1. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 1 Understanding and Planning Reports and Proposals

2. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 2 Basic Report Categories ProposalsProposals AnalyticalAnalytical InformationalInformational

3. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 3 PlanningWritingCompleting Analyze Situation Gather Information Select Medium Get Organized Revise Produce Proofread Distribute Analyze the Audience Analyze the Audience Compose the Message Compose the Message Three-Step Writing Process

4. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 4 Analyzing the Situation Define the PurposePrepare the Work Plan Why It Is Being Prepared What It Will Deliver What Must Be Done When It Will Be Done

5. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 5 Elements of the Work Plan Problem or Opportunity Opportunity Purpose and Scope Scope Schedules and Requirements Requirements Plans for Following Up Plans for Following Up WorkingOutlineWorkingOutline Tasks to Be Accomplished Accomplished Final Products or Outcomes Final Products or Outcomes

6. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 6 Gathering Information PrioritiesPriorities AudienceAudience PurposePurpose

7. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 7 Selecting the Right Medium DigitalFormat MediaRequirementsMediaRequirements DocumentUsesDocumentUses FeedbackPreferencesFeedbackPreferences SubjectMatterSubjectMatter HardcopyFormat Audience Members

8. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 8 Organizing the Information Direct Approach Indirect Approach Conclusions and Recommendations Recommendations Overall Findings Objective Support Overall Findings Discussion and Support Conclusions and Recommendations Recommendations

9. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 9 Supporting Your Messages 1.Plan your research 2.Locate data and information 3.Process the data and information 4.Apply your findings 5.Manage information efficiently

10. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 10 Plan Your Research Develop a Problem Statement Develop a Problem Statement Generate Research Questions Generate Identify Information Needs Identify Prioritize Prioritize

11. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 11 Research Ethics and Etiquette DocumentSourcesDocumentSourcesObserve Property Rights Observe RespectParticipantsRespectParticipants Don’t Skew Results ResultsRespect Privacy Rights Respect

12. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 12 Data and Information PrimaryResearchPrimaryResearch SecondaryResearchSecondaryResearch

13. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 13 Evaluating Sources Purpose of the Material Purpose of the Material Honesty and Reliability ReliabilityPotentialBiasPotentialBiasCompletenessCompleteness IndependentVerificationIndependentVerificationInformationSourcesInformationSourcesAuthor’sCredibilityAuthor’sCredibilityTimelinessTimeliness

14. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 14 Secondary Research Inside the CompanyOutside the Company Reports and Memos Other Documents Print Resources Online Resources

15. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 15 Finding Information at the Library BusinessBooksBusinessBooksElectronicDatabasesElectronicDatabasesNewspapersNewspapersPeriodicalsPeriodicalsDirectoriesDirectoriesAlmanacsAlmanacsStatisticalResourcesStatisticalResourcesGovernmentPublicationsGovernmentPublications

16. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 16 Internet Search Tools Search Engines WebDirectoriesWebDirectoriesMeta-SearchEnginesMeta-SearchEnginesOnlineDatabasesOnlineDatabases

17. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 17 Search Techniques Keyword Searches Boolean Operators Natural Language Forms-Based Searches

18. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 18 Fine-Tune Search Methods Read Instructions Observe Details Review Options Vary Search Terms Adjust Scope Use Search Agents

19. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 19 Documenting Sources Direct Quotes Paraphrased Material Common Knowledge Copyright Law Specialized Knowledge Fair Use Doctrine Credit Your Sources Help Your Readers Build Your Credibility

20. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 20 Primary Information DocumentsDocuments ExperimentsExperiments ObservationsObservations

21. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 21 Self-ContainedQuestionsSelf-ContainedQuestionsUnambiguousQuestionsUnambiguousQuestions No Leading Questions QuestionsEasy-to-AnalyzeQuestionsEasy-to-AnalyzeQuestions ShortQuestionnairesShortQuestionnaires Easy-to Answer Questions QuestionsClearInstructionsClearInstructions Develop Effective Surveys

22. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 22 Effective Internet Surveys Save Time Minimize Cost Boost Response

23. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 23 Conducting Interviews Types of Questions Sequence of Questions Culture and Language Demographics

24. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 24 Using Research Results Quoting Paraphrasing Summarizing

25. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 25 Applying the Findings Drawing Good Conclusions Making Feasible Recommendations

26. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 26 Planning Informational Reports Monitor and Control Operations DemonstrateCompliance Implement Policies and Procedures Implement Policies and Procedures Report Progress

27. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 27 Structuring Informational Reports Comparison Importance Sequence Chronology Spatial Orientation Spatial Orientation Geography Category

28. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 28 Planning Analytical Reports Assess Opportunities Solve Problems Support Decisions

29. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 29 Challenges of Writing Analytical Reports Who Is Involved? When Did It Start? What Must Be Determined? What Must Be Determined? Where Is the Trouble Located? Where Is the Trouble Located? Why is this issue Important? Why is this issue Important? How Did the Situation Start? How Did the Situation Start? Writing QualityReasoning QualityResponsibility

30. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 30 Focus on Recommendations 1.Establish the need for action 2.Introduce the overall benefits 3.List the required steps 4.Explain each step more fully 5.Summarize the recommendations

31. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 31 Focus on Logical Arguments 2 + 2 = 4 Approach Scientific Method Yardstick Approach

32. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 32 Planning Proposals Internal Requests External Requests GeneralProjectsGeneralProjects FundingFunding ManagementSupportManagementSupportSalesSales InvestmentsInvestments GrantsGrants

33. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 33 Structuring Proposals Solicited Unsolicited Type of Approach IndirectDirect Type of Audience UninterestedInterested

34. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 34 Reviewing Key Points Applying the three-step process Supporting your message Planning informational reports Planning analytical reports Planning proposals