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Writing and Completing Business Reports and Proposals

Writing and Completing Business Reports and Proposals. Three-Step Writing Process. Planning Writing Completing. Writing Reports and Proposals. Format Length Order Structure. Format and Length. Preprinted form Letter Memo Manuscript. Overall Approach. Direct approach

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Writing and Completing Business Reports and Proposals

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  1. Writing and Completing Business Reports and Proposals Business Communication Essentials

  2. Three-Step Writing Process • Planning • Writing • Completing Business Communication Essentials

  3. Writing Reports and Proposals • Format • Length • Order • Structure Business Communication Essentials

  4. Format and Length • Preprinted form • Letter • Memo • Manuscript Business Communication Essentials

  5. Overall Approach • Direct approach • Receptive audience • Open-minded audience • Indirect approach • Skeptical audience • Hostile audience Business Communication Essentials

  6. Informational Report Structures • Importance • Sequence • Chronology • Spatial orientation • Geography • Category Business Communication Essentials

  7. Analytical Report Structures • Audience members • Receptive • Skeptical • Focus • Conclusions • Recommendations • Logical arguments Business Communication Essentials

  8. Structuring Proposals • Solicited (direct approach) • Receptive audience • Recognized problem • Identified solution • Unsolicited (indirect approach) • Skeptical audience • Unrecognized problem • Proposed solution Business Communication Essentials

  9. Organizing Visual Aids • Convey important points • Promote understanding • Increase interest levels • Balance visuals and words Business Communication Essentials

  10. Multicolumn Head* The Parts of a Table Single Column Head Single Column Head Stub head Subhead Subhead Row head Row head Subhead Subhead Total XXX XX XX XXX XXX XXX XXX XXX XX XX XX XX XX XX XX XX Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table). Business Communication Essentials

  11. Preparation of Tables • Use common, clearly identified units • Use the same units for all items in columns • Label column headings • Separate rows and columns • Document data sources Business Communication Essentials

  12. Line and Surface Charts • Show changes • Indicate relationships Business Communication Essentials

  13. Preparation of Bar Charts • Compare items • Show changes • Indicate relationships • Show relative sizes Business Communication Essentials

  14. Preparation of Pie Charts • Limit the number of slices • Arrange slices clockwise • Use a variety of colors • Show numbers or percentages Business Communication Essentials

  15. Showing Relationships • Organization charts • Positions • Units • Functions • Flow charts • Processes • Procedures • Sequences Business Communication Essentials

  16. Advantages Speed Accuracy Versatility Challenges Training Artistic skills Time requirements Computer-Based Visuals Business Communication Essentials

  17. Composing Reportsand Proposals • Text and content • Degree of formality • Time perspective • Navigational clues Business Communication Essentials

  18. Successful Reports • Accurate • Complete • Balanced • Structured • Documented Business Communication Essentials

  19. 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 Business Communication Essentials

  20. The Introduction • Context or problem • Subject or purpose • Main ideas • Overall tone Business Communication Essentials

  21. The Body Chapters • Present • Analyze • Interpret • Support Business Communication Essentials

  22. The Closing Section • Emphasize main points • Summarize benefits • Reinforce structure • Group action items Business Communication Essentials

  23. Additional Report-Writing Tasks • Choose the degree of formality • Establish time perspective • Reveal overall structure Business Communication Essentials

  24. Completing Reportsand Proposals • Revising • Producing • Proofreading Business Communication Essentials

  25. Components of Formal Reports • Prefatory parts • Text of the report • Supplementary parts Business Communication Essentials

  26. Letter of authorization Cover page Letter of acceptance Title fly or title page Synopsis or abstract Table of contents Letter of transmittal Executive summary Prefatory Parts Business Communication Essentials

  27. Text of the Report • Introduction • Body • Closing Business Communication Essentials

  28. Supplementary Parts • Appendixes • Bibliography • Index Business Communication Essentials

  29. Cover Title fly Title page Table of contents List of illustrations Copy of RFP Executive summary Letter of transmittal Components of Formal Proposals Business Communication Essentials

  30. Text of the Proposal • Introduction • Body • Closing Business Communication Essentials

  31. Reviewing Key Points • Writing reports and proposals • Structuring informational reports • Structuring analytical reports • Choosing visual aids • Completing reports and proposals • Understanding formal documents Business Communication Essentials

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