© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Writing and Completing Business Reports and Proposals

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Three-Step Writing Process Planning Writing Completing

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Organizing Reports and Proposals Format Length Order Structure

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Selecting Format and Length Preprinted form Letter Memo Manuscript

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Choosing an Approach Direct approach –Receptive audience –Trusting audience Indirect approach –Skeptical audience –Hostile audience

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Structuring Informational Reports Importance Sequence Chronology Spatial orientation Geography Category

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Structuring Analytical Reports Direct: Audience receptive –Focus on conclusions and recommendations Indirect: Audience skeptical or hostile –Focus on reasons behind conclusions and recommendations

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Structuring Proposals Solicited (direct approach) –Receptive audience –Recognized problem –Identified solution –Structured as in RFP –Focused on recommendations

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Structuring Proposals Unsolicited (indirect approach) –Skeptical audience –Unrecognized problem –Solution unfolded –Focused on logical argument

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Selecting Graphics Tables Bar charts Pie charts Line graphs Flow charts Illustrations

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Preparing Tables Use common, clearly identified units Use the same units for all items in columns Label column headings Separate rows and columns Document data sources

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Using Line graphs Show complex relationships Show changes over time

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Using Bar Charts Compare items Show changes Indicate relationships Show relative sizes

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Using Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colours Show numbers or percentages Label all segments

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Illustrating Relationships Organization charts –Positions –Units –Functions Flow charts –Processes –Procedures –Sequences

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Using Computers to Create Graphics Speed Accuracy Ease of use

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Composing Reports and Proposals Final outline Text and content Degree of formality Time perspective Navigational clues

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Successful Reports Accurate Complete Balanced Structured Documented

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Successful Proposals Demonstrate your knowledge Provide concrete examples Research the competition Prove that your proposal is workable Adopt a “you” attitude Package your proposal attractively

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter The Introduction Context or problem Subject or purpose Main ideas Overall tone

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter The Body Chapters Present Analyze Interpret Support

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter The Closing Section Emphasizes main points Summarizes benefits Brings together action items

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Additional Report-Writing Tasks Formality Tense Signposts

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Completing Reports and Proposals Revising Producing Proofreading

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Components of Formal Reports Prefatory parts Text Supplementary parts

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Prefatory Parts Cover Title page Cover Letter of authorization Letter of transmittal Table of contents List of illustrations List of appendices Executive summary

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Text of the Report Introduction Body Close

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Supplementary Parts Appendices List of References Index

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Prefatory Parts of Formal Proposals Cover Title page Request for proposal Letter of transmittal Table of contents List of illustrations Copy of RFP Executive summary

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Text of the Proposal Introduction Body Close

© Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter Supplementary Part of Proposal Appendices