1. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 1 Writing Reports and Proposals

2. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 2 Three-Step Writing Process Planning Writing Completing

3. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 3 Adapting to the Audience Be sensitive to their needs Build strong relationships Control style and tone

4. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 4 Composing Reports and Proposals Type of document Purpose of document Structure of document Length and depth of material Degree of formality Audience relationship

5. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 5 The Introductory Section Report context Subject or purpose Main ideas Overall tone

6. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 6 The Body Section Present Analyze Interpret Support

7. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 7 The Closing Section Emphasizes main points Summarizes benefits Reinforces structure Brings together action items

8. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 8 Drafting Report Content Accurate Complete Balanced Structured Documented

9. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 9 Report Introduction Authorization Problem Purpose Scope Background Sources Methods Definitions Limitations Organization

10. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 10 Report Body Explanations Evidence Results Analyses Procedures Methods Criteria Conclusions Recommendations Support

11. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 11 Report Closing Conclusions Recommendations Action plans Schedules Responsibilities

12. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 12 Proposal Content The AIDA plan –Solicited proposals –Unsolicited proposals Introduction Body Conclusion

13. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 13 Strategies for 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

14. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 14 Proposal Introduction Problem or background Proposed solution Scope or delimitations Organization

15. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 15 Proposal Body Proposed solution Work plan Qualifications Detailed costs

16. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 16 Proposal Closing Key points Benefits and merits Qualifications Final decisions

17. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 17 Consistent Perspective Time frame Verb tenses Chronology

18. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 18 Guiding the Readers Headings and subheadings Transitional devices Previews and reviews

19. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 19 Technology for Reports and Proposals Templates Linked files Embedded files Electronic forms Electronic documents Multimedia documents

20. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 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 Excellence in Business Communication, 7eChapter 11 - 21 5 C’s of Visual Design Clear Complete Concise Connected Compelling

22. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 22 Balance Words and Visuals The number of visuals The placement of visuals The pace of visuals

23. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 23 Pick the Right Visuals Data Information Concepts Ideas

24. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 24 The Representation of Data Table Line Chart, Bar Chart Pie Chart Scatter Chart, Bubble Chart Present individual, exact values Show trends or relationships over time Compare two or more sets of data Frequency or distribution of parts in a whole Compare entities vs. two or three variables

25. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 25 Preparing Data Tables Use common, clearly identified units Maintain unity in columns Label column headings Separate rows and columns Provide totals or averages Document data sources

26. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 26 Using Line and Surface Charts Trends Variables Relationships

27. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 27 Using Bar Charts Compare items Show changes Indicate relationships Show relative sizes

28. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 28 Using Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colors Show numbers or percentages

29. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 29 Information, Concepts, and Ideas Organization charts –Positions –Units –Functions Flow charts –Processes –Procedures –Sequences

30. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 30 Using Maps Geographic areas Regional differences Key markets

31. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 31 Other Business Graphics Drawings and diagrams –Functions –Operations –Selected details Photographic images –Realism –Visual appeal –Ethical concerns

32. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 32 Working With Photographs Learn to use image processing tools Match file types and applications Stress communication value Be aware of copyrights Obtain model release forms

33. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 33 Animation and Video Visual Impact –Shapes and text –Computer animation –Digital video

34. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 34 Designing Visuals for Reports and Presentations Advantages of using computers –Speed –Accuracy –Versatility Challenges of using computers –Training –Artistic skills –Time requirements

35. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 35 Designing Graphics Continuity Contrast Emphasis Simplicity Experience

36. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 36 Integrate Text and Graphics Clear introductions Careful placement Effective titles and legends

37. © Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 37 Quality and Integrity of Visuals Is the visual accurate? Is the visual documented properly? Is the visual honest?