Writing and Completing Business Reports and Proposals - PowerPoint PPT Presentation

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Writing and Completing Business Reports and Proposals
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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. A good proposal reflects whether the writer has a clear idea of the project being proposed; why it is needed, why it is important, and how it will benefit the community. Sidney Sawyer, Manager Community Programs VanCity Community Foundation From The Real World Business Communication Essentials

  3. Three-Step Writing Process Planning Writing Completing Analyze the Situation Investigate the Topic Adapt to the Audience Organize the Message Compose the Message Revise the Message Produce the Message Proofread the Message Business Communication Essentials

  4. Organizing Reports and Proposals Format Length Collected Material Business Document Order Structure Business Communication Essentials

  5. SelectingFormat and Length • Pre-printed Form • Letter • Memorandum • Manuscript Business Communication Essentials

  6. Choosing an Approach Direct Approach Indirect Approach Receptive Hostile Open-Minded Skeptical Audience Business Communication Essentials

  7. Structuring Informational Reports Importance Sequence Chronology Spatial Orientation Geography Category Business Communication Essentials

  8. Audience Receptive Unreceptive Focusing on Conclusions Focusing on Logical Arguments Focusing on Recommendations Direct Indirect Structuring Analytical Reports Business Communication Essentials

  9. Structuring Proposals Solicited Unsolicited • Receptive Audience • Recognized Problem • Identified Solution • Skeptical Audience • Unrecognized Problem • Proposed Solution Business Communication Essentials

  10. Selecting Visual Aids Tables Line and Surface Charts Bar Charts Pie Charts Flowcharts Organization Charts Business Communication Essentials

  11. 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

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

  13. Line Chart: Net Operating Income/Loss of CanMedia Studios Business Communication Essentials

  14. Surface Chart: Average Monthly Sales at Computer Land Business Communication Essentials

  15. Bar Chart: Total Internet Sales 1997-2003 Business Communication Essentials

  16. Usage of Business Communication Channels Business Communication Essentials

  17. Keyboard Input First Hard Copy Next Hard Copy Edit Edit OK? Yes Yes Submit Report No Add? Keyboard Input/Edit Keyboard Input/Edit No Style and Spelling Style and Spelling Flow Chart: The Report Writing Process Business Communication Essentials

  18. Chief Executive Officer Executive Vice President Executive Vice President President Vice President Vice President Vice President Vice President Vice President Region 1 Region 2 Region 3 Region 4 Region 5 District A District B District C District D District E District F District G Organization Chart Business Communication Essentials

  19. Using Computersto Create Visuals Advantages Challenges Speed Image Accuracy Message Ease of Use Audience Business Communication Essentials

  20. Text and Content Degree of Formality Time Perspective Navigational Clues Composing Reportsand Proposals Business Communication Essentials

  21. Accurate Complete Balanced Structured Documented Successful Reports Business Communication Essentials

  22. Demonstrate your knowledge Provide concrete examples Research the competition Prove that your proposal is workable Adopt a “you” attitude Package your proposal attractively Successful Proposals Business Communication Essentials

  23. The Introduction Context or Problem Subject or Purpose Main Ideas Overall Tone Business Communication Essentials

  24. Present Analyze Interpret Support The Body Chapters Business Communication Essentials

  25. The Closing Section Emphasizes the Main Points Summarizes the Benefits Reinforces the Structure Brings Action Items Together Business Communication Essentials

  26. Formality Time Frame Overall Structure Additional Report-Writing Tasks Business Communication Essentials

  27. Revising Producing Proofreading Completing Reports and Proposals Business Communication Essentials

  28. Prefatory Parts Text of the Report Supplementary Parts Components of Formal Reports Type of Report Audience Needs Report Length Type of Company Business Communication Essentials

  29. Prefatory Parts Cover Letter of Authorization List of Illustrations Title Fly or Title Page Letter of Transmittal Synopsis or Abstract Letter of Authorization Table of Contents Executive Summary Business Communication Essentials

  30. Introduction Body Closing Text of the Report Business Communication Essentials

  31. Appendixes Bibliography Index Supplementary Parts Business Communication Essentials

  32. Proposal Cover Title Fly Title Page Table of Contents List of Illustrations Request for Proposal Executive Summary Letter of Transmittal Components of Formal Proposals Business Communication Essentials

  33. Introduction Body Closing Text of the Proposal Solicited Formal Informal Unsolicited Business Communication Essentials

  34. Real World Applications Should a report always explain the writer’s method of gathering evidence or solving a problem? Why or why not? Let’s discuss! Business Communication Essentials

  35. Real World Applications You’re writing a report to the director of HR in your company. You want to emphasize the new team approach, implemented 6 months ago, has reduced absenteeism and turnovers in all but two departments. How would you visually present your date in the most favorable light? Let’s Discuss! Business Communication Essentials

  36. Real World Applications How would you report on a confidential survey in which employees rated their manager’s capabilities? Both employees and managers expect to see the results. Would you give the same report to employees and mangers? What components would you include or exclude for each audience? Let’s Discuss! Business Communication Essentials