BUSINESS ENGLISHLECTURE 32

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Lecture 19, 20, 21

Report Writing Continues… Types of Report writing 1. Preliminary Reports: Problems and

need analysis 2. Comparison Reports Recommendation and Feasibility Reports 3. Audience for these reports 4. Organization and Formatting

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A business report is an orderly and

objective communication of factual

information that serves some business

purpose.

Definition of Business Reports

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Reports categorised by FUNCTION

• Informational reports

• Analytical reports

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Reports categorised by TIME

• Progress reports

• Periodic reports

• Special reports

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Reports categorised by FORM

• Memo

• Letter

• Manuscript

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Title page

Letterof

Trans-mittal

Tableof

ContentsSummary THE REPORT PROPER

Tableof

Contents

Combi-nationTrans-mittal &

Summary

Title page THE REPORT PROPER

Title page THE REPORT PROPER

LETTER REPORT

MEMO REPORT

Formal SituationsComplex Problems

Informal SituationsSimple Problems

Combi-nationTrans-mittal &

Summary

THE REPORT PROPERTitle page

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Report-Writing Process

Planning the Project/Report Designing the Research Tool(s) Collecting and Analyzing the Data Organizing the Information Writing the Report Editing/Proofreading the Report

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Evaluate work at every step

Phase 1: PREPAREIdentify & define the problemAnalyse the audience

Phase 2: RESEARCHDetermine the methodologyCollect the information

Phase 3: ANALYSEOrganise & evaluate the informationDraw conclusions & make recommendations

Phase 4: WRITEDraft, revise & edit the reportPackage the report

The Report-Writing Process

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When adjusting the report to your purpose, you should consider

who will read the report, why, in what detail, with what prejudice, with what knowledge, and to make what decision.

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Keeping your audience's needs in mind will help you decide

• the level of formality (in structure and tone) of your report

• the length of the report• what kinds of data to include (tables, figures,

general graphs, or pictures)• how much to explain• what positions to defend• the visual sophistication required

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Preliminary ReportsProblem or Needs Analyses

A problem or needs-analysis report—a very preliminary piece of writing—examines a particular issue that the client faces.

A problem or needs analysis is particularly appropriate when the need or problem is complex or ill defined.

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When adjusting the report to your purpose, you should consider

who will read the report, why, in what detail, with what prejudice, with what knowledge, and to make what decision.

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Comparison Reports

A comparison report examines two or more options and performs a "relative advantages" analysis to determine which option would best serve the client.

Use a comparative format when there are several serious alternatives that should be considered.

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Feasibility Reports

A feasibility report may respond to a single question or recommend a specific option.

It may also apply several criteria to that option and make a judgment as to whether it would be in the client's best interest to implement the option. (Simple thumbs up or thumbs down.)

Use a feasibility format when the client has one favored alternative or plan of action and is trying to determine the effects of that one course of action.

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Recommendation and Feasibility Reports

Both recommendation reports and feasibility reports make statements about what action should be taken to solve a problem,

resolve a dilemma, or undertake a course of action.

The main distinction between the two report types is dependent on their positioning in a company’'s decision-making process:

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Proposal Requirements

A proposal provides sufficient information to persuade the reviewer that the proposed

work represents an innovative and profitable approach to an important

problem.

The proposal will be evaluated on the technical approach having a

reasonable chance of meeting the topic objective,

the approach being innovative, not routine,

the proposer’s capability to implement the technical approach, i.e. has or can obtain people and equipment suitable for the task.

Proposal Table of Contents Cover page Abstract Technical Content

Identification and Significance of Problem Technical Background Technical Objectives Work Plan

Statement of Work, Time Line and Deliverables

Related Work

Proposal Format

Proposal Cover Sheet Title of project Date proposed Label it as a “Proposal” “Submitted to:” name, address, phone, fax, e-mail “Submitted by:” (as above)

“Abstract” Give an abstract of the proposed project. Discuss

anticipated benefits, potential for commercial applications and profit. The Abstract is often the first cut in selecting proposals for funding

Proposal Format (con’d)

Layout and Format Use 1” margins all around Place name of group in header left Title in header right Page number in footer center Date in footer right Use Arial 10 pt or Times 12 point

Number all pages consecutively. The technical proposal begins on page 2 or 3.

Submit softcopy in MSWord (.doc) or Adobe (.pdf)

Types of proposals

Internal proposal: If you write a proposal to someone within your organization, it is an internal proposal. With internal proposals, you may not have to include certain sections (such as qualifications), or you may not have to include as much information in them.

External proposal: is one written from one separate, independent organization or individual to another such entity.

Solicited proposal: If a proposal is solicited, the recipient of the proposal

in some way requested the proposal. Typically, a company will send out requests for

proposals (public announcements requesting proposals for a specific project ) through the mail or publish them in some news source.

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Unsolicited proposals: are those in which the recipient has not

requested proposals. With unsolicited proposals, you sometimes

must convince the recipient that a problem or need exists before you can begin the main part of the proposal.

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Things to remember when writing a proposal:

The proposer has a particular interests and goals, and that's why he/she writes the proposal.

The recipient of the proposal, be it an organization, a person, or a group, has its own interests and goals which may or may not coincide with those of the proposer.

So, the proposal should be convincing to the potential funder, and it should show that the proposed activity will be a good investment.

This is especially important when there is a competition between you and other proposers.

Always make sure that your proposal meets the expectations of the funder.

How to make sure that your proposal meets the expectations of a given funder:

In order to write a proposal that meets the expectations of a given funder, you should try to know the funder`s goals and interests.

If you are writing an unsolicited proposal to a private company, a good source of information might be the company's published reviews and annual reports.

Requests for proposals are usually the best source of information when you are writing a solicited proposal.

If your proposed activity and the request for proposal (RFP) don't match, try to look for another funding agency.

Lecture 22

Proposal Writing :Common section: title page, Abstract, Table of Contents. Introduction, Body, Conclusion

Appendices Organization and format concerns Cover letter/ Memo Writing Workshop

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Common Sections in Proposals

The general outline of the proposal should be adapted and modified according to the needs of the readers and the demand of the topic proposed.

For example, long complicated proposals might contain all the following sections.

In contrast, shorter or simpler proposals might contain only some of the sections or the main ones.

Title page

Specific formats for title pages vary from one proposal to another but most include the following:

The title of the proposal ( as short as informative as possible) A reference number for the proposal The name of the potential funder ( the recipient of the proposal) The proposal's date of submission The signature of the project director and responsible

administrator(s ) in the proposer`s institution or company

Abstract

The Abstract is a very important part of the proposal because it provides a short overview and summary of the entire proposal.

The Abstract of the proposal is short, often 200 words or less. In a short proposal addressed to someone within the writer's institution,

the Abstract may be located on the title page. In a long proposal, the Abstract will usually occupy a page by itself

following the Title page. The Abstract should briefly define the problem and its importance, the

objectives of the project, the method of evaluation, and the potential impact of the project.

Table of contents

The table of contents lists the sections and subsections of the proposal and their page numbers.

Introduction

Plan the introduction to your proposal carefully. Make sure it does all of the following things (but not necessarily in this order) that apply to your particular proposal: Indicate that the document to follow is a proposal. Refer to some previous contact with the recipient of the proposal or

to your source of information about the project. Find one brief motivating statement that will encourage the

recipient to read on and to consider doing the project. Give an overview of the contents of the proposal.

Background

The background section discusses what has brought about the need for the project—

what problem, what opportunity there is for improving

things, what the basic situation is.

Method, procedure, theory In most proposals, you'll want to explain how you'll go

about doing the proposed work, if approved to do it. This acts as an additional persuasive element; it shows the

audience you have a sound, well-thought-out approach to the project.

Also, it serves as the other form of background some proposals need. Remember that the background section (the one discussed above) focused on the problem or need that brings about the proposal.

However, in this section, you discuss the technical background relating to the procedures or technology you plan to use in the proposed work.

Check List for your Proposal

As you reread and revise your proposal, watch out for problems such as the following:

Make sure you use the right format. Remember, the memo format is for internal proposals; the business-letter format is for proposals written from one external organization to another. (Whether you use a cover memo or cover letter is your choice.)

Write a good introduction—in it, state that this is a proposal, and provide an overview of the contents of the proposal.

Make sure to identify exactly what you are proposing to do.

Check List for your Proposal

Make sure that a report—a written document—is somehow involved in the project you are proposing to do. Remember that in this course we are trying to do two things: write a proposal and plan a term-report project.

Make sure the sections are in a logical, natural order. For example, don't hit the audience with schedules and costs before you've gotten them interested in the project.

Check List for your Proposal

Break out the costs section into specifics; include hourly rates and other such details. Don't just hit them with a whopping big final cost.

For internal projects, don't omit the section on costs and qualifications: there will be costs, just not direct ones.

For example, how much time will you need, will there be printing, binding costs? Include your qualifications—imagine your proposal will go to somebody in the organization who doesn't know you.

Business Proposals

We look for proposals that Are innovative and push the frontiers of

knowledge Contribute to national needs and priorities Go beyond marginalia Integrate well with educational goals Involve research

We do not support (except as incidental to the research goals of the research) Developmental efforts Computer programming Design of… Commercialization

Proposal Basics Write to the reviewers (not to me and not

to yourself) Your proposal will be judged by the

reviewers Reviewers want to know four things:

What is it about (the research objective)? How will you do it (accomplish the objective)? Can you do it (you and your facilities)? Is it worth doing?

This is, basically, all the proposal needs to convey – but it needs to convey this

The Research Topic

It must be research It must not have been done before It must be significant There must be higher than probability

zero that you can do it It must lend itself to a viable research

plan You must have the facilities to

accomplish the research It should fit into your strategic plan

Groundwork

Do you know in your field: What is the current state-of-the-art Who are the top ten researchers What they are doing right now Where they get their funding What they consider to be the key research

issues Who would likely review your proposal How much money is available for a

grant/what the grant opportunities are

The Research Objective

The research objective is a concise statement of what you intend to find out that we don’t already know

The Research Objective

This is probably the hardest part of the proposal

Examples of how not to do it: The objective of my research is to

provide a quantum leap in the design of anti-gravity boots.

The goal of this project is to develop an integrated modeling tool for the hardening process.

The goal of this project is to develop innovative advances to enhance wire sawing processes.

Rapid prototyping machines are an important part of the vast array of tools. This research will bridge the accuracy gap in these processes by developing theoretical and technological means to implement significant gains in accuracy.

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Proposal Summary:What We Want to Know What is your research objective?

This is what directs your proposal to the appropriate program

What is your approach? Outline — just two or three sentences

Why is your contribution important to your research community (the intellectual merit)?

If successful, what will be the benefit to society (the broader impact)? Why is your project important to society?

Remember

Your proposal will be returned without review if: You fail to include explicit statements of

intellectual merit and broader impact (entitle them Intellectual Merit, Broader Impact)

You use the wrong font or it is too small The margins are too narrow Your bio is incorrectly formatted You have an unauthorized attachment

Lecture 23

The steps in the writing process: Prewriting Writing Rewriting

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The rationale for the writing process Prewriting helps you:

Examine your purpose Determine your goals Consider your audience(s) Gather your data Determine how your content will be provided

Writing helps you organize and format your draft

Rewriting helps you polish your document

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Stages of the Writing Process

There are several stages to the Writing Process. Each stage is essential. Prewriting Writing (Drafting) Revising Editing

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I. Prewriting

Choose/narrow your topic Determine your

Audience Purpose Tone Point-of-view Tense

Explore your topic Make a plan

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Choose/Narrow Your Topic

Your topic should pass the 3-question test:

1. Does it interest me?

2. Do I have something to say about it?

3. Is it specific?

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Determine Your Audience

Your Audience is composed of those who will read your writing.

Ask yourself: Who are my readers? What do my readers know about

my topic? What do my readers need to

know about my topic? How do my readers feel about

my topic?

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Determine Your Purpose

Purpose is the reason you are writing.

Whenever you write, you always have a purpose. Most writing fits into one of 3 categories: Expressive Writing Informative Writing Persuasive Writing

More than one of these may be used, but one will be primary.

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Explore Your Topic

Pre-writing Techniques: Brainstorming/Listing Freewriting Clustering/Mapping Questioning Discussing Outlining

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Make a Plan

Before you begin drafting your essay, you should make a plan (a roadmap). Review, evaluate, and organize

ideas written in your pre-writing; then make a plan for your essay’s Thesis statement Support Order Structure

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Structure/Organization

Consider how your essay will be organized; then create an Outline.

Sample Outline of standard 5-paragraph essay:

A. IntroductionB. Body Paragraph 1C. Body Paragraph 2D. Body Paragraph 3E. Conclusion

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II. Writing

During the Writing Stage, you should Create your essay’s Title Compose a draft

A Draft is the first whole version of all your ideas put together; it’s a “dress rehearsal.”

You should plan to revise your Draft several times throughout the writing process.

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Writing a Draft

Basics of a good draft: Has a fully developed

introduction and conclusion Has fully developed body

paragraphs, each containing a topic sentence, at least two examples, and detailed support

Follows standard structure and uses complete sentences

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III. Revising

Revising is finding & correcting problems with content; changing the ideas in your writing to make them clearer, stronger, and more convincing.

Revising looks at the “Big Picture”—the Idea level.

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Revision Strategies

Look for Unity

Does everything refer back to main point? Does each topic sentence refer to the thesis? Does each sentence in each BP refer back to the topic

sentence? Detail and support

Does each BP contain at least two examples? Is each example followed by at least one supporting detail?

Coherence Are all points connect to form a whole? Are transitions used to move from one idea to the next?

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Revision Tips

Take a break from your draft before attempting to revise.

Read your draft out loud and listen to your words.

Imagine yourself as your reader.

Look for consistent problem areas.

Get feedback from peers. Get help from a tutor!

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IV. Editing

Editing is finding and correcting problems with grammar, style, word choice & usage, and punctuation.

Editing focuses on the “Little Picture”—Word level.

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Editing Tips

Work with a clean printed copy, double-spaced to allow room to mark corrections.

Read your essay backwards. Be cautious of spell-check and

grammar-check. Read your essay out loud. Get feedback from peers. Work with a tutor!

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Lecture 24

Interviews – Job Interviews Preparing for interviewsThe interview experienceQuestions to expect and to askDifferent types of interviewInterview resources

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Interviews

Interview = A meeting with an objective Employer’s objective is to find the best person for the

job Employer: reviews candidate’s experience and

abilitiesCan you do the job? (skills, abilitie, qualifications)Will you do the job? (interest, attitude &

motivation)How will you fit into the organisation?

(personality) You: impress employer and assess position on offer

What does this position offer me?How does it fit with my career plans?

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Preparation is the key to success

Review own skills, experiences and qualities Check CV Anticipate questions and identify relevant examples Prepare key selling points

Research organisation Websites, reports, articles, company literature, etc Contacts with knowledge of organisation or sector Relevant articles in the press Personal visit or telephone call

Research job and occupational area Job description – or similar Current issues

Prepare your questions Practice

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Watch the Body Language

First impressions very powerful Halo effect or Devil effect

Allow time to relax Dress appropriately Entrance, introductions & handshake Smile and make eye contact Be aware of own movements Watch body language of interviewer

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Typical Questions

About you Tell me about yourself - Bring me up to date with your CV? Why did you choose that particular degree programme? What experience have you had that is relevant to this post? What would you consider your major achievements to date?

About the job What interests you about this job? What do you know about this organisation? What other options are you considering? How do you see your career developing – 5 years? If you were Head of Department, what would be your priorities?

General knowledge What do you think of the Government’s policy on college fees?

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Other Type of Questions

“What if” Questions No experience - how are you likely to respond

to a situation Probing Questions

How exactly did you deal with the situation? How did you know it worked? How did you feel about the outcome? Could you have handled it differently?

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Competency-based Interviews

Company identifies key skills required for job Designs questions to elicit evidence of skills Emphasis on past behaviour as predictor of success Teamwork: Describe a team project you worked on. What problems arose?

How did you deal with them? Communication Skills: Describe situation when you had to persuade

others to support your view. Give an example of any reports you’ve written which illustrate your writing skills

Interpersonal skills: What kinds of people do you find it difficult to work with? How do you handle those situations?

Taking Responsibility: Describe a time when you took responsibility to achieve a challenging goal

Problem-solving:Tell about a time when you had several tasks to manage at one time with conflicting deadlines.

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Responding to Competency Q Q Give me an example of a problem you

encountered. How did you approach it. What was the outcome?

STAR response S: Describe the situation T: Explain the task/problem that arose A: What action did you take? R: What was the result or outcome? What did you learn from this experience?

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Qualities Employers Seek

Good all-round intelligence Enthusiasm, commitment and motivation Good communication skills Team work ability Ability to solve problems Capacity to work hard Initiative and self-reliance Balanced personality

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Copmpetencies required by X Company

Adaptability Integrity Innovation Teamwork Initiative Drive for Results Know the Business Open Exchange of Information Makes Difficult Decisions

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What creates a bad impression Poor personal appearance Negative attitude – evasive, using excuses Lack of interest and enthusiasm Lack of preparation Poor knowledge of role Failure to give concrete examples of skills Over emphasis on money/rewards Lack of career plan

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Lecture 25

Job interview strategies and skills Effective Interviewing Skills : possess vs. learn Preparing to Interview Guide to interview

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Know yourself

Be able to articulate YOURSkillsValuesInterestsAbilitiesLong term plans

Be able to give examples of them Think on your feet

outside the box Use common sense

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Preparing for the interview

Familiarity with business location Copy of resume updated & in folder

References included Few questions prepared for interviewer

at end of interview Visualize setting, positive interview Anticipate stressors What to wear

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Different clothing types

Professional Dress Interview outfit Daily clothing for professional office setting

Business Casual Dress Dress down Fridays or casual office environment Career Fair

Casual Dress Company picnic Traveling for work

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The interview process

Casual conversation “How was the traffic?, did you find us O.K.?”

Down to business Actual interview begins

Listen, buzzwords, new info. Employer will discuss company/position

Proceed to ask questions about skills, etc. Behavioral questions (situation)

End by asking if you have questions

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The interview process

Closing the interview Employer initiates

Standing up, shaking hands “Thank-you for interviewing”

Let employer know you are interested Prepare closing statement

“Thank you for taking the time to interview me, I’m very interested in this position...”

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Behavioral Interview Techniques

STAR METHOD S - situation T - task A - action R - result

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What Is Behavioral Interviewing?

It is demonstrated examples of behavior from past experiences that concentrate on job related functions.

Open ended: These often begin with “Tell Me…”, “Describe…”,”When”.

Close-ended: Used most often to verify or confirm information.

Why questions: Used to reveal rationale for decisions made or level of motivation

Behavioral interview questions can be…

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Why Behavioral Interviewing?

Better prepared for traditional interviews.

Have more knowledge about the skills they possess.

Can prove to the employer that they are different from their competition by identifying their skills and accomplishments.

Job seekers who learn this method of interviewing are:

Lecture 2684

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Occupational Skills (typing, customer service)

Performance Based Skills that you use every day to get along with others and to survive (patience, flexibility, tactfulness

Transferable Skills This category includes the first two categories.

Skills Identification

Attention to Detail AssertivenessCreativityCommunication Commitment to taskCopingDecision MakingDedicationDependability

Flexibility Understanding Policy and ProceduresPositive Attitude Problem SolvingRecord of SuccessTeam BuildingWritten Communication

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What Are Transferable Skills?

Sample Interview Questions

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What can you tell me about yourself?

Why are you interested in this job?

What are your strengths?

What are your weaknesses?

What skills do you bring to the job and to this company?

4 Types of Interviews

Case Interview

Behavior Based Interview

Telephone Interview

Videoconference Interview

www.mun.ca/cdel

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Case Interview

Used to assess logical thinking and problem solving skills

Geared around solving problems on the spot Classic business cases are used to test

analytic ability, logical thought process, creativity, and comfort with quantitative analysis

Example of a Project Case: You are consulting for a major Canadian airline. Every year, they make more sales and every year, they lose more money. What could be causing this?

www.mun.ca/cdel

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Behavioral/Situational

Behavioral (Past Experience)

Situation Describe a situation you

encountered Task

Describe task(s) you completed

Action Describe the action you

took Result

What was the result?

Situational (What would you do if)

Situation Describe a potential

situation Task

Describe tasks you would complete

Action Describe the action you

would take Result

What would be the potential result?

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Common Interview Mistakes(Based on feedback from recruiters)

Lack of preparation

Inappropriate appearance

Failure to ask questions

Poor attitude

Exaggerating or being deceitful

Poor non-verbal communication

Over or under answering questions

www.mun.ca/cdel

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Lecture 27-29 presentation skills?

It’s time to talk about PSGood communication skill is key to successIt is learnable

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Introduction

Presentation is not information sharing .You ask

somebody to agree with you, make a decision or to do something

Delivering your presentations effectively involves using a proven four-step process:

Plan Prepare Practice Present

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Plan

Audience analysis (Respectful, neutral ,hostile etc)

“ When I get ready to talk to people ,I spend two third of the time thinking what they want to hear and one third thinking about what I want to say. ” (Abraham Lincoln) Knowledge( how much the audience knows about the

topic)) Experience (have they had any personal experience

with your topic) Needs ( what’s in it for me) Goals (targets etc)

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Prepare

Establish a positive Mind-SetValue your message.Visualize yourself succeeding.Visualize your audience responding.Give yourself pep talks.

Physical preparation of the RoomSize of roomSound needs etc

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Prepare (cont’d)

Prepare a memorable Close Dramatize your ideas. Throw down a challenge. Use a motivating statement. Restate the key benefit. Deliver a convincing summary .(You re-

energize yourself and ensure that point of view is remembered)

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Practice (cont’d)

Practice your presentation and review your visuals for Clarity (simple, unambiguous) Relevancy (with the topic) Eye-appeal (attractive slides, do use color)) Visibility (readable, legible) Quality (each visual should make a single

point) Memorability (helping your listener to

remember your talk)

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Practice (cont’d)

Practice your presentation before an audience, coach, video camera. Receive feedback and coaching on Strong opening. Clear key points. Logical flow. Credible evidence.

and...Check out every audio-visual aid.

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INTRODUCTION

SELF

SUBJECT(Background)

STRUCTURE OF GOOD PRESENTATION

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Present (cont’d)

Hold the attention of the audience: Be enthusiastic. (launch your rapport with

energy) Express yourself clearly

and concisely.( If you are excited, notify your face)

Tell a story( so that people can enjoy &relate to topic)

Have an upbeat voice.( to show excitement is important to develop trust,vocal energy)

Have proper body animation.

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Structure of a Good Presentation

Agenda Benefits, fact &personal experience Key points to Remember Recommendations

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YOU MUST SEEK THEIR FEEDBACK Invite questions ..make notes and respond positively

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Course Review

Business English

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THANKS..GOOD LUCK!

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