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 Guide decisions Comply with government regulations Gain acceptance of others Monitor and control operations Implement policies and procedures Document results

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 State policies and procedures Document compliance Report progress

5. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 5 Monitoring and Controlling Operations Written plans Operating reports Activity reports

6. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 6 Implementing Policies and Procedures Lasting guidelines Position papers

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

8. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 8 Documenting Progress on Projects Interim reports Final reports

9. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 9 Analytical Reports Problem-solving reports Business proposals

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 Internal External Solicited Unsolicited

12. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 12 Three-Step Writing Process Planning Writing Completing

13. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 13 Planning Reports Analysis Investigation Adaptation

14. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 14 Analyzing the Situation Informational reports Analytical reports

15. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 15 Problem Definition for Analytical Reports Clarify the problem Ask the right questions Factor the problem Form a hypothesis

16. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 16 What Is the Purpose of the Report? To inform To persuade To recommend To confirm To analyze To summarize

17. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 17 Developing a Preliminary Outline Parallel construction Consistent headings

18. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 18 Preparing the Work Plan State the problem State the purpose and scope Discuss tasks to be accomplished Review final products or outcomes Review schedules and requirements Set follow-up plans Compose a working outline

19. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 19 The Research Process Understand topic and assignment Find and access information Evaluate and finalize sources Process information Analyze data Interpret findings

20. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 20 Adapting to the Audience “You” attitude Positive tone Credibility Polite treatment Bias-free language Corporate image

21. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 21 Selecting the Channel and Medium Written reports –Complex information –Future reference Oral reports –Immediate feedback –Nonverbal communication

22. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 22 Electronic Reports Advantages –Cost and space savings –Faster distribution –Multimedia features –Ease of maintenance

23. © Prentice Hall, 2003 Business Communication TodayChapter 12 - 23 Electronic Reports Disadvantages –Hardware and software costs –System incompatibility –Training needs –Data security