1. Lecture Slides Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Chapter 11 Organizing and Preparing Reports and Proposals

2. Chapter 11, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Parts of a Formal Report Continued

3. Chapter 11, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Parts of a Formal Report (cont.)

4. Chapter 11, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Your Turn A. The outline guides in organizing report only. B. The outline should form the basis for table of contents. C. An outline is not necessary when preparing reports. D. None of these How does a report outline relate to the final report document?

5. Chapter 11, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Outline I.Introduction A.Problem B.Method Used II.Product Comparison A.Palm Is Least Expensive B.Service/Warranties Favor Blackberry C.Expandability Is Best on Blackberry D.Availability of Applications Is Equal III.Conclusion: Blackberry Is the Best Buy Outline I.Introduction A.Problem B.Method Used II.Product Comparison A.Palm Is Least Expensive B.Service/Warranties Favor Blackberry C.Expandability Is Best on Blackberry D.Availability of Applications Is Equal III.Conclusion: Blackberry Is the Best Buy Developing a Report Outline Problems Method Findings Conclusions Problems Method Findings Conclusions

6. Chapter 11, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Using Headings Effectively If sections are divided, use at least two subdivisions Treat all headings at the same level consistently –Placement on page and appearance –Grammatical construction Do not place two headings together without intervening text

7. Chapter 11, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Choosing an Effective Writing Style Avoid __________ pronouns Use _____ voice and _________ tense Avoid __________ headings without intervening text Use _________ sentences to link sections Use a variety of _________ techniques first-person active consecutive transition coherence consistent

8. Chapter 11, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Improving Transitions Use tables and numbered lists Define terms carefully Use a variety of transitions to keep reader interest

9. Chapter 11, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Enhancing Credibility Avoid _________terms Identify ___________ Label _______ Use _____________ emotional assumptions opinions documentation

10. Chapter 11, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Writing Techniques for Short Reports Short reports can use... A __________ writing style with first- or second-person Contractions for ________ style Graphics to __________ text Heads and subheads to __________ text personal natural reinforce partition

11. Chapter 11, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Structure of a Proposal

12. Chapter 11, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Process for Preparing Proposals Start with an easy-to-prepare section after determining parts to include Complete all sections and arrange in appropriate order Check transitions between sections Proofread, edit, and check figures thoroughly