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© Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 1 Planning Business Reports and Proposals.

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Presentation on theme: "© Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 1 Planning Business Reports and Proposals."— Presentation transcript:

1 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 1 Planning Business Reports and Proposals

2 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 2 Classifying Reports Source Frequency Audience Length Intent

3 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 3 Informational Reports Monitor and Control Operations DocumentCompliance State Policies and Procedures Report Progress

4 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 4 Monitoring and Controlling Operations Written Plans Operating Reports Activity Reports Strategic Plans Business Plans Marketing Plans MIS Reports Annual Reports Sales Reports Sales-Call Reports Expense Reports Recruiting Reports

5 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 5 Implementing Policies and Procedures LastingGuidelinesLastingGuidelinesPositionPapersPositionPapers

6 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 6 Complying with Government Regulations AnnualReportsAnnualReportsInterimReportsInterimReports

7 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 7 Documenting Progress on Workplace Projects InterimReportsInterimReportsFinalReportsFinalReports

8 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 8 Analytical Reports Recommendations Solutions Persuasion Problem-SolvingReportsProblem-SolvingReportsBusinessProposalsBusinessProposals Conclusions

9 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 9 Solving Problems Troubleshooting Reports Feasibility Reports Justification Reports

10 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 10 Writing Proposals InternalInternal SolicitedSolicited ExternalExternal UnsolicitedUnsolicited

11 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 11 The Three-Step Process Step 1 Planning Step 3 Completing Step 2 Writing Analyze Investigate Adapt Organize Compose Design Revise Produce Proofread

12 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 12 Planning Reports AnalysisAdaptationInvestigation

13 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 13 Analyze the Situation InformationalReports AnalyticalReports

14 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 14 Problem Definition for Analytical Reports Ask the Ask the Right Questions Clarify the Problem Form a HypothesisFactor the Problem

15 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 15 What is the Purpose of the Report? To inform To analyze To persuade To recommend To summarize

16 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 16 I.First Major Part A.First subpoint B.Second subpoint 1.Evidence 2.Evidence C.Third subpoint II.Second Major Point A.First subpoint B.Second subpoint Developing an Outline ParallelConstruction ConsistentHeadings

17 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 17 Preparing the Work Plan State the problem State the purpose and scope Discuss tasks to be accomplished Describe final products or outcomes Review of schedules and requirements Set follow-up plans Develop a working outline

18 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 18 Gathering Information Start Serious Research Clarify the Assignment Do Preliminary Research

19 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 19 Locating Secondary Sources A Specific Company An Entire Industry Statistics and Trends Business Issues

20 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 20 Finding Information in the Library GovernmentPublications PeriodicalsNewspapers StatisticalResourceDirectories BusinessBooksElectronicDatabases Almanacs

21 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 21 Business Information on the Internet Internet Public Library CompanyWebsites News Release Sites

22 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 22 Select Appropriate Databases Use Multiple Search Engines Replace Concepts with Key Words Use Short Phrases and Single Terms Avoid Stopwords Avoid Words in the Database’s Name Fine-Tune Search Methods

23 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 23 Use Variations of Search Terms Specify Logical Relationships Use Boolean Operators Use Proximity Operators Use Wildcards Refine Searches as Needed Fine-Tune Search Methods

24 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 24 Primary Information Documents Observation Experiments Surveys Interviews

25 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 25 Sources of Primary Information Documents Observations Experiments

26 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 26 Effective Survey Questions Ask Easy-to-Analyze Questions Questions Pretest All Questions Questions Avoid Leading Questions Questions Ask One Thing At a Time Ask One Thing At a Time Reliability Validity Keep the Questionnaire Short Provide Clear Instructions

27 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 27 Internet Surveys Minimize Cost Reach More People Boost Response Rate

28 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 28 Planning Interviews Purpose Audience Main Ideas Structure

29 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 29 Types of Questions Open-Ended Direct Open-Ended Direct Open-Ended Restatement Close-Ended Information Quality Interviewer Control More Less

30 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 30 Preparing Questions Think About Sequence Sequence Mix Types of Questions Questions Ask Smart Questions QuestionsEditQuestionsEditQuestions Rate the Questions QuestionsLimit the Number Limit

31 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 31 Processing Interview Information Processing Interview Information Write Down Your Ideas Review Notes Organize the Material TranscribeRecordings

32 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 32 Purpose of the Material IndependentVerification Logic and Good Sense Honesty and Reliability The Author Timeliness PotentialBias Data Collection Methods Completeness Evaluating and Selecting Sources

33 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 33 Presenting Information Direct Quotes Enhance the Argument Preserve Original Text Paraphrasing Enhance Your Understanding Condense Original Text

34 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 34 Documenting Sources QuotationsQuotationsParaphrasedMaterialParaphrasedMaterialGeneralKnowledgeGeneralKnowledge Fair Use Doctrine Doctrine

35 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 35 Analyzing the Data Mean Median Mode Trend Correlation

36 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 36 Interpreting the Findings Assumptions Judgment Values Facts Conclusions Recommendations

37 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 37 Selecting the Channel and Medium Oral Reports Oral Reports Immediate Feedback Immediate Feedback Nonverbal Communication Nonverbal Communication Written Reports Written Reports Complex Information Complex Information Future Reference Future Reference

38 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 38 Electronic Reports Advantages Cost and space savings Cost and space savings Faster distribution Faster distribution Multimedia features Multimedia features Ease of maintenance Ease of maintenance Hardware and software costs Hardware and software costs System incompatibility System incompatibility Training needs Training needs Data security Data security Disadvantages

39 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 39 Audience Relationship “You” Attitude Positive Tone Credibility

40 © Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 40 Audience Relationship Polite Treatment Bias-Free Language Corporate Image

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