1. Business Communication

2. Understanding & planning reports
Chapter nine

3. Understanding business reports
Three categories
Informational reports – data, facts, feedback etc
Analytical reports – information & analysis & (sometimes) recommendations
Proposals offering structured persuasion

4. Planning informational reports
Reports to monitor & control operations
Business plans, operating reports, personal activity reports
Reports to implement policy & procedures
Policy reports, position papers
Reports to demonstrate compliance
Compliance reports
Reports to document progress
Progress reports

5. Structure of informational reports
Comparison – compare different factors
Importance – structure according to order of importance
Sequence – presents steps/stages in order that they occur
Chronology – chain of events from oldest to newest
Geography – organise data according to geographic units
Category – group information according to relevant categories

6. Online reports
Readers move through sites quickly – online reports must be to the point & easily accessible
Reading online can be difficult – break up into readable chunks & ensure it looks attractive
Web is nonlinear and multidimensional – reader can view in any order – ensure report is clear and to the point

7. Analytical reports Reports to assess opportunities
Market analysis reports, due diligence
Reports to solve problems
Troubleshooting reports, root cause analysis reports
Reports to support decisions
Feasibility reports, justification reports

8. Writing analytical reports
Conclusion is a key aspect
If audience will support – use direct approach, if you need to sell use the indirect approach
Yardstick approach – uses a number of criteria to select from various options
You may need to make a recommendation
Recommendations must be practical & based on sound evidence

9. Presenting recommendations
Establish the need for action in the introduction by describing the problem or opportunity
Introduce the benefits of the recommendation
List the recommendations required to achieve the benefits
Explain each step giving procedure, cost & benefit
Summarise the recommendations

10. Factors to consider when writing analytical reports
You are doing more than simply delivering information
You need to present your thinking in a compelling & persuasive manner
You need to convince others to make significant financial & personal decisions

11. Planning proposals
Internal proposals
Request decisions within the organisation
External proposals
Request decisions outside the organisation
Investment proposals, grant proposals, sales proposals

12. Writing proposals
Solicited or unsolicited?
Solicited may specify requirements (RFQ) – unsolicited allows more flexibility
Remember to:
State the problem
Show how you intend to solve it
Show the benefits for the client

13. The three step writing process

14. Use the three step approach - planning
Analyse – statement of purpose (why) & work plan
Gather information – research
Select medium – choice?, need to search?, need to update? Message
Organise information – direct approach preferred unless reason for indirect

15. Doing the research
Plan - locate data & information – process data & information – apply findings – manage information

16. Ethical research
Keep an open mind – do not skew research to support your views
Respect the privacy of research participants
Document sources & give credit
Respect sources intellectual property rights

17. Research process
Secondary research – written documents & reports etc
Primary research – surveys, observations, experiments

18. Secondary sources Online databases, websites
Libraries – journals, books, newspapers
Government & industry publications

19. Primary Sources - surveys
Surveys – need to be reliable (same result if repeated) and valid (measures what they are supposed to measure)
Survey tips
Provide clear instructions
Keep questions short
Ask only for info that people may remember
Avoid leading & ambiguous questions
Ensure that answers can be analysed

20. Primary sources - interviews
Sequence questions
Provide questions in advance if source to be quoted
Use open-ended questions to elicit opinions, insight & information
Use close ended questions to elicit specific answer (but don’t use too many)
Face-to-face interview allows researcher to pick up non- verbal signals but & telephonic interviews common

21. Writing & completing reports
Chapter ten

22. Writing the report
Select the best words
Compose effective sentences
Develop coherent paragraphs

23. format
Introduction
Body
Conclusion

24. The introduction Elements to consider including
Authorisation –by whom etc
Problems/opportunities/purpose – why this report?
Scope – what is covered?
Background – why the report?
Sources & methods – research undertaken
Definitions – of terms used
Organisation- the structure of the report

25. The body The problem or opportunity Facts, stats & trends
Results of research
Discuss & analyse possible courses of action
Advantages, disadvantages, costs & benefits
Procedures, methods & approaches
Criteria to evaluate options
Conclusions & recommendations
Supporting evidence for conclusion & recommendation

26. Information in the body must be:
Accurate
Complete
Balanced
Clear & logical
Properly documented

27. The conclusion Emphasise the main points Summarise benefits
Show reader how all the pieces fit together
Brings action items together in one place

28. proposals Introduction Background/problem statement Solution Scope
Organization

29. proposals Body Proposed Solution Work Plan Statement of Qualifications
Costs

30. proposals Final Section Summarise Key points
Emphasis the benefits from proposed solution
Summarise merits of approach
Re-emphasise why you are a good choice
Request decision

31. Online reports
Build trust through accuracy, authority, completeness & up to date
Write for a global audience
Reader orientated – inverted pyramid
Concise & skimmable, attractive layout
Effective links

32. Using technology to write reports
Templates
Linked & embedded documents
Electronic forms
Electronic documents
Multimedia documents
Proposal writing software

33. Effective visual communication
Consistency
Contrast
Balance
Emphasis
Convention
simplicity

34. Use of charts and tables
See guidelines in study guide
Can be very effective means of presenting data
Keep simple and bold
Does it serve a purpose?

35. Finalising the report
Revise
Produce
Proofread
distribute

36. Component categories Prefatory parts Text parts Supplementary parts
Cover, title page, cover letter, table of contents, executive summary etc
Text parts
Intro, body, conclusion
Supplementary parts
Appendixes, bibliography, index

37. Oral & online presentations
Chapter eleven

38. Planning oral presentations
Anticipate the audience – supportive, neutral, hostile, interested etc
Remember audience cannot rewind or fast forward
Budget for time
words a minute

39. planning
Organise stages
Main idea, main & sub points, transitions etc
Create speaking outline
Outline, key words, delivery cues

40. The introduction
Arouse audience interest
Build credibility – accomplishments, background
Preview message

41. The body
Use of word to connect various parts and ideas
Hold listener's attention – relate to audience, language, questions
Ask for questions or opinions
Illustrate with visuals

42. The close
Tell them you are about to finish
Restate main points
State next steps
End on strong note

43. slides One idea or concept per slide
As few words as possible – max 20-25
Avoid full sentence
Active voice
Avoid long portions of text

44. Safety first