© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Writing and Completing Reports and Proposals

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Three-Step Writing Process Planning Writing Completing

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Writing Reports and Proposals Long message formats Effective visual support

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Adapting to the Audience Be sensitive to their needs Adopt the “you” attitude Apply business etiquette Emphasize the positive Use bias-free language

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Composing Reports and Proposals Select the best words Write effective sentences Develop coherent paragraphs –Introduction –Body –Close

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter The Introductory Section Establishes context Introduces subject or purpose Previews main ideas Establishes overall tone

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter The Body Section Present Analyze Interpret Support

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter The Closing Section Emphasizes main points Summarizes benefits Reinforces overall structure Brings together action items

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Drafting Report Content Accurate Complete Balanced Clear and logical Documented

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Report Introduction Authorization Problem Purpose Scope Background Sources Methods Definitions Limitations Organization

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Report Body Explanations Evidence Results Analyses Procedures Methods Criteria Conclusions Recommendations Support

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Report Closing Conclusions Recommendations Action plans Schedules Responsibilities

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Proposal Content The AIDA plan –Solicited proposals –Unsolicited proposals Introduction Body Conclusion

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Strategies for Successful Proposals Demonstrate your knowledge Provide concrete examples Research the competition Prove that your proposal is workable Relate to the reader’s needs Package your proposal attractively

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Proposal Introduction Problem or background Proposed solution Scope or delimitations Organization

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Proposal Body Proposed solution Work plan Qualifications Detailed costs

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Proposal Closing Summarize key points Emphasizes benefits Summarizes merits Restates qualifications Asks for final decisions

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Guiding the Readers Headings and subheadings Transitional devices Previews and reviews

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Using Technology Templates Linked files Embedded files Electronic forms Electronic documents Multimedia documents

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Effective Visuals in Reports Bring your message to life Connect with your readers Convey effective messages Attract and hold attention

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter C’s of Visual Design Clear Complete Concise Connected Compelling

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Pick the Right Visuals Data Information Concepts Ideas

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter The Parts of a Table Stub headSubhead Single Column Head Single Column Head Row head Subhead Total XXX XX Subhead XXX XX XXX Multicolumn Head* Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table).

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Preparation of Tables Use common, clearly identified units Round off all items in columns Label column headings Separate rows and columns Don’t overload the table with data Document data sources

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Using Line and Surface Charts Trends Variables Relationships

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Using Bar Charts Compare items Show changes Indicate relationships Show relative sizes

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Using Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colors Show numbers or percentages

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Information, Concepts, and Ideas Organization charts –Positions –Units –Functions Flow charts –Processes –Procedures –Sequences

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Using Maps Geographic areas Regional differences Key markets

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Other Business Graphics Drawings and diagrams –Functions –Operations –Selected details Photographic images –Realism –Visual appeal –Ethical concerns

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Animation and Video Visual Impact –Shapes and text –Computer animation –Digital video

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Designing Effective Visuals Select appropriate templates Be consistent throughout Use colors purposefully Balance design elements Avoid “chartjunk” Consider audience expectations

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Integrate Text and Visuals Clear introductions Careful placement Clear references Use titles, captions, and legends Check for accuracy

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Producing Formal Reports Prefatory parts Text of the report Supplementary parts

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Prefatory Parts Report Cover Title fly/Title page Authorization Letter Transmittal Letter Table of Contents List of Visuals Synopsis/Abstract Executive Summary

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Text of the Report Introduction Body Closing

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Supplementary Parts Appendixes Bibliography Index

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Producing a Formal Proposal Unique prefatory elements –Copy of the RFP –Synopsis/Executive summary –Transmittal document

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Text of the Proposal Introduction Body Closing

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Proofreading Reports and Proposals Inconsistencies Errors Missing components

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Distributing Reports and Proposals Physical Electronic Web-based

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Reviewing Key Points Writing reports and proposals Choosing visual aids Completing reports and proposals