BC - Reports and Proposals

Chap ter 13 1
Business Communication
Reports and Proposals

Course Business Communication & Speaking
Chap ter 13 2
Planning Reports and Proposals

Workplace Writing
Audience
Informational Reports
Proposals
Analytical Reports
Complexity
Chap ter 13 3
Format
Initiative
Three-Step Writing Process

Planning
Analyze Situation Gather Information Select Medium Get Organized
Writing
Completing
Revise Produce Proofread Distribute
Adapt to the Audience
Compose the Message
Chap ter 13 4
Analyzing the Situation

Define the Purpose Prepare the Work Plan
Chap ter 13 5
Defining the Purpose

Inform Persuade Recommend
Confirm
Analyze
Summarize
Chap ter 13 6
Preparing the Work Plan

Problem or Opportunity Purpose and Scope
Tasks to Be Accomplished
Final Products or Outcomes
Schedules and Requirements
Plans for Following Up
Working Outline
Chap ter 13 7
Gathering Information
Purpose
Chap ter 13 8
Audience
Priorities
Selecting the Medium

Hardcopy Digital Format
Multimedia
Chap ter 13 9
Organizing Information
Direct Approach
Conclusions and Recommendations Overall Findings
Indirect Approach
Overall Findings Discussion and Support Conclusions and Recommendations
Objective Support
Chap ter 13 10
Demonstrate Compliance
Report Progress
Chap ter 13 11
Monitor and Control Operations
Implement Policies and Procedures
Planning Informational Reports
Chronology
Spatial Orientation
Geography
Category
Chap ter 13 12
Comparison
Importance
Sequence
Organizing Informational Reports
Creating Business Plans

Summary Mission and Objectives Company and Industry
Products or Services
Market and Competition
Management
Marketing Strategies
Chap ter 13 13
Creating Business Plans

Design and Development Operations Plan Overall Schedule
Risks and Problems
Financial Projections
Financial Requirements
Exit Strategy
Chap ter 13 14
Website Content
Demanding Web Readers Difficulty of Reading Online Nonlinear Format
Multidimensional Medium
Multiple Purposes
Diverse Audiences
Chap ter 13 15
Information Architecture
Vertical Hierarchy
Horizontal Division
Hyperlinks
Chap ter 13 16
Organizing the Site

Site Navigation
Reader Control Information Chunks
Chap ter 13 17
Planning Analytical Reports

Assess Opportunities
Solve Problems
Support Decisions
Chap ter 13 18
Defining the Problem

What needs to be determined?
Why is this issue important?

Who is involved in the situation? Where is the trouble located?
How did the situation originate?

When did it start?
Chap ter 13 19
Organizing Analytical Reports

Common Structural Approaches
Logical Arguments
Indirect
Feasible Recommendations
Balanced
Bottom-Line Conclusions
Direct
Resistant Audiences
Receptive Audiences
Chap ter 13 20
Focus on Conclusions
Advantages Disadvantages
Easy-to-Use Format
Bottom-Line Driven
Reader Resistance
Superficial Appearance
Chap ter 13 21
Focus on Recommendations
1. Establish the need for action
2.
3. 4. 5.
Introduce the overall benefits

List the required steps Explain each step more fully Summarize the recommendations
Chap ter 13 22
Focus on Logical Arguments

2 + 2 = 4 Approach
Introduce Problem/Opportunity
Main Reasons for Conclusions Main Reasons for Recommendations Evidence Behind Reasons
Yardstick Approach
Discuss Problem/Opportunity
Present Alternatives List Decision-Making Criteria Weigh Alternatives Against Criteria
Chap ter 13 23
Planning Proposals
Internal Requests External Requests
Funding
Investments
Management Support
General Projects
Grants
Sales
Chap ter 13 24
Organizing Proposals
Direct Solicited Type of Approach Unsolicited Indirect
Interested
Type of Audience
Uninterested
Chap ter 13 25
Chap ter 13 26
Writing Reports and Proposals


Planning Writing Completing
Compose the Message
Chap ter 14 27
Audience Adaptation
Learn Their Needs
Build Relationships
Control Style and Tone
Chap ter 14 28
Reports and Proposals

The Introduction Body Sections Closing Section
Chap ter 14 29
The Introduction
Report Context Subject or Purpose
Main Ideas
Overall Tone
Chap ter 14 30
The Body Sections

Present
Analyze
Interpret Support
Chap ter 14 31
The Closing Section

Emphasize Main Points
Summarize Benefits
Reinforce Structure
Chap ter 14 32
Drafting Report Content

Accurate Complete
Balanced
Clear and Logical
Documented Properly
Chap ter 14 33
Report Introduction
Authorization
Scope Sources and Methods Limitations
Problem/Purpose
Background Terms and Definitions Report Organization
Chap ter 14 34
The Report Body

Explanations of problem/opportunity
Facts, statistics, and trends Results of studies or investigations
Discussion and analysis

Advantages, disadvantages, costs, and benefits
Chap ter 14 35
The Report Body

Procedures or steps in a process
Methods and approaches Criteria for evaluating options
Conclusions and recommendations

Supporting reasons for conclusions and recommendations
Chap ter 14 36
The Report Closing

Key-Item Summary Conclusions Recommendations Action Plans
Chap ter 14 37
Drafting Proposal Content

Attention Proposal
Introduction
Interest
Solicited Proposal
Body Closing
Unsolicited Proposal
Action
Desire
Chap ter 14 38
Strategies for Success

Demonstrate Your Knowledge Provide Concrete Examples
Research the Competition
Offer a Workable Proposal
Adopt a You Attitude
Present an Attractive Package
Chap ter 14 39
Proposal Introduction
Problem or Opportunity Proposed Solution
Scope of Delimitations
Organization
Chap ter 14 40
The Proposal Body

Proposed Approach Work Plan
Qualifications
Detailed Cost
Chap ter 14 41
The Proposal Closing

Summarize Key Points Emphasize Benefits
Restate Qualifications
Obtain Commitment
Chap ter 14 42
Drafting Online Content

Build trust with intended audiences
Adapt content for global audience Compose web-friendly content Use in a concise, skimmable format Include effective links
Chap ter 14 43
Help Readers Find Their Way

Headings and Links Transitional Devices Previews and Reviews
Readability Frameworks
Words Sentences
Introductions Summaries
Relationships
Paragraphs
Overviews
Chap ter 14 44
Templates
Linked Files
Embedded Files
Electronic Forms
Electronic Documents
Multimedia Documents
Chap ter 14 45
Technology for Reports and Proposals
Chap ter 13 46
Completing Reports and Proposals


Planning Writing Completing
Compose the Message
Chap ter 15 47
Revising
Producing Proofreading Distributing
Chap ter 15 48
Finalizing Formal Reports and Proposals
Content Readability Organization
Style and Tone
Chap ter 15 49
Revising Reports and Proposals
Design Elements Report-Writing Tasks Computer Resources Audience Expectations
Chap ter 15 50
Producing Reports and Proposals
Type of Report Audience Needs
Prefatory Parts
Text of the Report
Supplementary Parts
Type of Company
Chap ter 15 51
Components of Formal Reports
Report Length
The Prefatory Parts

Cover
Letter of Acceptance List of Illustrations
Title Fly or Title Page
Letter of Transmittal
Synopsis or Abstract
Letter of Authorization
Table of Contents
Executive Summary
Chap ter 15 52
Body
Chap ter 15 53
The Text of the Report
Introduction
Closing
Supplementary Parts
Appendixes
Chap ter 15 54
Bibliography Index
List of Illustrations
Request for Proposal
Executive Summary
Letter of Transmittal
Chap ter 15 55
Proposal Cover
Title Fly
Title Page
Table of Contents
Components of Formal Proposals
The Text of the Proposal

Solicited
Introduction
Formal
Body
Closing
Informal
Unsolicited
Chap ter 15 56
Inconsistencies
Errors and Omissions

Text Placement Punctuation
Missing Components
Visual Aids
Spelling
Chap ter 15 57
Proofreading Reports and Proposals
Physical
Electronic
Web-Based
Chap ter 15 58
Distribution of Reports and Proposals
Company background Project description Overall requirements
Decision-making criteria
Proposal requirements Submission/contact information
Chap ter 15 59
Writing Requests for Proposals

BC - Reports and Proposals

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Chap ter 13 1

Reports and Proposals

Planning Reports and Proposals

Course Business Communication & Speaking

Three-Step Writing Process

Adapt to the Audience

Compose the Message

Course Business Communication & Speaking

Analyzing the Situation

Course Business Communication & Speaking

Defining the Purpose

Course Business Communication & Speaking

Preparing the Work Plan

Final Products or Outcomes

Schedules and Requirements

Plans for Following Up

Course Business Communication & Speaking

Course Business Communication & Speaking

Selecting the Medium

Course Business Communication & Speaking

Course Business Communication & Speaking

Monitor and Control Operations

Implement Policies and Procedures

Course Business Communication & Speaking

Planning Informational Reports

Course Business Communication & Speaking

Organizing Informational Reports

Creating Business Plans

Market and Competition

Course Business Communication & Speaking

Creating Business Plans

Risks and Problems

Course Business Communication & Speaking

Course Business Communication & Speaking

Course Business Communication & Speaking

Organizing the Site

Reader Control Information Chunks

Course Business Communication & Speaking

Planning Analytical Reports

Course Business Communication & Speaking

Defining the Problem

Why is this issue important?

How did the situation originate?

Course Business Communication & Speaking

Organizing Analytical Reports

Course Business Communication & Speaking

Course Business Communication & Speaking

Introduce the overall benefits

Course Business Communication & Speaking

Focus on Logical Arguments

Course Business Communication & Speaking

Course Business Communication & Speaking

Course Business Communication & Speaking

Writing Reports and Proposals

Three-Step Writing Process

Analyze Situation Gather Information Select Medium Get Organized

Adapt to the Audience

Revise Produce Proofread Distribute

Compose the Message

Course Business Communication & Speaking

Control Style and Tone

Course Business Communication & Speaking

Reports and Proposals

Course Business Communication & Speaking