compose the Message Three-Step Writing Process

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Analyzing the Situation Define the PurposePrepare the Work Plan Why It Is Being Prepared What It Will Deliver What Must Be Done When It Will Be Done

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Elements of the Work Plan Problem or Opportunity Opportunity Purpose and Scope Scope Schedules and Requirements Requirements Plans for Following Up Plans for Following Up WorkingOutlineWorkingOutline Tasks to Be Accomplished Accomplished Final Products or Outcomes Final Products or Outcomes

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Gathering Information PrioritiesPriorities AudienceAudience PurposePurpose

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Selecting the Right Medium DigitalFormat MediaRequirementsMediaRequirements DocumentUsesDocumentUses FeedbackPreferencesFeedbackPreferences SubjectMatterSubjectMatter HardcopyFormat Audience Members

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Organizing the Information Direct Approach Indirect Approach Conclusions and Recommendations Recommendations Overall Findings Objective Support Overall Findings Discussion and Support Conclusions and Recommendations Recommendations

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Supporting Your Messages 1.Plan your research 2.Locate data and information 3.Process the data and information 4.Apply your findings 5.Manage information efficiently

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Plan Your Research Develop a Problem Statement Develop a Problem Statement Generate Research Questions Generate Identify Information Needs Identify Prioritize Prioritize

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Research Ethics and Etiquette DocumentSourcesDocumentSourcesObserve Property Rights Observe RespectParticipantsRespectParticipants Don’t Skew Results ResultsRespect Privacy Rights Respect

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Data and Information PrimaryResearchPrimaryResearch SecondaryResearchSecondaryResearch

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Evaluating Sources Purpose of the Material Purpose of the Material Honesty and Reliability ReliabilityPotentialBiasPotentialBiasCompletenessCompleteness IndependentVerificationIndependentVerificationInformationSourcesInformationSourcesAuthor’sCredibilityAuthor’sCredibilityTimelinessTimeliness

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Secondary Research Inside the CompanyOutside the Company Reports and Memos Other Documents Print Resources Online Resources

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Finding Information at the Library BusinessBooksBusinessBooksElectronicDatabasesElectronicDatabasesNewspapersNewspapersPeriodicalsPeriodicalsDirectoriesDirectoriesAlmanacsAlmanacsStatisticalResourcesStatisticalResourcesGovernmentPublicationsGovernmentPublications

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Internet Search Tools Search Engines WebDirectoriesWebDirectoriesMeta-SearchEnginesMeta-SearchEnginesOnlineDatabasesOnlineDatabases

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Search Techniques Keyword Searches Boolean Operators Natural Language Forms-Based Searches

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Fine-Tune Search Methods Read Instructions Observe Details Review Options Vary Search Terms Adjust Scope Use Search Agents

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Documenting Sources Direct Quotes Paraphrased Material Common Knowledge Copyright Law Specialized Knowledge Fair Use Doctrine Credit Your Sources Help Your Readers Build Your Credibility

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Primary Information DocumentsDocuments ExperimentsExperiments ObservationsObservations

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Self-ContainedQuestionsSelf-ContainedQuestionsUnambiguousQuestionsUnambiguousQuestions No Leading Questions QuestionsEasy-to-AnalyzeQuestionsEasy-to-AnalyzeQuestions ShortQuestionnairesShortQuestionnaires Easy-to Answer Questions QuestionsClearInstructionsClearInstructions Develop Effective Surveys

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Effective Internet Surveys Save Time Minimize Cost Boost Response

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Conducting Interviews Types of Questions Sequence of Questions Culture and Language Demographics

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Using Research Results Quoting Paraphrasing Summarizing

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Applying the Findings Drawing Good Conclusions Making Feasible Recommendations

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Planning Informational Reports Monitor and Control Operations DemonstrateCompliance Implement Policies and Procedures Implement Policies and Procedures Report Progress

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Structuring Informational Reports Comparison Importance Sequence Chronology Spatial Orientation Spatial Orientation Geography Category

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Planning Analytical Reports Assess Opportunities Solve Problems Support Decisions

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Challenges of Writing Analytical Reports Who Is Involved? When Did It Start? What Must Be Determined? What Must Be Determined? Where Is the Trouble Located? Where Is the Trouble Located? Why is this issue Important? Why is this issue Important? How Did the Situation Start? How Did the Situation Start? Writing QualityReasoning QualityResponsibility

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Focus on Recommendations 1.Establish the need for action 2.Introduce the overall benefits 3.List the required steps 4.Explain each step more fully 5.Summarize the recommendations

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Focus on Logical Arguments = 4 Approach Scientific Method Yardstick Approach

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Planning Proposals Internal Requests External Requests GeneralProjectsGeneralProjects FundingFunding ManagementSupportManagementSupportSalesSales InvestmentsInvestments GrantsGrants

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Structuring Proposals Solicited Unsolicited Type of Approach IndirectDirect Type of Audience UninterestedInterested

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Reviewing Key Points Applying the three-step process Supporting your message Planning informational reports Planning analytical reports Planning proposals