© Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 1 Understanding and Planning Reports and Proposals.

Understanding and Understanding and Planning Reports and Planning Reports and

ProposalsProposals

Understanding and Understanding and Planning Reports and Planning Reports and

ProposalsProposals

Basic Report Basic Report CategoriesCategories

ProposalsProposalsProposalsProposals

AnalyticalAnalyticalAnalyticalAnalytical

InformationalInformationalInformationalInformational

Planning Writing Completing

Analyze SituationAnalyze Situation

Gather InformationGather Information

Select MediumSelect Medium

Get OrganizedGet Organized

ReviseRevise

ProduceProduce

ProofreadProofread

DistributeDistribute

Analyze the Audience

Composethe MessageCompose

the Message

Three-Step Writing Three-Step Writing ProcessProcess

Analyzing the SituationAnalyzing the Situation

Define the Purpose Prepare the Work Plan

Why It Is Being PreparedWhy It Is Being Prepared

What It Will DeliverWhat It Will Deliver

What Must Be DoneWhat Must Be Done

When It Will Be DoneWhen It Will Be Done

Elements of the Work Elements of the Work PlanPlan

Problem orProblem orOpportunityOpportunityProblem orProblem orOpportunityOpportunity

Purpose andPurpose andScopeScope

Schedules andSchedules andRequirementsRequirementsSchedules andSchedules andRequirementsRequirements

Plans forPlans forFollowing UpFollowing Up

WorkingWorkingOutlineOutline

Tasks to BeTasks to BeAccomplishedAccomplishedTasks to BeTasks to Be

AccomplishedAccomplishedFinal ProductsFinal Productsor Outcomesor Outcomes

Final ProductsFinal Productsor Outcomesor Outcomes

Gathering InformationGathering Information

PrioritiesPrioritiesPrioritiesPriorities

AudienceAudienceAudienceAudience

PurposePurposePurposePurpose

Selecting the Right Selecting the Right MediumMedium

DigitalDigitalFormatFormat

MediaMediaRequirementsRequirements

DocumentDocumentUsesUses

FeedbackFeedbackPreferencesPreferences

SubjectSubjectMatterMatter

HardcopyHardcopyFormatFormat

Audience MembersAudience Members

Organizing the Organizing the InformationInformation

Direct ApproachDirect ApproachDirect ApproachDirect Approach Indirect ApproachIndirect ApproachIndirect ApproachIndirect Approach

Conclusions andConclusions andRecommendationsRecommendationsConclusions andConclusions and

RecommendationsRecommendations

Overall FindingsOverall FindingsOverall FindingsOverall Findings

Objective SupportObjective SupportObjective SupportObjective Support

Overall FindingsOverall FindingsOverall FindingsOverall Findings

Discussion and SupportDiscussion and SupportDiscussion and SupportDiscussion and Support

Conclusions andConclusions andRecommendationsRecommendationsConclusions andConclusions and

RecommendationsRecommendations

Supporting Your Supporting Your MessagesMessages

1. Plan your research

2. Locate data and information

3. Process the data and information

4. Apply your findings

5. Manage information efficiently

Plan Your Research Plan Your Research

Develop aDevelop aProblem StatementProblem Statement

GenerateGenerateResearch QuestionsResearch Questions

IdentifyIdentifyInformation NeedsInformation Needs

Prioritize Prioritize Information NeedsInformation Needs

Research Ethics and Research Ethics and EtiquetteEtiquette

DocumentDocumentSourcesSources

ObserveObserveProperty RightsProperty Rights

RespectRespectParticipantsParticipants

Don’t SkewDon’t SkewResultsResults

RespectRespectPrivacy RightsPrivacy Rights

Data and InformationData and Information

Primary Primary ResearchResearchPrimary Primary ResearchResearch

Secondary Secondary ResearchResearch

Evaluating SourcesEvaluating Sources

Purpose ofPurpose ofthe Materialthe MaterialPurpose ofPurpose ofthe Materialthe Material

Honesty andHonesty andReliabilityReliability

PotentialPotentialBiasBias

PotentialPotentialBiasBias CompletenessCompletenessCompletenessCompleteness

IndependentIndependentVerificationVerification

InformationInformationSourcesSources

Author’sAuthor’sCredibilityCredibilityAuthor’sAuthor’s

CredibilityCredibility TimelinessTimelinessTimelinessTimeliness

Secondary ResearchSecondary Research

Inside the Company Outside the Company

Reports and MemosReports and Memos

Other DocumentsOther Documents

Print ResourcesPrint Resources

Online ResourcesOnline Resources

Finding Information Finding Information at the Libraryat the Library

BusinessBusinessBooksBooks

ElectronicElectronicDatabasesDatabasesElectronicElectronicDatabasesDatabases NewspapersNewspapersNewspapersNewspapers PeriodicalsPeriodicalsPeriodicalsPeriodicals

DirectoriesDirectoriesDirectoriesDirectories AlmanacsAlmanacsAlmanacsAlmanacs StatisticalStatisticalResourcesResourcesStatisticalStatisticalResourcesResources

GovernmentGovernmentPublicationsPublications

Internet Search Internet Search ToolsTools

Search EnginesSearch EnginesSearch EnginesSearch Engines

WebWebDirectoriesDirectories

Meta-SearchMeta-SearchEnginesEngines

OnlineOnlineDatabasesDatabases

Search Search TechniquesTechniques

Keyword SearchesKeyword Searches

Boolean OperatorsBoolean Operators

Natural LanguageNatural Language

Forms-Based SearchesForms-Based Searches

Fine-Tune Search Fine-Tune Search MethodsMethods

Read InstructionsRead Instructions Observe DetailsObserve Details Review OptionsReview Options

Vary Search TermsVary Search Terms Adjust ScopeAdjust Scope Use Search AgentsUse Search Agents

Documenting Documenting SourcesSources

DirectQuotes

ParaphrasedMaterial

CommonKnowledge

CopyrightLaw

SpecializedKnowledge

Fair UseDoctrine

Credit Your SourcesCredit Your SourcesCredit Your SourcesCredit Your Sources

Help Your ReadersHelp Your ReadersHelp Your ReadersHelp Your Readers

Build Your CredibilityBuild Your CredibilityBuild Your CredibilityBuild Your Credibility

Primary InformationPrimary Information

DocumentsDocumentsDocumentsDocuments

ExperimentsExperimentsExperimentsExperiments

ObservationsObservationsObservationsObservations

Self-ContainedSelf-ContainedQuestionsQuestions

UnambiguousUnambiguousQuestionsQuestions

No LeadingNo LeadingQuestionsQuestions

Easy-to-AnalyzeEasy-to-AnalyzeQuestionsQuestions

ShortShortQuestionnairesQuestionnaires

Easy-to AnswerEasy-to AnswerQuestionsQuestions

ClearClearInstructionsInstructions

Develop Effective Develop Effective SurveysSurveys

Effective Internet Effective Internet SurveysSurveys

Save TimeSave Time

Minimize CostMinimize Cost

Boost ResponseBoost Response

Conducting InterviewsConducting Interviews

Types of QuestionsTypes of Questions

Sequence of QuestionsSequence of Questions

Culture and LanguageCulture and Language

DemographicsDemographics

Using Research Using Research ResultsResults

Quoting

Paraphrasing

Summarizing

Applying the FindingsApplying the Findings

Drawing Good Drawing Good ConclusionsConclusions

Making FeasibleMaking FeasibleRecommendationsRecommendations

Planning Planning Informational ReportsInformational Reports

Monitor andMonitor andControl OperationsControl Operations

Demonstrate Demonstrate ComplianceCompliance

Implement Policies Implement Policies and Proceduresand Procedures

Report ProgressReport ProgressReport ProgressReport Progress

Structuring Structuring Informational ReportsInformational Reports

ComparisonComparison ImportanceImportance SequenceSequence

ChronologyChronology SpatialOrientation

SpatialOrientation GeographyGeography CategoryCategory

Planning Analytical Planning Analytical ReportsReports

Assess OpportunitiesAssess Opportunities

Solve ProblemsSolve Problems

Support DecisionsSupport Decisions

Challenges of WritingChallenges of WritingAnalytical ReportsAnalytical Reports

Who Is Involved?Who Is Involved?

When Did It Start?When Did It Start?

What Must Be Determined?

Where Is the Trouble Located?

Why is this issueImportant?

How Did the Situation Start?How Did the

Situation Start?

Writing Quality Reasoning Quality Responsibility

Focus on Focus on RecommendationsRecommendations

1. Establish the need for action

2. Introduce the overall benefits

3. List the required steps

4. Explain each step more fully

5. Summarize the recommendations

Focus on Logical Focus on Logical ArgumentsArguments

2 + 2 = 4 Approach2 + 2 = 4 Approach

Scientific MethodScientific Method

Yardstick ApproachYardstick Approach

Planning ProposalsPlanning Proposals

Internal RequestsInternal Requests External RequestsExternal Requests

GeneralGeneralProjectsProjects

FundingFundingFundingFunding

ManagementManagementSupportSupport

ManagementManagementSupportSupport SalesSalesSalesSales

InvestmentsInvestmentsInvestmentsInvestments

GrantsGrantsGrantsGrants

Structuring ProposalsStructuring Proposals

Solicited Unsolicited

Type of ApproachType of Approach IndirectIndirectDirectDirect

Type of AudienceType of Audience UninterestedUninterestedInterestedInterested

Reviewing Key PointsReviewing Key Points

• Applying the three-step process

• Supporting your message

• Planning informational reports

• Planning analytical reports

• Planning proposals

© Prentice Hall, 2007Business Communication Essentials, 3eChapter 10 - 1 Understanding and Planning Reports and Proposals.

prentice hall

information needs

step writing process

work plan problem

material purpose

problem statement

research ethics

research questions

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