Writing business reports and proposals ch 11

© Prentice Hall, 2005 Excellence in Business Communication Chapter 11 - 1

Writing Business Writing Business Reports and Reports and ProposalsProposals


The Three-Step ProcessThe Three-Step Process

• Planning

• Writing

• Completing


Organizing ReportsOrganizing Reportsand Proposalsand Proposals

• Format

• Length

• Order

• Structure


Deciding on FormatDeciding on Formatand Lengthand Length

• Preprinted form

• Letter

• Memo

• Manuscript


Choosing an ApproachChoosing an Approach

• Direct approach

– Receptive audience

– Open-minded audience

• Indirect approach

– Skeptical audience

– Hostile audience


Structuring Structuring Informational ReportsInformational Reports

• Importance

• Sequence

• Chronology

• Spatial orientation

• Geography

• Category


Structuring Structuring Analytical ReportsAnalytical Reports

• Audience members

– Receptive

• Conclusions

• Recommendations

– Skeptical

• Reasons

• Evidence


Structural Approaches Structural Approaches forfor

Analytical ReportsAnalytical Reports• Focus on conclusions

• Focus on recommendations

• Focus on logical arguments


Logical Structures forLogical Structures forAnalytical ReportsAnalytical Reports

• 2 + 2 = 4 approach

• Scientific method

• Yardstick approach


Structuring ProposalsStructuring Proposals

• Solicited

– Direct approach

• Unsolicited

– Indirect approach


Organizing VisualsOrganizing Visuals

• Select points to visualize

• Balance illustrations and words

• Consider production schedule


The Right Visual for the The Right Visual for the JobJob

• Tables

• Line or bar charts

• Pie or area charts

• Bar charts

• Pie charts

• Line or dot charts

• Maps

• Flow charts


The Parts of a TableThe Parts of a Table

Stub head Subhead

SingleColumn

Head

SingleColumn

Head

Row headRow head Subhead Subhead

Total

XXX

XXXXXX

XXX

XX

XXXX

XX

XX

XXXX

XX

Subhead

XXX

XX XX

XXX

Multicolumn Head*

Source: (In the same format as a text footnote).*Footnote (for explanation of elements in the table).


Preparing Numerical Preparing Numerical TablesTables

• Use common, clearly identified units

• Use the same units for all items in columns

• Label column headings

• Separate rows and columns

• Show column-to-row totals or averages

• Document data sources


Using Line Using Line and Surface Chartsand Surface Charts

• Show changes

• Indicate relationships


Using Bar ChartsUsing Bar Charts

• Compare items

• Show changes

• Indicate relationships

• Show relative sizes


Using Pie ChartsUsing Pie Charts

• Limit the number of slices

• Arrange slices clockwise

• Use a variety of colors

• Show numbers or percentages


Illustrating RelationshipsIllustrating Relationships

• Organization charts– Positions– Units– Functions

• Flow charts– Processes– Procedures– Sequences


Other Business GraphicsOther Business Graphics

• Drawings and diagrams– Functions– Operations– Selected details

• Images and photographs– Realism– Visual appeal– Ethical concerns


Computer GraphicsComputer GraphicsDesign PrinciplesDesign Principles

• Continuity

• Contrast

• Emphasis

• Simplicity

• Experience


Integrating Text Integrating Text and Visualsand Visuals

• Clear introductions

• Careful placement

• Effective titles and legends


Checking Visual AidsChecking Visual Aids

• Honesty

• Documentation

• Necessity

• Accuracy


Composing Business Composing Business

Reports and ProposalsReports and Proposals

• Prepare a formal outline

• Control style and tone

• Select the best words

• Create effective sentences and

paragraphs


Choosing the Choosing the Degree of FormalityDegree of Formality

• Audience and message

– Format

– Length

– Organization


Consistent Time Consistent Time

PerspectivePerspective• Select a time frame

• Use verb tense correctly

• Recognize chronology


Guiding the ReadersGuiding the Readers

• Headings and subheadings

• Transitional devices

• Previews and reviews


Developing the TextDeveloping the Text

• Opening

• Body

• Conclusion


Strategies for Successful Strategies for Successful ReportsReports

• Accurate

• Complete

• Balanced

• Structured

• Documented


Strategies for Strategies for Successful ProposalsSuccessful Proposals

• Demonstrate your knowledge

• Provide concrete examples

• Research the competition

• Prove that your proposal is workable

• Adopt a “you” attitude

• Package your proposal attractively


Drafting the OpeningDrafting the Opening

• Report context

• Subject or purpose

• Main ideas

• Overall tone


Drafting the BodyDrafting the Body

• Present

• Analyze

• Interpret

• Support


Drafting the CloseDrafting the Close

• Emphasize main points

• Summarize benefits

• Reinforce structure

• Bring together action items


Proposal ClosingProposal Closing

• Summarize key points

• Stress benefits

• Summarize merits of your approach

• Qualifications

• Final decisions

Writing business reports and proposals ch 11

Education

strategies

drafting

choosing

format