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Mastering Reports and Proposals: Business Writing Guide

This guide covers the three-step writing process, effective research methods, information organization, ethical considerations, data evaluation, primary and secondary research, and conducting surveys and interviews.

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Mastering Reports and Proposals: Business Writing Guide

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  1. Planning Reports and Proposals

  2. Learning Objectives • Adapt the three-step writing process to reports and proposals • Describe an effective business research process and learn the difference between primary and secondary research • Provide five guidelines for conducting an effective online search

  3. Learning Objectives • Describe the major tasks involved in processing and applying your research results • Explain how to organize informational reports and website content • Discover three ways to organize analytical reports, and how to plan proposals

  4. Effective Reports and Proposals • Informational reports • Analytical reports • Proposals

  5. Analyze Situation Adapt to the Audience Revise Gather Information Produce Compose the Message Select Medium Proofread Get Organized Distribute The Three-Step Process Planning Writing Completing

  6. Define purpose To inform To identify To analyze Create work plan Determine tasks Create outline Set schedule Analyze the Situation

  7. Gather the Information • What is your purpose? • Who is your audience?

  8. Select the Medium • Media requirements • Media preferences • Feedback preferences • Subject matter

  9. Organize the Information • Direct approach • State conclusions and recommendations • Introduce findings • Include support • Indirect approach • Introduce findings • Discussion and support • State conclusions and recommendations

  10. Supporting Your Messages • Plan your research • Locate data and information • Process data and information • Apply your findings • Manage information

  11. Plan Your Research • Learn about the subject • Develop a problem statement • Understand your research purpose

  12. Ethics and Etiquette • Do not force a specific outcome • Respect privacy of participants • Document and credit your sources • Respect intellectual property rights • Do not distort information • Do not misrepresent your intentions

  13. Data and Information • Secondary research • Primary research

  14. Evaluating Your Sources • Is the source honest and reliable? • Is the source potentially biased? • What is the purpose of the material? • Is the author credible?

  15. Evaluating Your Sources • What is the source of the information? • Can you verify the material? • Is the material current? • Is the material complete?

  16. Secondary Research • Inside the company • Reports and memos • Other documents • Outside the company • Print resources • Online resources

  17. Using the Library • Newspapers and periodicals • Business books • Directories • Almanacs and statistical resources • Government publications • Electronic databases

  18. Internet Search Tools • Search engines • Web directories • Online databases • Metasearch engines

  19. Search Techniques • Keyword searches • Boolean operators • Natural language • Forms-based searches

  20. Fine Tune Search Methods • Read the instructions • Observe the details • Review search and display options • Vary the search terms • Adjust the scope of the search

  21. Innovative Search Tools • Desktop search engines • Enterprise search engines • Research and content managers • Social bookmarking sites • Newsfeeds

  22. Documenting Sources • Credit research sources • Build your credibility • Help your readers

  23. Primary Research • Surveys • Interviews • Experiments • Observations

  24. Conducting Surveys • Avoid sampling bias • Obtain a representative sample • Make sure the sample is reliable and valid

  25. Effective Questionnaires • Provide clear instructions • Keep it short and easy to answer • Seek easy-to-analyze answers • Avoid leading questions • Avoid ambiguous questions • Ask one question at a time • Make the survey adaptive

  26. Internet Surveys • Save time • Minimize cost

  27. Conducting Interviews • Selecting the questions • Open-ended • Closed • Asking the questions • Set the sequence • Be proactive

  28. Types of Interviews • Face-to-face • E-mail • Focus group

  29. Data and Information • Quoting • Paraphrasing • Summarizing • Analyzing • Concluding • Recommending

  30. Analyzing Numeric Data • Mean, median, and mode • Overall trends • Cross-tabulation

  31. Processing Information • Quoting, paraphrasing, summarizing • Avoid plagiarism • Cite sources • Observe context

  32. Apply Your Findings • Drawing conclusions • Making recommendations

  33. Planning Informational Reports • Monitor and control operations • Implement policies and procedures • Demonstrate compliance • Report progress

  34. Organizing Informational Reports • Comparison • Importance • Sequence • Chronology • Geography • Category • Spatial orientation

  35. Organizing Websites • Users are demanding • Reading online is difficult • The format is non-linear • The medium is multidimensional

  36. Information Architecture • Vertical hierarchy • Horizontal division • Hyperlinks

  37. Planning Analytical Reports • Assess opportunities • Market analysis and due diligence • Solve problems • Troubleshooting and failure analysis • Support decisions • Feasibility and justification

  38. Challenges of Analytical Reports • Investigation • Persuasion • Responsibility

  39. 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?

  40. Methods of Organization • Focus on conclusions • Focus on recommendations • Focus on logical arguments

  41. Focus on Conclusions • Advantages • Ease of use • Bottom-line driven • Disadvantages • Possible resistance • Oversimplification

  42. Focus on Recommendations • Establish the need for action • Introduce the overall benefits • List the required steps • Explain each step more fully • Summarize the recommendations

  43. Focus on Logical Arguments • 2 + 2 = 4 approach • Yardstick approach

  44. Planning Proposals • Internal • Management support • New equipment or research projects • External • Investments and grants • Sales

  45. Types of Proposals • Solicited • Requested (RFP) • Audience initiated • Unsolicited • Not requested • Writer initiated

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