1. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 1 Writing and Completing Business Reports and Proposals

2. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 2 Three-Step Writing Process Planning Writing Completing

3. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 3 Organizing Reports and Proposals Format Length Order Structure

4. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 4 Selecting Format and Length Preprinted form Letter Memo Manuscript

5. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 5 Choosing an Approach Direct approach –Receptive audience –Trusting audience Indirect approach –Skeptical audience –Hostile audience

6. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 6 Structuring Informational Reports Importance Sequence Chronology Spatial orientation Geography Category

7. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 7 Structuring Analytical Reports Direct: Audience receptive –Focus on conclusions and recommendations Indirect: Audience skeptical or hostile –Focus on reasons behind conclusions and recommendations

8. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 8 Structuring Proposals Solicited (direct approach) –Receptive audience –Recognized problem –Identified solution –Structured as in RFP –Focused on recommendations

9. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 9 Structuring Proposals Unsolicited (indirect approach) –Skeptical audience –Unrecognized problem –Solution unfolded –Focused on logical argument

10. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 10 Selecting Graphics Tables Bar charts Pie charts Line graphs Flow charts Illustrations

11. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 11 Preparing Tables Use common, clearly identified units Use the same units for all items in columns Label column headings Separate rows and columns Document data sources

12. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 12 Using Line graphs Show complex relationships Show changes over time

13. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 13 Using Bar Charts Compare items Show changes Indicate relationships Show relative sizes

14. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 14 Using Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colours Show numbers or percentages Label all segments

15. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 15 Illustrating Relationships Organization charts –Positions –Units –Functions Flow charts –Processes –Procedures –Sequences

16. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 16 Using Computers to Create Graphics Speed Accuracy Ease of use

17. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 17 Composing Reports and Proposals Final outline Text and content Degree of formality Time perspective Navigational clues

18. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 18 Successful Reports Accurate Complete Balanced Structured Documented

19. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 19 Successful Proposals Demonstrate your knowledge Provide concrete examples Research the competition Prove that your proposal is workable Adopt a “you” attitude Package your proposal attractively

20. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 20 The Introduction Context or problem Subject or purpose Main ideas Overall tone

21. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 21 The Body Chapters Present Analyze Interpret Support

22. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 22 The Closing Section Emphasizes main points Summarizes benefits Brings together action items

23. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 23 Additional Report-Writing Tasks Formality Tense Signposts

24. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 24 Completing Reports and Proposals Revising Producing Proofreading

25. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 25 Components of Formal Reports Prefatory parts Text Supplementary parts

26. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 26 Prefatory Parts Cover Title page Cover Letter of authorization Letter of transmittal Table of contents List of illustrations List of appendices Executive summary

27. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 27 Text of the Report Introduction Body Close

28. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 28 Supplementary Parts Appendices List of References Index

29. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 29 Prefatory Parts of Formal Proposals Cover Title page Request for proposal Letter of transmittal Table of contents List of illustrations Copy of RFP Executive summary

30. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 30 Text of the Proposal Introduction Body Close

31. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 11 - 31 Supplementary Part of Proposal Appendices