© prentice hall, 2007business communication essentials, 3echapter 11 - 1 writing and completing...
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© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 1
Writing and Writing and Completing Reports Completing Reports
and Proposalsand Proposals
Writing and Writing and Completing Reports Completing Reports
and Proposalsand Proposals
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 2
Planning Writing Completing
Analyze SituationAnalyze Situation
Gather InformationGather Information
Select MediumSelect Medium
Get OrganizedGet Organized
ReviseRevise
ProduceProduce
ProofreadProofread
DistributeDistribute
Analyze the Audience
Analyze the Audience
Composethe MessageCompose
the Message
Three-Step Writing Three-Step Writing ProcessProcess
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 3
Reports and ProposalsReports and Proposals
Long MessageLong MessageFormatsFormats
Long MessageLong MessageFormatsFormats
Effective Effective Visual SupportVisual Support
Effective Effective Visual SupportVisual Support
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 4
Adapting to the Adapting to the AudienceAudience
Sensitivity to Needs
The “You” Attitude
Business Etiquette
Positive Attitude
Bias-Free Language
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 5
Composing Reports Composing Reports and proposals and proposals
Effective WordsEffective Words
Strong SentencesStrong Sentences
Coherent ParagraphsCoherent Paragraphs
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 6
Introductory SectionIntroductory Section
Report ContextReport Context
Main IdeasMain Ideas
Subject/PurposeSubject/Purpose
Overall ToneOverall Tone
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 7
The Body SectionThe Body Section
PresentPresent
AnalyzeAnalyze
InterpretInterpret
SupportSupport
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 8
The Closing SectionThe Closing Section
Stress Main PointsStress Main Points
Summarize BenefitsSummarize Benefits
Reinforce StructureReinforce Structure
Group Action ItemsGroup Action Items
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 9
Drafting Report Drafting Report ContentContent
BalancedBalanced LogicalLogical DocumentedDocumented
AccurateAccurate CompleteComplete
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 10
Report IntroductionReport Introduction
AuthorizationAuthorization
Problem Problem
PurposePurpose
ScopeScope
BackgroundBackground
AuthorizationAuthorization
Problem Problem
PurposePurpose
ScopeScope
BackgroundBackground
Sources Sources
MethodsMethods
DefinitionsDefinitions
LimitationsLimitations
OrganizationOrganization
Sources Sources
MethodsMethods
DefinitionsDefinitions
LimitationsLimitations
OrganizationOrganization
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 11
The Report BodyThe Report Body
ExplanationsExplanations
Evidence Evidence
ResultsResults
AnalysesAnalyses
ProceduresProcedures
ExplanationsExplanations
Evidence Evidence
ResultsResults
AnalysesAnalyses
ProceduresProcedures
Methods Methods
CriteriaCriteria
ConclusionsConclusions
RecommendationsRecommendations
SupportSupport
Methods Methods
CriteriaCriteria
ConclusionsConclusions
RecommendationsRecommendations
SupportSupport
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 12
The Report ClosingThe Report Closing
RecommendationsRecommendations
Action PlansAction Plans
Conclusions Conclusions
Key-Item SummaryKey-Item Summary
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 13
Drafting Proposal Drafting Proposal ContentContent
ProposalProposalProposalProposal
IntroductionIntroductionIntroductionIntroduction
BodyBodyBodyBody
ClosingClosingClosingClosing
AttentionAttention InterestInterest
DesireDesireActionAction
SolicitedSolicitedProposalProposal
UnsolicitedUnsolicitedProposalProposal
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 14
Strategies for Strategies for Successful ProposalsSuccessful Proposals
Knowledge/ExpertiseKnowledge/ExpertiseKnowledge/ExpertiseKnowledge/Expertise
Competitive ResearchCompetitive ResearchCompetitive ResearchCompetitive Research
The “You” AttitudeThe “You” AttitudeThe “You” AttitudeThe “You” Attitude
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 15
Strategies for Strategies for Successful ProposalsSuccessful Proposals
Concrete ExamplesConcrete ExamplesConcrete ExamplesConcrete Examples
Feasible ProposalFeasible ProposalFeasible ProposalFeasible Proposal
Attractive PackagingAttractive PackagingAttractive PackagingAttractive Packaging
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 16
Proposal IntroductionProposal Introduction
BackgroundBackground
SolutionSolution
DelimitationsDelimitations
OrganizationOrganization
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 17
Body of ProposalBody of ProposalBody of ProposalBody of Proposal
QualificationsQualificationsQualificationsQualifications
ProposedProposedSolutionSolution
ProposedProposedSolutionSolution
Detailed CostDetailed CostDetailed CostDetailed Cost
Work PlanWork PlanWork PlanWork Plan
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 18
Closing of ProposalClosing of Proposal
SummarizeSummarizeKey PointsKey PointsSummarizeSummarizeKey PointsKey Points
RestateRestateQualificationsQualifications
RestateRestateQualificationsQualifications
EmphasizeEmphasizeBenefitsBenefits
EmphasizeEmphasizeBenefitsBenefits
ObtainObtainCommitmentCommitment
ObtainObtainCommitmentCommitment
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 19
Guiding the ReadersGuiding the Readers
Previewsand Reviews
TransitionalDevices
Headings and Links
ReadabilityReadability
FrameworksFrameworks
RelationshipsRelationships
WordsWords
SentencesSentences
ParagraphsParagraphs
IntroductionsIntroductions
SummariesSummaries
OverviewsOverviews
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 20
Applying TechnologyApplying Technology
TemplatesTemplates
Linked FilesLinked Files
Embedded DocumentsEmbedded Documents
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 21
Applying TechnologyApplying Technology
Electronic FormsElectronic Forms
Electronic DocumentsElectronic Documents
Multimedia DocumentsMultimedia Documents
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 22
Effective Visuals in Effective Visuals in ReportsReports
Bring Your Message to LifeBring Your Message to Life
Connect With Your ReadersConnect With Your Readers
Enhance Textual MessagesEnhance Textual Messages
Attract and Hold AttentionAttract and Hold Attention
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 23
5 C’s of Visual Design5 C’s of Visual Design
ClearClear
CompleteComplete
ConciseConcise
ConnectedConnected
CompellingCompelling
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 24
Pick the Right Pick the Right VisualsVisuals
Data andData andInformationInformationData andData and
InformationInformation
ConceptsConceptsand Ideasand IdeasConceptsConceptsand Ideasand Ideas
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 25
The Parts of a TableThe Parts of a Table
Source: (In the same format as a text footnote).*Footnote (for explanation of elements in the 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*
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 26
Preparing Data Preparing Data TablesTables
Use Common UnitsUse Common UnitsUse Common UnitsUse Common Units
Round NumbersRound NumbersRound NumbersRound Numbers
Label ColumnsLabel ColumnsLabel ColumnsLabel Columns
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 27
Preparing Data Preparing Data TablesTables
Rows and ColumnsRows and ColumnsRows and ColumnsRows and Columns
Select InformationSelect InformationSelect InformationSelect Information
Document SourcesDocument SourcesDocument SourcesDocument Sources
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 28
200620052003 2004
RelationshipsRelationships
TrendsTrends
VariablesVariables
100%
80%
60%
Line and Surface Line and Surface ChartsCharts
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 29
Average Kiln TempsAverage Kiln Temps
0
500
1000
1500
2000
2500
8:00AM
9:00AM
10:00AM
11:00AM
12:00Noon
1:00PM
2:00PM
3:00PM
4:00PM
5:00PM
Kiln A Kiln B
Te
mp
era
ture
°F
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 30
Home Game Ticket SalesHome Game Ticket Sales
0
10,000
20,000
30,000
40,000
50,000
60,000
70,000
80,000
90,000
2000 2001 2002 2003 2004 2005 2006
Other Students Families Alumni Staff
Ave
rage
Per
Gam
e
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 31
Using Bar ChartsUsing Bar Charts
Show Relative Sizes
Indicate Composition
Show Changes
Compare Items
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 32
CommuniCo CommuniCo Staff Computer SkillsStaff Computer Skills
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
E-mail InstantMessage
Graphics SpreadSheets
DesktopPublish
DatabaseDevelop
HTML/ XML
East
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 33
CommuniCo Preferred CommuniCo Preferred Communication MediaCommunication Media
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Sales Engineering Admin
IM E-mail Telephone Face-to-Face
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 34
CommuniCo Employee CommuniCo Employee Training CostsTraining Costs
0
2,000
4,000
6,000
8,000
10,000
12,000
14,000
16,000
2001 2002 2003 2004 2005 2006
$0
$1,000
$2,000
$3,000
$4,000
$5,000
$6,000
$7,000
$8,000
Head Count Training Costs
Head
Cou
ntTraining Costs
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 35
Using Pie ChartsUsing Pie Charts
Numbers or PercentsNumbers or Percents
Contrasting ColorsContrasting Colors
Logical ArrangementLogical Arrangement
The Number of SlicesThe Number of Slices
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 36
Percentage of Time Spent Percentage of Time Spent OnlineOnline
By Age GroupBy Age Group10%
25%
27%
23%
15%
Age 25-34 Age 35-49 Age 50+ Age 18-24 Age 2-17
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 37
Information, Information, Concepts, and Ideas Concepts, and Ideas
Flow ChartsOrganization Charts
PositionsPositions
UnitsUnits
FunctionsFunctions
ProcessesProcesses
ProceduresProcedures
SequencesSequences
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 38
Flow Chart of the Report Writing Flow Chart of the Report Writing ProcessProcess
Flow Chart of the Report Writing Flow Chart of the Report Writing ProcessProcess
KeyboardInput
KeyboardInput
FirstHard Copy
FirstHard Copy
NextHard Copy
NextHard Copy
Style andSpelling
Style andSpelling
Style andSpelling
Style andSpelling
KeyboardInput/EditKeyboardInput/Edit
SubmitReportSubmitReport
EditEditEditEdit
Add?Add?
OK?OK? Yes
No
No
Yes
KeyboardInput/EditKeyboardInput/Edit
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 39
The Chain of CommandThe Chain of Command
DistrictA
DistrictA
DistrictB
DistrictB
DistrictC
DistrictC
DistrictD
DistrictD
DistrictE
DistrictE
DistrictF
DistrictF
DistrictG
DistrictG
Region1
Region1
Region2
Region2
Region3
Region3
Region4
Region4
Region5
Region5
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
Chief ExecutiveOfficer
Chief ExecutiveOfficer
ExecutiveVice President
ExecutiveVice President
ExecutiveVice President
ExecutiveVice President PresidentPresident
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 40
Using MapsUsing Maps
GeographicGeographicAreasAreas
RegionalRegionalDifferencesDifferences
Key MarketsKey Markets
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 41
Other Business Other Business GraphicsGraphics
Drawings or Diagrams Photographic Images
FunctionsFunctions
OperationsOperations
Selected DetailsSelected Details
RealismRealism
Visual AppealVisual Appeal
Ethical ConcernsEthical Concerns
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 42
Animation and Animation and VideoVideo
Shapes and TextShapes and TextShapes and TextShapes and Text
Computer AnimationComputer AnimationComputer AnimationComputer Animation
Digital VideoDigital VideoDigital VideoDigital Video
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 43
Designing Effective Designing Effective VisualsVisuals
• Select appropriate templates
• Be consistent throughout
• Use colors purposefully
• Balance design elements
• Avoid “chartjunk”
• Consider audience expectations
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 44
Integrate Text and Integrate Text and VisualsVisuals
Integration and PlacementIntegration and PlacementIntegration and PlacementIntegration and Placement
Positioning and ReferencesPositioning and ReferencesPositioning and ReferencesPositioning and References
Titles, Legends, and CaptionsTitles, Legends, and CaptionsTitles, Legends, and CaptionsTitles, Legends, and Captions
Audience AttitudesAudience Attitudes
Overall Purpose Subject Matter
Production Issues
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 45
Components Components of Formal Reportsof Formal Reports
Type of ReportType of Report
Audi
ence
Nee
dsAu
dien
ce N
eeds Report LengthReport Length
PrefatoryPrefatoryPartsParts
PrefatoryPrefatoryPartsParts
Text ofText ofthe Reportthe Report
Text ofText ofthe Reportthe Report
SupplementarySupplementaryPartsParts
SupplementarySupplementaryPartsParts
Type of CompanyType of Company
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 46
The Prefatory PartsThe Prefatory Parts
• Report Cover
• Title fly/Title page
• Authorization Letter
• Transmittal Letter
• Table of Contents
• List of Visuals
• Synopsis/Abstract
• Executive Summary
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 47
The Text of the ReportThe Text of the Report
IntroductionIntroductionIntroductionIntroduction
BodyBodyBodyBody
ClosingClosingClosingClosing
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 48
Supplementary Supplementary PartsParts
AppendixesAppendixesAppendixesAppendixes
BibliographyBibliographyBibliographyBibliography
IndexIndexIndexIndex
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 49
Producing a Formal Producing a Formal Proposal Proposal
Unique Prefatory Elements
Copy of the RFPCopy of the RFP
Synopsis/ Executive SummarySynopsis/ Executive Summary
Transmittal DocumentTransmittal Document
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 50
The Text of the The Text of the ProposalProposal
Informal
Solicited
Unsolicited
Form
al
Introduction Body Closing
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 51
Proofreading Proofreading Reports and ProposalsReports and Proposals
Spelling Text Placement Punctuation Visual Aids
InconsistenciesInconsistencies Errors/OmissionsErrors/Omissions Missing ComponentsMissing Components
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 52
Distribution of Distribution of Reports and ProposalsReports and Proposals
Physical Web-BasedElectronic
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 53
Reviewing Key PointsReviewing Key Points
• Writing reports and proposals
• Selecting appropriate visual aids
• Completing reports and proposals