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Planning Reports and Proposals

Planning Reports and Proposals. Workplace Writing. Informational reports Analytical reports Proposals. Three-Step Writing Process. Planning Writing Completing . Analyzing the Situation. Define the purpose Prepare the work plan. Defining the Purpose. Inform Persuade Recommend

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Planning Reports and Proposals

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  1. Planning Reports and Proposals Business Communication Today 8e

  2. Workplace Writing • Informational reports • Analytical reports • Proposals Business Communication Today 8e

  3. Three-Step Writing Process • Planning • Writing • Completing Business Communication Today 8e

  4. Analyzing the Situation • Define the purpose • Prepare the work plan Business Communication Today 8e

  5. Defining the Purpose • Inform • Persuade • Recommend • Confirm • Analyze • Summarize Business Communication Today 8e

  6. Preparing the Work Plan • Statement of the problem • Statement of the purpose and scope • Discussion of tasks to be accomplished • Description of final products or outcomes • Review of schedules and requirements • Plans for following up • Working outline Business Communication Today 8e

  7. Gathering Information • Purpose • Audience • Priorities Business Communication Today 8e

  8. Selecting the Medium • Hardcopy • Digital format • Multimedia Business Communication Today 8e

  9. Organizing the Information • Direct approach • State conclusions and recommendations • Introduce findings • Include support • Indirect approach • Introduce findings • Discuss support • State conclusions and recommendations Business Communication Today 8e

  10. Descriptive (Topical) Outline Informative (Talking) Outline I. Industry Characteristics A. Annual sales B. Profitability C. Growth rate 1. Sales 2. Profit I. Flour milling is a mature industry. A. Market is large B. Profit margins are narrow C. Growth is modest. 1. Sales growth less than 3% 2. Profit growth is flat. Using Outline Headings Business Communication Today 8e

  11. Informational Reports • Monitor and control operations • Implement policies and procedures • Document compliance • Record overall progress Business Communication Today 8e

  12. Organizing Informational Reports • Comparison • Performance • Sequence or time • Category • Geography • Spatial orientation Business Communication Today 8e

  13. Planning Analytical Reports • Assess opportunities • Solve problems • Support decisions Business Communication Today 8e

  14. Challenges of Writing Analytical Reports • Quality of reasoning • Clarity of writing • Persuasive elements Business Communication Today 8e

  15. 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? Business Communication Today 8e

  16. Organizing Analytical Reports • Logical arguments • Feasible recommendations • Bottom-line conclusions Business Communication Today 8e

  17. Focus on Conclusions • Advantages • Ease of use • Bottom-line driven • Disadvantages • Possible resistance • Oversimplification Business Communication Today 8e

  18. Focus on Recommendations • Establish the need for action • Introduce benefits • List the steps • Explain each step • Summarize Business Communication Today 8e

  19. Focus on Logical Arguments • 2 + 2 = 4 approach • Scientific method • Yardstick approach Business Communication Today 8e

  20. Planning Proposals • Internal • Funding • Management support • General projects • External • Investments • Grants • Sales Business Communication Today 8e

  21. Structuring Proposals • Solicited • Direct approach • Interested audience • Unsolicited • Indirect approach • Uninterested audience Business Communication Today 8e

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