1. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 1 Writing and Completing Reports and Proposals

2. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 2 Three-Step Writing Process Planning Writing Completing

3. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 3 Writing Reports and Proposals Long message formats Effective visual support

4. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 4 Adapting to the Audience Be sensitive to their needs Adopt the “you” attitude Apply business etiquette Emphasize the positive Use bias-free language

5. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 5 Composing Reports and Proposals Select the best words Write effective sentences Develop coherent paragraphs –Introduction –Body –Close

6. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 6 The Introductory Section Establishes context Introduces subject or purpose Previews main ideas Establishes overall tone

7. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 7 The Body Section Present Analyze Interpret Support

8. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 8 The Closing Section Emphasizes main points Summarizes benefits Reinforces overall structure Brings together action items

9. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 9 Drafting Report Content Accurate Complete Balanced Clear and logical Documented

10. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 10 Report Introduction Authorization Problem Purpose Scope Background Sources Methods Definitions Limitations Organization

11. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 11 Report Body Explanations Evidence Results Analyses Procedures Methods Criteria Conclusions Recommendations Support

12. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 12 Report Closing Conclusions Recommendations Action plans Schedules Responsibilities

13. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 13 Proposal Content The AIDA plan –Solicited proposals –Unsolicited proposals Introduction Body Conclusion

14. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 14 Strategies for Successful Proposals Demonstrate your knowledge Provide concrete examples Research the competition Prove that your proposal is workable Relate to the reader’s needs Package your proposal attractively

15. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 15 Proposal Introduction Problem or background Proposed solution Scope or delimitations Organization

16. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 16 Proposal Body Proposed solution Work plan Qualifications Detailed costs

17. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 17 Proposal Closing Summarize key points Emphasizes benefits Summarizes merits Restates qualifications Asks for final decisions

18. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 18 Guiding the Readers Headings and subheadings Transitional devices Previews and reviews

19. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 19 Using Technology Templates Linked files Embedded files Electronic forms Electronic documents Multimedia documents

20. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 20 Effective Visuals in Reports Bring your message to life Connect with your readers Convey effective messages Attract and hold attention

21. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 21 5 C’s of Visual Design Clear Complete Concise Connected Compelling

22. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 22 Pick the Right Visuals Data Information Concepts Ideas

23. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 23 The Parts of a Table Stub headSubhead Single Column Head Single Column Head Row head Subhead Total XXX XX Subhead XXX XX XXX Multicolumn Head* Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table).

24. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 24 Preparation of Tables Use common, clearly identified units Round off all items in columns Label column headings Separate rows and columns Don’t overload the table with data Document data sources

25. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 25 Using Line and Surface Charts Trends Variables Relationships

26. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 26 Using Bar Charts Compare items Show changes Indicate relationships Show relative sizes

27. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 27 Using Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colors Show numbers or percentages

28. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 28 Information, Concepts, and Ideas Organization charts –Positions –Units –Functions Flow charts –Processes –Procedures –Sequences

29. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 29 Using Maps Geographic areas Regional differences Key markets

30. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 30 Other Business Graphics Drawings and diagrams –Functions –Operations –Selected details Photographic images –Realism –Visual appeal –Ethical concerns

31. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 31 Animation and Video Visual Impact –Shapes and text –Computer animation –Digital video

32. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 32 Designing Effective Visuals Select appropriate templates Be consistent throughout Use colors purposefully Balance design elements Avoid “chartjunk” Consider audience expectations

33. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 33 Integrate Text and Visuals Clear introductions Careful placement Clear references Use titles, captions, and legends Check for accuracy

34. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 34 Producing Formal Reports Prefatory parts Text of the report Supplementary parts

35. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 35 Prefatory Parts Report Cover Title fly/Title page Authorization Letter Transmittal Letter Table of Contents List of Visuals Synopsis/Abstract Executive Summary

36. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 36 Text of the Report Introduction Body Closing

37. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 37 Supplementary Parts Appendixes Bibliography Index

38. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 38 Producing a Formal Proposal Unique prefatory elements –Copy of the RFP –Synopsis/Executive summary –Transmittal document

39. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 39 Text of the Proposal Introduction Body Closing

40. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 40 Proofreading Reports and Proposals Inconsistencies Errors Missing components

41. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 41 Distributing Reports and Proposals Physical Electronic Web-based

42. © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 42 Reviewing Key Points Writing reports and proposals Choosing visual aids Completing reports and proposals