business communication ppt chp 10

Chapter 10

Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 1

Understanding and Planning Reports and

Proposals

Learning Objectives1. Applying the Three-Step Process

2. Supporting messages with research

3. Using primary and secondary research

4. Planning informational reports

5. Planning analytical reports

6. Planning proposals


Applying the Three-Step Writing Process to Reports

and Proposals



The Three-Step Process

Situation

Information

Medium

Organization

Revise

Produce

Proofread

Distribute

Adapt to the Audience

Composethe Message

Planning CompletingWriting

Analyze Situation


•Purpose•Work Plan


Gather Information

•Audience•Purpose


Select the Medium

MediaRequirements

DocumentUses

FeedbackPreferences

SubjectMatter


Organize Information

•Direct•Indirect

Supporting Your Messages with Reliable

Information


Plan Your Research


Problem Statement

Essential Information

Research Questions


Ethics and Research

• Keep an open mind

• Respect privacy of participants

• Document and credit sources

• Respect intellectual property rights

• Don’t distort information from sources

• Don’t misrepresent your intentions


Data and Information

Primary Research

Secondary Research


Reputation

Potential Bias

Purpose

Credibility

Methodology

Verification

Completeness

Logical Scrutiny

Evaluating Sources


Use Research ResultsAvoid Plagiarism

Cite Sources

ObserveContext

Summarizing

Paraphrasing

Quoting


Apply the Results

•Concluding•Recommending

Conducting Secondary Research



Library Research

Newspapersor Periodicals

Business Books

MembershipDirectories

Almanacs and Statistics

Government Publications

Electronic Databases


Internet Search Tools

WebDirectories

MetasearchEngines

OnlineDatabases

Online Monitoring


TwitterNewsfeed

sSpecialize

d Monitors

Online Alerts


Search Techniques

KeywordsBoolean

Operators

Natural Language

Forms-Based


•Instructions•Options•Search Terms•Search Scope•First Results

Fine Tune Searches


Document Sources

►Headings and Links

►Transitional Devices

►Previews and Reviews

►Credit Original Material

►Support Your Message

►Assist Your Readers

Conducting Primary Research


Conducting Surveys


•Provide clear instructions

•Ask for information people can remember

•Keep questionnaires short and easy to use

•Formulate easy-to-analyze questions

Conducting Surveys


•Avoid asking leading questions

•Avoid ambiguous descriptors

•Avoid compound questions

•Consider online services and software


Conducting Interviews

Select Questions Ask Questions

Open-Ended

Closed

Sequence

Answers

Planning Informational Reports



Organize Reports

Comparison

Importance

Sequence

Chronology

Geography

Category

Organize Websites


UserDemands

OnlineReading

Multi-Purpose

NonlinearForm


Information Architecture

Site Navigation

Reader Control

Information “Chunks”

Planning Analytical Reports



Analytical Reports•Opportunities•Problems

•Decisions


Analytical Challenges

•Analysis

•Persuasion•Responsibility


Focus on Conclusions

Opportunities Challenges

Audience

Direct Approach

Data or Methods

Oversimplifying


Recommendations

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


2 + 2 = 4 Yardstick

Logical Arguments

Planning Proposals



Proposal Structures

•Solicited•Unsolicited

Understanding and Planning Reports and

Proposals


business communication ppt chp 10

Documents

planning reports

step writing process

business research

typical reports

planning business messages

pearson education

prentice hallchapter

shorter business messages