Business Communication

Business Communication
Today
Today
Chapter 14
Planning Reports and Proposals

Copyright 2016 Pearson Education Limited Chapter 14 1

 Learning Objectives
1. Adapt the three-step writing
process to reports and proposals.
2. List options for organizing
informational reports; name key
parts of a business plan.
3. Discuss three major ways to
organize analytical reports.
4. Explain how to choose an
organizational strategy when
Copyright 2016 Pearson Education Limited Chapter 14 2
Applying the
Applying the Three-Step
Three-Step
Writing Process
Writing Process to
to
Reports and
Reports and Proposals
Proposals
(LO 14.1) Adapt the three-step writing
process to reports and proposals.

Copyright 2016 Pearson Education Limited Chapter 14 3

 Types and Nature of
Reports
Informational Analytical
Proposals
Reports Reports
Monitor and
Control Assess
Operations Opportunities Internal Proposals
Implement
Policies and
Procedures Solve Problems
Demonstrate
Compliance External
Document Support Decisions Proposals
Progress
Copyright 2016 Pearson Education Limited Chapter 14 4
 Defining Your Purpose

Informational Reports
To respond to audience needs
To uncover audience needs
Analytical Reports and
Proposals
To respond to a perceived problem
To address a perceived opportunity
Copyright 2016 Pearson Education Limited Chapter 14 5
 Preparing Your Work
Plan
Essential elements
State problem or opportunity
State purpose and scope of
investigation
Additional elements
Discuss tasks, products, and activities
Review assignments, schedules, and
resources
Plans for following up
Copyright 2016 Pearson Education Limited Chapter 14 6

Gathering Information

Planning
Planning Your
Your
Research
Research

Statement Audience
Audience Informatio
of Purpose Needs
Needs n Needs

Copyright 2016 Pearson Education Limited Chapter 14 7

 Selecting the Best
Media
and Channels
Observe Media Learn Feedback
Requirements Preferences

Learn How Observe Stylistic

Readers Will Use Expectations
the Document
Copyright 2016 Pearson Education Limited Chapter 14 8
 Organizing Your
Information
More Less
Direct Approach
Receptive Audience

Resistant Audience
Indirect Approach
Less More
Copyright 2016 Pearson Education Limited Chapter 14 9
Summary of Discussion
In this section, we discussed the
following:
Types and Nature of Reports
Defining Your Purpose
Preparing Your Work Plan
Gathering Information

(Continued on Next Slide)

Copyright 2016 Pearson Education Limited Chapter 14 10

Summary of Discussion
Selecting the Best Media and Channels
Organizing Your Information
The next section will cover Planning
Informational Reports.

Copyright 2016 Pearson Education Limited Chapter 14 11

Planning Informational
Planning
Reports
Reports
(LO 14.2) List the options for
organizing informational reports and
identify key parts of a business plan.

Copyright 2016 Pearson Education Limited Chapter 14 12

 Categories for
Informational Reports
Monitor and
Monitor and Implement
Implement
Control
Control Policies and
Policies and
Operations
Operations Procedures
Procedures

Demonstrate
Demonstrate Document
Document
Compliance
Compliance Progress
Progress

Copyright 2016 Pearson Education Limited Chapter 14 13

 Organizational
Strategies for
Information Reports
Comparison
Comparison Chronology
Chronology

Importance
Importance Geography
Geography

Sequence
Sequence Category
Category
Copyright 2016 Pearson Education Limited Chapter 14 14

 Creating Successful
Business Plans
Mission, Structure, Objectives,
Operations
Before the Company Is
1
Launched
When the Company Needs
2 Funding
After the Company Is
3 Operational
Copyright 2016 Pearson Education Limited Chapter 14 15

A Typical Business Plan
Summary
Mission and
Objectives
Attracting Company and
Funds From Industry
Outside Products or
Investors Services
Market/Competition
Management
Copyright 2016 Pearson Education Limited
Marketing Strategy
Chapter 14 16

A Typical Business Plan
Design/Developmen
t
Operations Plan
Attracting Overall Schedule
Funds From Risks and Problems
Outside Financial
Investors Projections
Financial
Requirements
Copyright 2016 Pearson Education Limited
Exit Strategy
Chapter 14 17

Summary of Discussion
In this section, we discussed the
following:
Categories for Informational Reports
Organizational Strategies for
Informational Reports
Creating Successful Business Plans
A Typical Business Plan
The next section will cover Planning
Analytical Reports.
Copyright 2016 Pearson Education Limited Chapter 14 18

Planning Analytical
Planning
Reports
Reports
(LO 14.3) Discuss three major ways to
organize analytical reports.

Copyright 2016 Pearson Education Limited Chapter 14 19

 What Are Analytical
Reports?
Assess Opportunities
Solve Business
Problems
Support Decision
Making

Copyright 2016 Pearson Education Limited Chapter 14 20

 The Challenges of
Writing Analytical
Reports
More than
More than Delivering
Delivering
Information
Information
Compelling, Persuasive
Compelling, Persuasive
Message
Message
Added Responsibility
Added Responsibility for
for
Outcomes
Outcomes
Copyright 2016 Pearson Education Limited Chapter 14 21

 Organizing Strategies
for Analytical Reports
Focusing on Conclusions

Focusing on
Recommendations
Focusing on Logical
Arguments
Copyright 2016 Pearson Education Limited Chapter 14 22

 Focusing on
Conclusions
Advantages Disadvantages

Direct Approach Ignores Questions

Potential for
Presents Main Idea
Oversimplification
Copyright 2016 Pearson Education Limited Chapter 14 23

 Focusing on
Recommendations
1. Establish the need for action.
2. Introduce benefits and potential
risks.
3. List the recommended steps.
4. Explain each step more fully.
5. Summarize the recommendations.

Copyright 2016 Pearson Education Limited Chapter 14 24

 Focusing on
Logical Arguments
TheIndirect
The IndirectApproach
Approach

Skeptic 22 +
+22=
= 44Approach
Approach
Hostile
al
Readers
Readers
YardstickApproach
Yardstick Approach

Copyright 2016 Pearson Education Limited Chapter 14 25

Summary of Discussion
In this section, we discussed the
following:
What Are Analytical Reports?
Challenges of Writing Analytical
Reports
Organizing Strategies for Analytical
Reports
The next section will cover Planning
Proposals.
Copyright 2016 Pearson Education Limited Chapter 14 26

Planning Proposals
Planning

(LO 14.4) Explain how to choose an

organizational strategy when writing a
proposal.

Copyright 2016 Pearson Education Limited Chapter 14 27

 General Categories
of Proposals
Request Decisions from
Internal Managers in the
Proposals Organization

Request Decisions from

External Parties Outside the
Proposals Organization

Copyright 2016 Pearson Education Limited Chapter 14 28

 Types of Proposals
Unsolicited
Solicited Proposal
Proposal

Expected Unexpected

Strict
More Flexibility
Instructions
Copyright 2016 Pearson Education Limited Chapter 14 29

 Organizational
Strategies
for Proposals
Receptive Audience
Receptive Audience
Solicited
Solicited
Proposal
Proposal Direct Approach
Approach
Direct

Unreceptive
Unreceptive
Unsolicited
Unsolicited Audience
Audience
Proposal
Proposal Indirect Approach
Approach
Indirect
Copyright 2016 Pearson Education Limited Chapter 14 30

Summary of Discussion
In this section, we discussed the
following:
General Categories of Proposals
Types of Proposals
Organizational Strategies for Proposals
This concludes our discussion of
Chapter 14: Planning Reports
and Proposals.
Copyright 2016 Pearson Education Limited Chapter 14 31

Business Communication
Business Communication
Today
Today
Chapter 14
Planning Reports and Proposals

Copyright 2016 Pearson Education Limited Chapter 14 32