1. BCOM 7 Organizing and Preparing Reports and Proposals 11 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. LEHMAN/ DUFRENE

2. Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 2 1 Identify the parts of a formal report and the contribution each part makes to the report’s overall effectiveness 2 Organize report findings 3 Prepare effective formal reports using an acceptable format and writing style 4 Prepare effective short reports in memorandum, email, and letter formats 5 Prepare effective proposals for a variety of purposes LEARNING OUTCOMES BCOM7|CH11

3. Formal Report 3 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Type of report to be prepared depends on: Subject matter Purpose of the report Readers’ needs Sections Preliminary parts Report text Addenda BCOM7|CH11

4. Preliminary Parts of a Report 4 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Included to add formality to a report Emphasize report content Aid the reader in locating information quickly and understanding the report easily Title page Includes title, author, date, and the name of the person or organization who requested the report BCOM7|CH11

5. Preliminary Parts of a Report 5 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Table of contents Provides the reader with an analytical overview of the report and the order in which information is presented Table of figures Assists the reader in locating a specific graphic in a report with many graphics Executive summary: Summarizes the essential elements of a report BCOM7|CH11

6. Report Text 6 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Introduction Orients the reader to the problem Body Called the heart of the report Presents the information collected and relates it to the problem Analysis Analytical report: Designed to solve a specific problem or answer research questions BCOM7|CH11

7. Report Addenda 7 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Includes all materials used in research that are not appropriate to be included in the report itself References - Alphabetical listing of the sources used in preparing the report Appendix - Contains supplementary information that supports the report Index - Alphabetical guide to the subject matter in a report BCOM7|CH11

8. Guidelines for Organizing Information 8 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Outlining and sequencing Serves as a framework to build the report Development of the outline involves: Identification of the major and minor points to be covered by the writer Organization of the identified points into a logical sequence Justification report: A report that outlines comparative information clearly to the reader Used for comparing items of purchase BCOM7|CH11

9. Guidelines for Organizing Information 9 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Using headings effectively Should have at least two subdivisions because second-level headings are subdivisions of first-level headings All headings of the same level must be treated consistently BCOM7|CH11

10. 10 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. The Basic Outline Expands into a Contents Page Figure 11.3 BCOM7|CH11

11. Choosing a Writing Style for Formal Reports 11 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Suggestions for writing a formal report Avoid first-person pronouns as a rule Use active voice Use tense consistently Avoid placing two headings consecutively without any intervening text Use transition sentences to link sections of a report Use a variety of coherence techniques Use tabulations and enumerations BCOM7|CH11

12. Choosing a Writing Style for Formal Reports 12 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Define terms carefully Check for variety Suggestions for enhancing credibility Avoid emotional terms Identify assumptions Label opinions Use documentation BCOM7|CH11

13. Short Reports 13 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Include only minimum supporting material to achieve effective communication Incorporate any of the following features Personal writing style using first or second person Contractions when they contribute to a natural style Headings and subheadings to divide the body and to reflect organization Memorandum, email, and letter formats when appropriate BCOM7|CH11

14. Short Reports 14 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Memorandum and email reports are directed to an organizational insider Letter report is directed to a reader outside the organization Form reports : Meet the demand for several repetitive reports College registration forms, applications for credit, airline tickets, and bank checks BCOM7|CH11

15. Form Reports 15 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Benefits Increase clerical accuracy by providing designated places for specific items Save time by: Telling the preparer where to put each item Preprinting common elements to eliminate the need for narrative writing Simplify the process of tabulation of data Assist in analytical work Most reports are computer generated BCOM7|CH11

16. Proposals 16 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. BCOM7|CH11 Used by managers to justify or recommend purchases or changes in the company Internal Written to generate business External Generated when a potential buyer submits exact specifications in a bid request Solicited Prepared by an individual or firm who sees a problem to be solved and proposes a solution Unsolicited

17. Proposal Structure 17 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Includes: Details about the manner in which the problem will be solved Price to be charged or costs to be incurred A lengthy report designed to “sell” the prospective buyer on the ability of the bidder to perform Format depends on the length and the intended audience BCOM7|CH11

18. General Parts of a Proposal Heading 18 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. BCOM7|CH11 Problem or purpose ScopeMethods Materials and equipment Qualifications Follow-up and/or evaluation BudgetSummaryAddenda

19. Proposal Preparation 19 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Writers find a successful pattern and adopt it as their basic plan Tested for its effectiveness in achieving its purpose Involves: Assembling parts in a manner that would coerce readers’ acceptance BCOM7|CH11

20. 20 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Preliminary parts Executive summary Analytical report Addenda Justification report Short reports Form reports Internal proposals External proposals Solicited proposals Unsolicited proposal KEY TERMS BCOM7|CH11

21. asdafwfrw 21 Copyright ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. SUMMARY BCOM7|CH11 Basic sections of a formal report include preliminary parts, report text, and addenda Maintain consistent outline, sequencing, and use heading effectively to organize report findings Design research effectively after collecting, interpreting, and presenting data in an objective, unbiased manner Short reports include only the minimum material required to achieve effective communication A proposal must include details about the manner in which a problem will be handled and the prices to be charged