© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 1 Writing Reports and Proposals

© Prentice Hall, 2007 Excellence in Business Communication, 7e Chapter 11 - 1

Writing Reports and Writing Reports and ProposalsProposals


Three-Step Writing Three-Step Writing ProcessProcess

• Planning• Writing• Completing


Adapting to the Adapting to the AudienceAudience

• Be sensitive to their needs• Build strong relationships• Control style and tone


Composing Reports Composing Reports and Proposalsand Proposals

• Type of document• Purpose of document• Structure of document• Length and depth of material• Degree of formality• Audience relationship


The Introductory SectionThe Introductory Section

• Report context• Subject or purpose• Main ideas• Overall tone


The Body SectionThe Body Section

• Present• Analyze• Interpret• Support


The Closing SectionThe Closing Section

• Emphasizes main points• Summarizes benefits• Reinforces structure• Brings together action items


Drafting Report ContentDrafting Report Content

• Accurate• Complete• Balanced• Structured• Documented


Report IntroductionReport Introduction

• Authorization• Problem • Purpose• Scope• Background

• Sources • Methods• Definitions• Limitations• Organization


Report BodyReport Body

• Explanations• Evidence • Results• Analyses• Procedures

• Methods • Criteria• Conclusions• Recommendations• Support


Report ClosingReport Closing

• Conclusions• Recommendations• Action plans• Schedules• Responsibilities


Proposal ContentProposal Content

• The AIDA plan– Solicited proposals– Unsolicited proposals

• Introduction• Body• Conclusion


Strategies for Strategies for Successful ProposalsSuccessful Proposals

• Demonstrate your knowledge• Provide concrete examples• Research the competition• Prove that your proposal is workable• Adopt a “you” attitude• Package your proposal attractively


Proposal IntroductionProposal Introduction

• Problem or background• Proposed solution• Scope or delimitations• Organization


Proposal BodyProposal Body

• Proposed solution• Work plan• Qualifications• Detailed costs


Proposal ClosingProposal Closing

• Key points• Benefits and merits• Qualifications• Final decisions


Consistent PerspectiveConsistent Perspective

• Time frame• Verb tenses• Chronology


Guiding the ReadersGuiding the Readers

• Headings and subheadings• Transitional devices• Previews and reviews


Technology for Technology for Reports and ProposalsReports and Proposals• Templates• Linked files• Embedded files• Electronic forms• Electronic documents• Multimedia documents


Effective Visuals in Effective Visuals in ReportsReports

• Bring your message to life• Connect with your readers• Convey effective messages• Attract and hold attention


5 C’s of Visual Design5 C’s of Visual Design

• Clear• Complete• Concise• Connected• Compelling


Balance Words and Balance Words and VisualsVisuals

• The number of visuals• The placement of visuals• The pace of visuals


Pick the Right VisualsPick the Right Visuals

• Data• Information• Concepts• Ideas


The Representation of The Representation of DataData

Table

Line Chart,Bar Chart

Pie Chart

Scatter Chart,Bubble Chart

Present individual, exact values

Show trends or relationships over timeCompare two or more sets of data

Frequency or distribution of parts in a whole

Compare entities vs. two or three variables


Preparing Data TablesPreparing Data Tables

• Use common, clearly identified units• Maintain unity in columns• Label column headings• Separate rows and columns • Provide totals or averages• Document data sources


Using Line Using Line and Surface Chartsand Surface Charts

• Trends • Variables• Relationships


Using Bar ChartsUsing Bar Charts

• Compare items• Show changes• Indicate relationships• Show relative sizes


Using Pie ChartsUsing Pie Charts

• Limit the number of slices• Arrange slices clockwise• Use a variety of colors• Show numbers or percentages


Information, Information, Concepts, and IdeasConcepts, and Ideas

• Organization charts– Positions– Units– Functions

• Flow charts– Processes– Procedures– Sequences


Using MapsUsing Maps

• Geographic areas• Regional differences• Key markets


Other Business GraphicsOther Business Graphics• Drawings and diagrams– Functions– Operations– Selected details

• Photographic images– Realism– Visual appeal– Ethical concerns


Working With Working With PhotographsPhotographs

• Learn to use image processing tools

• Match file types and applications

• Stress communication value

• Be aware of copyrights

• Obtain model release forms


Animation and VideoAnimation and Video

• Visual Impact– Shapes and text– Computer animation– Digital video


Designing Visuals for Designing Visuals for Reports and Reports and

PresentationsPresentations• Advantages of using computers– Speed– Accuracy– Versatility

• Challenges of using computers– Training– Artistic skills– Time requirements


Designing GraphicsDesigning Graphics

• Continuity• Contrast• Emphasis• Simplicity• Experience


Integrate Text Integrate Text and Graphicsand Graphics

• Clear introductions• Careful placement• Effective titles and legends


Quality and Integrity of Quality and Integrity of VisualsVisuals

• Is the visual accurate?• Is the visual documented properly?• Is the visual honest?

Documents

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 1 Writing Reports and Proposals