BusCom13.ppt 325KB Mar 29 2010 04:55:18 AM

Writing Business
Reports and
Proposals

©

Business Communicat

Chapter 13 -

Three-Step Writing
Process
Planning

Writing

Completing

Chapter 12

Chapter 13

Chapter 14

•Analyzing

•Organizing

•Revising

•Investigating

•Composing

•Producing

•Adapting

•Designing

•Proofreading

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Chapter 13 -

Organizing Reports
and Proposals
Format

Collected
Material

Length
Order

Business
Document

Structure

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Chapter 13 -

Deciding on Format
and Length

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Preprinted
Preprinted
Form
Form

Letter
Letter

Memorandum
Memorandum

Manuscript
Manuscript

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Chapter 13 -

Choosing an Approach
Receptiv
e

Audience

Hostile

Direct Indirect

ApproachApproach

Open-Minded

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Audience

Skeptical

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Chapter 13 -

Structuring
Informational Reports
Importance
Sequence
Chronology
Spatial Orientation

Geography
Category
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Chapter 13 -

Structuring
Analytical
Reports

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Receptive
Audiences

Skeptical
Audiences

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Chapter 13 -

Structural Approaches
for Analytical Reports
Focus on
Conclusions
Focus on
Recommendations
Focus on
Logical Argument
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Chapter 13 -

Logical Structures for
Analytical Reports

2 + 2 Approach

Scientific Method

Yardstick Approach
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Chapter 13 -

Structuring Proposals
Indirect

Unsolicited
Proposals

Solicited
Proposals

Receptive

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Type of Approach

Type of Audience

Unreceptive

Direct

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Chapter 13 -

Drafting Reports and
Proposals
Purpose

Structure
First Draft
Introduction

Audience

Author
Body
Closing

Length
and Depth

©

Formality

Business Communicat

Chapter 13 -

The Introduction

©

Report
Context

Subject
or Purpose

Main Ideas

Overall Tone

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Chapter 13 -

The Body Chapters
Present
Analyze
Interpret
Support
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Chapter 13 -

The Closing Section
Emphasizes the Main Points
Summarizes the Benefits
Reinforces the Structure
Brings Action Items Together
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Chapter 13 -

Report Content
Accurate

Balanced

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Complete

Structured

Business Communicat

Documented

Chapter 13 -

Report
Introduction
• Authorization
Authorization

• Sources
Sources

• Problem
Problem

• Methods
Methods

• Purpose
Purpose

• Definitions
Definitions

• Scope
Scope

• Limitations
Limitations

• Background
Background

• Organization
Organization

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Business Communicat

Chapter 13 -

Report Body
• Explanations
Explanations

• Methods
Methods

• Evidence
Evidence

• Criteria
Criteria

• Results
Results

• Conclusions
Conclusions

• Analyses
Analyses

• Recommendations
Recommendations

• Procedures
Procedures

• Support
Support

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Business Communicat

Chapter 13 -

Report Closing
Direct-Order Indirect-Order
Organization Organization
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Chapter 13 -

Proposal
Content
Solicited
Proposals
©

Unsolicited
Proposals

Business Communicat

Chapter 13 -

Strategies for
Successful Proposals
• Demonstrate your knowledge
• Provide concrete examples
• Research the competition
• Prove that your proposal is workable
• Adopt a “you” attitude
• Package your proposal attractively
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Chapter 13 -

Proposal
Introduction
Background
or Problem

Proposed
Solution

Scope or
Delimitations

Organization

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Chapter 13 -

Proposal Body
Proposed
Approach

Work Plan

Qualifications

Detailed
Costs

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Chapter 13 -

Proposal Closing
Key Points

Benefits
and Merits

Qualifications

Final
Decision

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Chapter 13 -

Choosing the
Degree of Formality

Format

Length

Organization

Message

Message

Audience

Audience

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Chapter 13 -

Revealing the Structure
Headings and
Subheadings

Transitional
Devices

Previews
and Reviews

•Readability

•Words

•Introductions

•Frameworks

•Sentences

•Summaries

•Relationships •Paragraphs
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•Overviews
Chapter 13 -