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Understanding and Planning Business Reports and Proposals

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Presentation on theme: "Understanding and Planning Business Reports and Proposals"— Presentation transcript:

1 Understanding and Planning Business Reports and Proposals
© Prentice Hall, 2005 Business Communication Essentials

2 Business Communication Essentials
Reports and Proposals Guide decisions Comply with government regulations Gain acceptance of others Monitor and control operations Implement policies and procedures Document results © Prentice Hall, 2005 Business Communication Essentials

3 Informational Reports
Monitor/control reports Policy/procedure reports Compliance reports Progress report © Prentice Hall, 2005 Business Communication Essentials

4 Business Communication Essentials
Analytical Reports Problem-solving reports Business proposals © Prentice Hall, 2005 Business Communication Essentials

5 Business Communication Essentials
Solving Problems Troubleshooting reports Feasibility reports Justification reports © Prentice Hall, 2005 Business Communication Essentials

6 Business Communication Essentials
Writing Proposals Internal External Solicited Unsolicited © Prentice Hall, 2005 Business Communication Essentials

7 The Three-Step Process
Planning Writing Completing © Prentice Hall, 2005 Business Communication Essentials

8 Business Communication Essentials
Planning Reports Analysis Investigation Adaptation © Prentice Hall, 2005 Business Communication Essentials

9 Analyzing the Situation
Informational reports Analytical reports © Prentice Hall, 2005 Business Communication Essentials

10 Business Communication Essentials
Defining the Problem What needs to be determined? Why is this issue important? Who is involved in the situation? Where is the trouble located? How did the situation originate? When did it start? © Prentice Hall, 2005 Business Communication Essentials

11 Business Communication Essentials
Stating the Purpose Analytical Analyze Evaluate Recommend Informational To summarize To explain To submit © Prentice Hall, 2005 Business Communication Essentials

12 Drafting an Outline Descriptive (Topical) Informative (Talking)
I. Industry Characteristics A. Annual Sales B. Profitability C. Growth Rate 1. Sales 2. Profit I. What is the nature of the industry? A. What are the annual sales? B. Is the industry profitable? C. What is the growth pattern? 1. Sales growth? 2. Profit growth? © Prentice Hall, 2005 Business Communication Essentials

13 Preparing the Work Plan
State the problem State the purpose and scope Discuss tasks to be accomplished Review final products or outcomes Review schedules and requirements Set follow-up plans Compose a working outline © Prentice Hall, 2005 Business Communication Essentials

14 Business Information on the Internet
Internet public library Company Websites News release sites © Prentice Hall, 2005 Business Communication Essentials

15 Business Communication Essentials
Searching Databases Use multiple search engines Replace concepts with key words Use capitals and lower case Use variations of search terms Specify phrases and key words Refine searches as needed © Prentice Hall, 2005 Business Communication Essentials

16 Business Communication Essentials
Primary Information Documents Observations Experiments © Prentice Hall, 2005 Business Communication Essentials

17 Business Communication Essentials
Effective Surveys Provide clear instructions Use short questionnaires Seek easy-to-analyze questions Avoid leading questions Ask one thing at a time Pretest all questionnaires © Prentice Hall, 2005 Business Communication Essentials

18 Business Communication Essentials
Effective Interviews Plan the interview Prepare questions Prioritize questions Don’t ask too many questions Edit the questions Process information © Prentice Hall, 2005 Business Communication Essentials

19 Business Communication Essentials
Documenting Sources Copyrighted material General knowledge © Prentice Hall, 2005 Business Communication Essentials

20 Interpret Your Findings
Summarizing research Drawing conclusions Developing recommendations © Prentice Hall, 2005 Business Communication Essentials

21 Business Communication Essentials
Reviewing Key Points Classifying reports and proposals Reviewing the three-step process Understanding the planning phase Completing the planning phase © Prentice Hall, 2005 Business Communication Essentials

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