© 2005 Pearson Education Canada Business Communication EssentialsChapter 10 - 1 Understanding and Planning Business Reports and Proposals

© 2005 Pearson Education Canada

Business Communication Essentials Chapter 10 - 1

Understanding and Understanding and Planning Business Planning Business

Reports and Reports and ProposalsProposals



From The Real WorldFrom The Real World

Written reports are essential for

evaluating business opportunities.

Without the facts, boards can’t act.

Gerry Roy, Chief Corporate Officer and Legal

Counsel

Inualiut Regional Corporation



Reports and ProposalsReports and Proposals

Monitor Monitor and Controland ControlOperationsOperations

ImplementImplementPolicies andPolicies andProceduresProcedures

DocumentDocumentResultsResults

Comply withComply withGovernmentGovernmentRegulationsRegulations

GuideGuideDecisionsDecisions

Gain the Gain the AcceptanceAcceptance

of Othersof Others



Informational Informational ReportsReports

• Monitor and control operations

• Implement policies and procedures

• Comply with government regulations

• Document progress on projects



Problem-SolvingReports

Business Proposals

Analytical ReportsAnalytical Reports



Solving ProblemsSolving Problems

Trouble Shooting Reports

Feasibility Reports

Justification Reports



Writing ProposalsWriting Proposals

UnsolicitedUnsolicitedSolicitedSolicited

InternalInternal ExternalExternal



Three-Step Writing Three-Step Writing ProcessProcess

PlanningPlanning CompletingCompletingWritingWriting

Analyze the SituationAnalyze the Situation

Investigate the TopicInvestigate the Topic

Adapt to AudienceAdapt to Audience

Organize the Message Organize the Message

Compose the MessageCompose the Message

Revise the MessageRevise the Message

Produce the MessageProduce the Message

Proofread the MessageProofread the Message



Planning ReportsPlanning Reports

InvestigationInvestigationInvestigationInvestigation

AdaptationAdaptationAdaptationAdaptation

AnalysisAnalysisAnalysisAnalysis

AudienceAudience PurposePurpose

ChannelChannel

MediumMedium



Analyzing the Analyzing the SituationSituation

InformationalInformationalReportsReports

InformationalInformationalReportsReports

AnalyticalAnalyticalReportsReports

AnalyticalAnalyticalReportsReports



Defining the Defining the ProblemProblem

How?How?How?How?When?When?When?When? Why?Why?Why?Why?

Where?Where?Where?Where?Who?Who?Who?Who? What?What?What?What?



AnalyticalAnalyticalAnalyticalAnalytical

Writing a Writing a Purpose StatementPurpose Statement

InformationalInformationalInformationalInformational

SummarizeSummarize

ExplainExplain

SubmitSubmit

AnalyzeAnalyze

EvaluateEvaluate

RecommendRecommend



Preparing the Work PlanPreparing the Work Plan

• Statement of the problem

• Statement of the purpose and scope

• Discussion of tasks to be accomplished

• Description of final products or outcomes

• Review of schedules and requirements

• Plans for following up

• Working outline



Drafting a Drafting a Preliminary OutlinePreliminary Outline

Descriptive (Topical) Informative (Talking)

I. Industry Characteristics

A. Annual Sales

B. Profitability

C. Growth Rate

1. Sales

2. Profit

I. What is the nature of the industry?

A. What are the annual sales?

B. Is the industry profitable?

C. What is the growth pattern?

1. Sales growth?

2. Profit growth?



Finding InformationFinding Informationin the Libraryin the Library

GovernmentGovernmentPublicationsPublications

PeriodicalsPeriodicalsNewspapersNewspapers

StatisticalStatisticalResourceResourceDirectoriesDirectories

BusinessBusinessBooksBooks

ElectronicElectronicDatabasesDatabases

AlmanacsAlmanacs



Business Information Business Information on the Interneton the Internet

InternetInternetPublic LibraryPublic Library

Company Company WebsitesWebsites

News News Release SitesRelease Sites



Searching DatabasesSearching Databases

Use Multiple Search EnginesUse Multiple Search Engines

Replace Concepts With Key WordsReplace Concepts With Key Words

Use Variations of Search TermsUse Variations of Search Terms

Specify Phrases and Key WordsSpecify Phrases and Key Words

Refine Searches As NeededRefine Searches As Needed



Sources ofSources ofPrimary InformationPrimary Information

Documents

Observations

Experiments



Effective SurveysEffective Surveys

Provide Clear Provide Clear InstructionsInstructions

Use Short Use Short QuestionnairesQuestionnaires

Seek Easy-to-AnalyzeSeek Easy-to-AnalyzeAnswersAnswers

Avoid Leading Avoid Leading QuestionsQuestions

Pretest Pretest QuestionnairesQuestionnaires

Ask One ThingAsk One ThingAt a TimeAt a Time



Effective InterviewsEffective Interviews

Plan thePlan theInterviewInterview

PreparePrepareQuestionsQuestions

PrioritizePrioritizeQuestionsQuestions

Don’t Ask TooDon’t Ask TooMany QuestionsMany Questions

Edit theEdit theQuestionsQuestions

Process Process InformationInformation



DocumentingDocumentingSourcesSources

GeneralGeneralKnowledgeKnowledge

CopyrightedCopyrightedMaterialMaterial



Interpret Your FindingsInterpret Your Findings

Assumptions

Judgment

Valu

es FactsConclusionsConclusions RecommendationsRecommendations



Real World Real World ApplicationsApplicationsReal World Real World

ApplicationsApplications

After an exhaustive study of an important problem, you have reached a conclusion that you believe your company's management will reject. What will you do?

Let’s Discuss!