© Prentice Hall, 2003 Business Communication TodayChapter 12 - 1 Planning Business Reports and Proposals.

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 1

Planning Business Planning Business Reports and Reports and ProposalsProposals

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 2

Reports and ProposalsReports and Proposals

Monitor Monitor and Controland ControlOperationsOperations

ImplementImplementPolicies andPolicies andProceduresProcedures

DocumentDocumentResultsResults

Comply withComply withGovernmentGovernmentRegulationsRegulations

GuideGuideDecisionsDecisions

Gain the Gain the AcceptanceAcceptance

of Othersof Others

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 3

Classifying ReportsClassifying Reports

Source

Frequency

Audience

Length

Intent

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 4

InformationalInformationalReportsReports

Monitor andMonitor andControl OperationsControl Operations

Document Document ComplianceCompliance

State Policies State Policies and Proceduresand Procedures

Report ProgressReport Progress

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 5

Monitoring andMonitoring andControlling OperationsControlling Operations

WrittenPlans

OperatingReports

ActivityReports

•Strategic Plans

•Business Plans

•Marketing Plans

•MIS Reports

•Annual Reports

•Sales Reports

•Sales-Call Reports

•Expense Reports

•Recruiting Reports

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 6

ImplementingImplementingPolicies and Policies and ProceduresProcedures

ImplementingImplementingPolicies and Policies and ProceduresProcedures

LastingLastingGuidelinesGuidelines

LastingLastingGuidelinesGuidelines

PositionPositionPapersPapers

PositionPositionPapersPapers

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 7

Complying withComplying withGovernment Government RegulationsRegulations

Complying withComplying withGovernment Government RegulationsRegulations

AnnualAnnualReportsReportsAnnualAnnualReportsReports

InterimInterimReportsReportsInterimInterimReportsReports

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 8

Documenting ProgressDocumenting Progresson Workplace Projectson Workplace ProjectsDocumenting ProgressDocumenting Progresson Workplace Projectson Workplace Projects

InterimInterimReportsReportsInterimInterimReportsReports

FinalFinalReportsReports

FinalFinalReportsReports

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 9

Analytical ReportsAnalytical ReportsRecommendationsRecommendations

Solu

tions

Solu

tions

PersuasionPersuasion

Problem-SolvingProblem-SolvingReportsReports

Problem-SolvingProblem-SolvingReportsReports

Business Business ProposalsProposalsBusiness Business ProposalsProposals

ConclusionsConclusions

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 10

Solving ProblemsSolving Problems

Troubleshooting ReportsTroubleshooting ReportsTroubleshooting ReportsTroubleshooting Reports

Feasibility ReportsFeasibility ReportsFeasibility ReportsFeasibility Reports

Justification ReportsJustification ReportsJustification ReportsJustification Reports

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 11

Writing ProposalsWriting Proposals

InternalInternalInternalInternal

SolicitedSolicitedSolicitedSolicited

ExternalExternalExternalExternal

UnsolicitedUnsolicitedUnsolicitedUnsolicited

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 12

Three-Step Writing Three-Step Writing ProcessProcess

PlanningPlanning

Chapter 12Chapter 12

PlanningPlanning

Chapter 12Chapter 12

CompletingCompleting

Chapter 14Chapter 14

CompletingCompleting

Chapter 14Chapter 14

WritingWriting

Chapter 13Chapter 13

WritingWriting

Chapter 13Chapter 13

•AnalyzingAnalyzing

•InvestigatingInvestigating

•AdaptingAdapting

•AnalyzingAnalyzing

•InvestigatingInvestigating

•AdaptingAdapting

•OrganizingOrganizing

•ComposingComposing

•DesigningDesigning

•OrganizingOrganizing

•ComposingComposing

•DesigningDesigning

•RevisingRevising

•ProducingProducing

•ProofreadingProofreading

•RevisingRevising

•ProducingProducing

•ProofreadingProofreading

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 13

Planning ReportsPlanning ReportsPlanning ReportsPlanning Reports

AnalysisAnalysis AdaptationAdaptationInvestigationInvestigation

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 14

Analyzing the Analyzing the SituationSituation

InformationalInformationalReportsReports

AnalyticalAnalyticalReportsReports

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 15

Problem Definition Problem Definition for Analytical Reportsfor Analytical Reports

Ask theAsk theRight QuestionsRight Questions

Ask theAsk theRight QuestionsRight Questions

Clarify Clarify the Problemthe Problem

Clarify Clarify the Problemthe Problem

Form aForm aHypothesisHypothesis

Form aForm aHypothesisHypothesis

FactorFactorthe Problemthe Problem

FactorFactorthe Problemthe Problem

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 16

To InformTo InformTo InformTo Inform

To ConfirmTo ConfirmTo ConfirmTo Confirm

To RecommendTo RecommendTo RecommendTo Recommend

To SummarizeTo SummarizeTo SummarizeTo Summarize

To PersuadeTo PersuadeTo PersuadeTo Persuade

To AnalyzeTo AnalyzeTo AnalyzeTo Analyze

What Is the PurposeWhat Is the Purposeof the Report?of the Report?

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 17

I.I. First Major PartFirst Major Part

A.A. First subpointFirst subpoint

B.B. Second subpointSecond subpoint

1.1. EvidenceEvidence

2.2. EvidenceEvidence

C.C. Third subpointThird subpoint

II.II. Second Major PointSecond Major Point

A.A. First subpointFirst subpoint

B.B. Second subpointSecond subpoint

Developing a Developing a Preliminary OutlinePreliminary Outline

ParallelParallelConstructionConstruction

ConsistentConsistentHeadingsHeadings

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 18

Preparing the Work PlanPreparing 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

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 19

The Research ProcessThe Research Process

Understand Topic Understand Topic and Assignmentand Assignment

Understand Topic Understand Topic and Assignmentand Assignment

11Find and AccessFind and Access

InformationInformationFind and AccessFind and Access

InformationInformation

22

Evaluate andEvaluate andFinalize SourcesFinalize Sources

Evaluate andEvaluate andFinalize SourcesFinalize Sources

33

Analyze DataAnalyze DataAnalyze DataAnalyze Data

55

ProcessProcessInformationInformation

ProcessProcessInformationInformation

44

InterpretInterpretFindingsFindingsInterpretInterpretFindingsFindings

66

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 20

Adapting to the Adapting to the AudienceAudience

““You” AttitudeYou” Attitude

Positive TonePositive Tone

CredibilityCredibility

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 21

Adapting to the Adapting to the AudienceAudience

Polite TreatmentPolite Treatment

Bias-Free LanguageBias-Free Language

Corporate ImageCorporate Image

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 22

Selecting the Channel Selecting the Channel and Medium and Medium

OralReports

OralReports

ImmediateFeedbackImmediateFeedback

NonverbalCommunication

NonverbalCommunication

WrittenReportsWrittenReports

ComplexInformation

ComplexInformation

FutureReference

FutureReference

© Prentice Hall, 2003 Business Communication Today Chapter 12 - 23

Electronic ReportsElectronic Reports

AdvantagesAdvantages

•Cost and space savingsCost and space savings

•Faster distributionFaster distribution

•Multimedia featuresMultimedia features

•Ease of maintenanceEase of maintenance

•Hardware and software costsHardware and software costs

•System incompatibilitySystem incompatibility

•Training needsTraining needs

•Data securityData security

DisadvantagesDisadvantages