© Prentice Hall, 2005 Excellence in Business CommunicationChapter 10 - 1 Planning Business Reports and Proposals

© Prentice Hall, 2005 Excellence in Business Communication Chapter 10 - 1

Planning Business Planning Business Reports and Reports and ProposalsProposals


Classifying ReportsClassifying Reports

Source

Frequency

Audience

Length

Intent


InformationalInformationalReportsReports

Monitor andMonitor andControl OperationsControl Operations

Document Document ComplianceCompliance

State Policies State Policies and Proceduresand Procedures

Report ProgressReport Progress


Monitoring andMonitoring andControlling OperationsControlling Operations

WrittenPlans

OperatingReports

ActivityReports

•Strategic Plans

•Business Plans

•Marketing Plans

•MIS Reports

•Annual Reports

•Sales Reports

•Sales-Call Reports

•Expense Reports

•Recruiting Reports


ImplementingImplementingPolicies and Policies and ProceduresProcedures

ImplementingImplementingPolicies and Policies and ProceduresProcedures

LastingLastingGuidelinesGuidelines

LastingLastingGuidelinesGuidelines

PositionPositionPapersPapers

PositionPositionPapersPapers


Complying withComplying withGovernment Government RegulationsRegulations

Complying withComplying withGovernment Government RegulationsRegulations

AnnualAnnualReportsReportsAnnualAnnualReportsReports

InterimInterimReportsReportsInterimInterimReportsReports


Documenting ProgressDocumenting Progresson Workplace Projectson Workplace ProjectsDocumenting ProgressDocumenting Progresson Workplace Projectson Workplace Projects

InterimInterimReportsReportsInterimInterimReportsReports

FinalFinalReportsReports

FinalFinalReportsReports


Analytical ReportsAnalytical ReportsRecommendationsRecommendations

Solu

tions

Solu

tions

PersuasionPersuasion

Problem-SolvingProblem-SolvingReportsReports

Problem-SolvingProblem-SolvingReportsReports

Business Business ProposalsProposalsBusiness Business ProposalsProposals

ConclusionsConclusions


Solving ProblemsSolving Problems

Troubleshooting ReportsTroubleshooting ReportsTroubleshooting ReportsTroubleshooting Reports

Feasibility ReportsFeasibility ReportsFeasibility ReportsFeasibility Reports

Justification ReportsJustification ReportsJustification ReportsJustification Reports


Writing ProposalsWriting Proposals

InternalInternalInternalInternal

SolicitedSolicitedSolicitedSolicited

ExternalExternalExternalExternal

UnsolicitedUnsolicitedUnsolicitedUnsolicited


The Three-Step The Three-Step ProcessProcess

Step 1

Planning

Step 3

Completing

Step 2

Writing

Analyze

Investigate

Adapt

Organize

Compose

Design

Revise

Produce

Proofread


Planning ReportsPlanning ReportsPlanning ReportsPlanning Reports

AnalysisAnalysis AdaptationAdaptationInvestigationInvestigation


Analyze the Analyze the SituationSituation

InformationalInformationalReportsReports

AnalyticalAnalyticalReportsReports


Problem Definition Problem Definition for Analytical Reportsfor Analytical Reports

Ask theAsk theRight QuestionsRight Questions

Ask theAsk theRight QuestionsRight Questions

Clarify Clarify the Problemthe Problem

Clarify Clarify the Problemthe Problem

Form aForm aHypothesisHypothesis

Form aForm aHypothesisHypothesis

FactorFactorthe Problemthe Problem

FactorFactorthe Problemthe Problem


What is the Purpose What is the Purpose of the Report?of the Report?

• To inform

• To analyze

• To persuade

• To recommend

• To summarize


I.I. First Major PartFirst Major Part

A.A. First subpointFirst subpoint

B.B. Second subpointSecond subpoint

1.1. EvidenceEvidence

2.2. EvidenceEvidence

C.C. Third subpointThird subpoint

II.II. Second Major PointSecond Major Point

A.A. First subpointFirst subpoint

B.B. Second subpointSecond subpoint

Developing an OutlineDeveloping an Outline

ParallelParallelConstructionConstruction

ConsistentConsistentHeadingsHeadings


Preparing the Work PlanPreparing the Work Plan

• State the problem

• State the purpose and scope

• Discuss tasks to be accomplished

• Describe final products or outcomes

• Review of schedules and requirements

• Set follow-up plans

• Develop a working outline


Gathering InformationGathering Information

Start SeriousStart SeriousResearchResearch

Clarify theClarify theAssignmentAssignment

Do PreliminaryDo PreliminaryResearchResearch


Locating Secondary Locating Secondary

SourcesSourcesA Specific CompanyA Specific Company

An Entire IndustryAn Entire Industry

Statistics and TrendsStatistics and Trends

Business IssuesBusiness Issues


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


Select Select Appropriate DatabasesAppropriate Databases

Select Select Appropriate DatabasesAppropriate Databases

Use MultipleUse MultipleSearch EnginesSearch Engines

Use MultipleUse MultipleSearch EnginesSearch Engines

Replace ConceptsReplace Conceptswith Key Wordswith Key Words

Replace ConceptsReplace Conceptswith Key Wordswith Key Words

Use Short PhrasesUse Short Phrasesand Single Termsand Single TermsUse Short PhrasesUse Short Phrasesand Single Termsand Single Terms

Avoid StopwordsAvoid StopwordsAvoid StopwordsAvoid Stopwords

Avoid Words in Avoid Words in the Database’s Namethe Database’s Name

Avoid Words in Avoid Words in the Database’s Namethe Database’s Name

Fine-Tune Search Fine-Tune Search MethodsMethods


Use VariationsUse Variationsof Search Termsof Search TermsUse VariationsUse Variations

of Search Termsof Search Terms

SpecifySpecifyLogical RelationshipsLogical Relationships

SpecifySpecifyLogical RelationshipsLogical Relationships

Use BooleanUse BooleanOperatorsOperators

Use BooleanUse BooleanOperatorsOperators

Use ProximityUse ProximityOperatorsOperators

Use ProximityUse ProximityOperatorsOperators

Use WildcardsUse WildcardsUse WildcardsUse Wildcards

Refine Searches Refine Searches as Neededas Needed

Refine Searches Refine Searches as Neededas Needed

Fine-Tune Search Fine-Tune Search MethodsMethods


Primary InformationPrimary Information

• Documents

• Observation

• Experiments

• Surveys

• Interviews


Sources ofSources ofPrimary InformationPrimary Information

Documents

Observations

Experiments


Effective Survey Effective Survey QuestionsQuestions

Ask Easy-to-AnalyzeAsk Easy-to-AnalyzeQuestionsQuestions

Ask Easy-to-AnalyzeAsk Easy-to-AnalyzeQuestionsQuestions

Pretest AllPretest AllQuestionsQuestions

Pretest AllPretest AllQuestionsQuestions

Avoid LeadingAvoid LeadingQuestionsQuestions

Avoid LeadingAvoid LeadingQuestionsQuestions

Ask One ThingAsk One ThingAt a TimeAt a Time

Ask One ThingAsk One ThingAt a TimeAt a Time

Rel

iabi

lity Validity

Keep the Questionnaire Short

Provide Clear Instructions


Internet SurveysInternet Surveys

Minimize CostMinimize Cost

Reach More PeopleReach More People

Boost Response RateBoost Response Rate


Planning InterviewsPlanning Interviews

PurposePurpose

AudienceAudience

Main IdeasMain Ideas

StructureStructure


Types of QuestionsTypes of Questions

Open-EndedOpen-EndedDirect

Open-EndedDirect

Open-Ended RestatementRestatement Close-EndedClose-Ended

Information Quality

Interviewer Control

More

MoreLess

Less


Preparing QuestionsPreparing Questions

Think AboutThink AboutSequenceSequence

Think AboutThink AboutSequenceSequence

Mix Types ofMix Types ofQuestionsQuestions

Mix Types ofMix Types ofQuestionsQuestions

Ask SmartAsk SmartQuestionsQuestionsAsk SmartAsk SmartQuestionsQuestions

EditEditQuestionsQuestions

EditEditQuestionsQuestions

Rate theRate theQuestionsQuestionsRate theRate the

QuestionsQuestions

LimitLimitthe Numberthe Number

LimitLimitthe Numberthe Number


ProcessingInterview

Information

ProcessingInterview

Information

Write DownWrite DownYour IdeasYour Ideas

Review NotesReview Notes

OrganizeOrganizethe Materialthe Material

TranscribeTranscribeRecordingsRecordings


Purpose ofPurpose ofthe Materialthe Material

IndependentIndependentVerificationVerification

Logic andLogic andGood SenseGood Sense

Honesty andHonesty andReliabilityReliability

The AuthorThe Author

TimelinessTimeliness

PotentialPotentialBiasBias

Data CollectionData CollectionMethodsMethods

CompletenessCompleteness

Evaluating and Evaluating and Selecting SourcesSelecting Sources


Presenting Information Presenting Information

Direct QuotesDirect Quotes

EnhanceEnhancethe Argumentthe Argument

PreservePreserveOriginal TextOriginal Text

ParaphrasingParaphrasing

EnhanceEnhanceYour UnderstandingYour Understanding

CondenseCondenseOriginal TextOriginal Text


Documenting SourcesDocumenting Sources

QuotationsQuotationsQuotationsQuotations ParaphrasedParaphrasedMaterialMaterial

ParaphrasedParaphrasedMaterialMaterial

GeneralGeneralKnowledgeKnowledge

GeneralGeneralKnowledgeKnowledge

Fair UseFair UseDoctrineDoctrine

Fair UseFair UseDoctrineDoctrine


Analyzing Analyzing the Datathe Data

MeanMean

MedianMedian

ModeMode

TrendTrend

CorrelationCorrelation


Interpreting the Interpreting the FindingsFindings

Assumptions

Judgment

Valu

es FactsConclusionsConclusions RecommendationsRecommendations


Selecting the Channel Selecting the Channel and Medium and Medium

OralReports

OralReports

ImmediateFeedbackImmediateFeedback

NonverbalCommunication

NonverbalCommunication

WrittenReportsWrittenReports

ComplexInformation

ComplexInformation

FutureReference

FutureReference


Electronic ReportsElectronic Reports

AdvantagesAdvantages

Cost and space savingsCost and space savings

Faster distributionFaster distribution

Multimedia featuresMultimedia features

Ease of maintenanceEase of maintenance

Hardware and software costsHardware and software costs

System incompatibilitySystem incompatibility

Training needsTraining needs

Data securityData security

DisadvantagesDisadvantages


Audience RelationshipAudience Relationship

““You” AttitudeYou” Attitude

Positive TonePositive Tone

CredibilityCredibility


Audience RelationshipAudience Relationship

Polite TreatmentPolite Treatment

Bias-Free LanguageBias-Free Language

Corporate ImageCorporate Image