Planning Business Reports and Proposals

Tao Xiang 2 Teamwork on Proposal Select an interesting topic Select an interesting topic E.g., impact of new rural pension programE.g., impact of new rural pension program Apply for grant from Ford Foundation Apply for grant from Ford Foundation Write proposal Write proposal Prepare PPT Prepare PPT Make presentation in class Make presentation in class Hand in proposal and PPT Hand in proposal and PPT

Tao Xiang 3 Learning Objectives Concepts Concepts Purposes Purposes Informational v.s. analytical Informational v.s. analytical Elements included in work plan Elements included in work plan Four types of interview questions Four types of interview questions

Tao Xiang 4 Concept of Reports Written factual accounts Written factual accounts Information about business Information about business Presentable form

Tao Xiang 5 Purpose Guide decisions Guide decisions Comply with government regulations Comply with government regulations Gain acceptance Gain acceptance Monitor and control operations Monitor and control operations Implement policies and procedures Implement policies and procedures Document results Document results

Tao Xiang 6 Classifying Reports Source: Authorized, Voluntary Source: Authorized, Voluntary Frequency: Special, Routine Frequency: Special, Routine Audience: Internal, External Audience: Internal, External Length: Short, Long Length: Short, Long Formality: Informal, Formal Formality: Informal, Formal Intent: Informational, Analytical Intent: Informational, Analytical

Tao Xiang 7 Informational Reports Monitor and control operations Monitor and control operations Plans, operating reports, personal activity reportsPlans, operating reports, personal activity reports State policies and procedures State policies and procedures Lasting guidelines, position papersLasting guidelines, position papers Document compliance Document compliance Report progress Report progress

Tao Xiang 8 Analytical Reports Problem-solving reports Problem-solving reports Business proposals Business proposals InternalInternal ExternalExternal SolicitedSolicited UnsolicitedUnsolicited

Tao Xiang 9 Planning Reports Analysis Analysis Audience and purposeAudience and purpose Define problemDefine problem Limit scopeLimit scope Outline investigation, etc.Outline investigation, etc. Investigation Investigation Adaptation Adaptation

Tao Xiang 10 Analyzing the Situation Informational reports Informational reports Analytical reports Analytical reports

Tao Xiang 11 Problem Definition for Analytical Reports Clarify the problem Clarify the problem Ask the right questions Ask the right questions Factor the problem Factor the problem Form a hypothesis Form a hypothesis

Tao Xiang 12 Purpose of Report To inform To inform To persuade To persuade To recommend To recommend To confirm To confirm To analyze To analyze To summarize To summarize

Tao Xiang 13 Developing a Preliminary Outline Parallel construction Parallel construction Consistent headings Consistent headings

Tao Xiang 14 Preparing Work Plan State problem State problem State purpose and scope State purpose and scope Discuss tasks Discuss tasks Review final outcomes Review final outcomes Review schedules and requirements Review schedules and requirements Set follow-up plans Set follow-up plans Compose working outline Compose working outline

Tao Xiang 15 Research Process Understand topic and assignment Understand topic and assignment Find and access information Find and access information Evaluate and finalize sources Evaluate and finalize sources Process information Process information Analyze data Analyze data Interpret findings Interpret findings

Tao Xiang 16 Understand Topic and Assignment Preliminary information Preliminary information Problem statement Problem statement Questions and subquestions Questions and subquestions

Tao Xiang 17 Using Secondary Sources of Information Business books Business books Electronic databases Electronic databases Newspapers Newspapers Periodicals Periodicals Directories Directories Government publications Government publications Almanacs Almanacs Statistical resources Statistical resources

Tao Xiang 18 Business Information in Cyberspace Internet public library Internet public library Company Websites Company Websites News release sites News release sites Searching the Internet

Tao Xiang 19 Preliminary Observations Documents Documents Observations Observations Experiments Experiments

Tao Xiang 20 Effective Interviews Purpose Purpose Collect informationCollect information Make decisionsMake decisions Clarify issuesClarify issues Structure Structure Overall lengthOverall length Stylistic issuesStylistic issues OrganizationOrganization

Tao Xiang 21 Types of Questions Open-ended Open-ended Direct open-ended Direct open-ended Restatement Restatement You said you dislike sales quotas. Is that correct?You said you dislike sales quotas. Is that correct? Close-ended Close-ended Did you meet your sales quota?Did you meet your sales quota?

Tao Xiang 22 Preparing Questions Think about sequence Think about sequence Rate questions Rate questions Ask smart questions Ask smart questions Mix types of questions Mix types of questions Limit number Limit number Edit questions Edit questions

Tao Xiang 23 Processing Interview Information Write down your ideas Write down your ideas Review notes Review notes Organize the material Organize the material Transcribe recordings Transcribe recordings

Tao Xiang 24 Evaluating and Selecting Sources Honesty and reliability Honesty and reliability Logic and good sense Logic and good sense Data collection methods Data collection methods The author The author Purpose of the material Purpose of the material Completeness Completeness Independent verification Independent verification Potential bias Potential bias Timeliness Timeliness

Tao Xiang 25 Analyzing the Data Mean Mean Median Median Mode Mode Trend Trend Correlation Correlation