1. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 1 Planning Business Reports and Proposals

2. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 2 Reports and Proposals Monitor and Control OperationsImplement Policies and ProceduresDocumentResults Comply with GovernmentRegulationsGuideDecisions Gain the Acceptance of Others

3. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 3 Classifying Reports Source Frequency Audience Length Intent

4. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 4 Informational Reports Monitor and Control Operations DocumentCompliance State Policies and Procedures Report Progress

5. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 5 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

6. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 6 Implementing Policies and Procedures LastingGuidelinesLastingGuidelinesPositionPapersPositionPapers

7. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 7 Complying with Government Regulations AnnualReportsAnnualReportsInterimReportsInterimReports

8. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 8 Documenting Progress on Workplace Projects InterimReportsInterimReportsFinalReportsFinalReports

9. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 9 Analytical Reports Recommendations Solutions Persuasion Problem-SolvingReportsProblem-SolvingReportsBusinessProposalsBusinessProposals Conclusions

10. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 10 Solving Problems Troubleshooting Reports Feasibility Reports Justification Reports

11. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 11 Writing Proposals InternalInternal SolicitedSolicited ExternalExternal UnsolicitedUnsolicited

12. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 12 Three-Step Writing Process Planning Chapter 12 Planning Completing Chapter 14 Completing Writing Chapter 13 Writing AnalyzingAnalyzing InvestigatingInvestigating AdaptingAdapting AnalyzingAnalyzing InvestigatingInvestigating AdaptingAdapting OrganizingOrganizing ComposingComposing DesigningDesigning OrganizingOrganizing ComposingComposing DesigningDesigning RevisingRevising ProducingProducing ProofreadingProofreading RevisingRevising ProducingProducing ProofreadingProofreading

13. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 13 Planning Reports AnalysisAdaptationInvestigation

14. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 14 Analyzing the Situation InformationalReports AnalyticalReports

15. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 15 Problem Definition for Analytical Reports Ask the Ask the Right Questions Clarify the Problem Form a HypothesisFactor the Problem

16. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 16 To Inform To Confirm To Recommend To Summarize To Persuade To Analyze What Is the Purpose of the Report?

17. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 17 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 a Preliminary Outline ParallelConstruction ConsistentHeadings

18. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 18 Preparing the Work Plan Statement of the problem Statement of the purpose and scope Discussion of tasks to be accomplished Description of final products or outcomes Review of schedules and requirements Plans for following up Working outline

19. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 19 The Research Process Understand Topic and Assignment Understand Topic and Assignment 1 Find and Access Information Information 2 Evaluate and Finalize Sources Evaluate and Finalize Sources 3 Analyze Data 5 ProcessInformationProcessInformation4 InterpretFindingsInterpretFindings 6

20. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 20 Adapting to the Audience “You” Attitude Positive Tone Credibility

21. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 21 Adapting to the Audience Polite Treatment Bias-Free Language Corporate Image

22. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 22 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

23. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 23 Electronic Reports Advantages Cost and space savingsCost and space savings Faster distributionFaster distribution Multimedia featuresMultimedia features Ease of maintenanceEase of maintenance Hardware and software costsHardware and software costs System incompatibilitySystem incompatibility Training needsTraining needs Data securityData security Disadvantages