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Writing business reports and proposals ch 11
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Writing business reports and proposals ch 11

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Writing business reports and proposals

Writing business reports and proposals

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    • 1. Writing Business Reports and Proposals © Excellence in Business Communication Chapter 11
    • 2. The Three-Step Process • Planning • Writing • Completing © Excellence in Business Communication Chapter 11
    • 3. Organizing Reports and Proposals • Format • Length • Order • Structure © Excellence in Business Communication Chapter 11
    • 4. Deciding on Format and Length • Preprinted form • Letter • Memo • Manuscript © Excellence in Business Communication Chapter 11
    • 5. Choosing an Approach • Direct approach – Receptive audience – Open-minded audience • Indirect approach – Skeptical audience – Hostile audience © Excellence in Business Communication Chapter 11
    • 6. Structuring Informational Reports • Importance • Sequence • Chronology • Spatial orientation • Geography • Category © Excellence in Business Communication Chapter 11
    • 7. Structuring Analytical Reports • Audience members – Receptive • Conclusions • Recommendations – Skeptical • Reasons • Evidence © Excellence in Business Communication Chapter 11
    • 8. Structural Approaches for Analytical Reports • Focus on conclusions • Focus on recommendations • Focus on logical arguments © Excellence in Business Communication Chapter 11
    • 9. Logical Structures for Analytical Reports • 2 + 2 = 4 approach • Scientific method • Yardstick approach © Excellence in Business Communication Chapter 11
    • 10. Structuring Proposals • Solicited – Direct approach • Unsolicited – Indirect approach © Excellence in Business Communication Chapter 11
    • 11. Organizing Visuals • Select points to visualize • Balance illustrations and words • Consider production schedule © Excellence in Business Communication Chapter 11
    • 12. The Right Visual for the Job • Tables • Pie charts • Line or bar charts • Line or dot charts • Pie or area charts • Maps • Bar charts • Flow charts © Excellence in Business Communication Chapter 11
    • 13. The Parts of a Table Stub head Subhead Subhead Single Column Head Row head Row head Subhead Subhead XXX XXX XX XX XX XX XXX XXX XX XX XX XX Total XXX XXX XX XX Multicolumn Head* Single Column Head Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table). © Excellence in Business Communication Chapter 11
    • 14. Preparing Numerical Tables • Use common, clearly identified units • Use the same units for all items in columns • Label column headings • Separate rows and columns • Show column-to-row totals or averages • Document data sources © Excellence in Business Communication Chapter 11
    • 15. Using Line and Surface Charts • Show changes • Indicate relationships © Excellence in Business Communication Chapter 11
    • 16. Using Bar Charts • Compare items • Show changes • Indicate relationships • Show relative sizes © Excellence in Business Communication Chapter 11
    • 17. Using Pie Charts • Limit the number of slices • Arrange slices clockwise • Use a variety of colors • Show numbers or percentages © Excellence in Business Communication Chapter 11
    • 18. Illustrating Relationships • Organization charts – Positions – Units – Functions • Flow charts – Processes – Procedures – Sequences © Excellence in Business Communication Chapter 11
    • 19. Other Business Graphics • Drawings and diagrams – Functions – Operations – Selected details • Images and photographs – Realism – Visual appeal – Ethical concerns © Excellence in Business Communication Chapter 11
    • 20. Computer Graphics Design Principles • Continuity • Contrast • Emphasis • Simplicity • Experience © Excellence in Business Communication Chapter 11
    • 21. Integrating Text and Visuals • Clear introductions • Careful placement • Effective titles and legends © Excellence in Business Communication Chapter 11
    • 22. Checking Visual Aids • • • • © Honesty Documentation Necessity Accuracy Excellence in Business Communication Chapter 11
    • 23. Composing Business Reports and Proposals • Prepare a formal outline • Control style and tone • Select the best words • Create effective sentences and paragraphs © Excellence in Business Communication Chapter 11
    • 24. Choosing the Degree of Formality • Audience and message – Format – Length – Organization © Excellence in Business Communication Chapter 11
    • 25. Consistent Time Perspective • Select a time frame • Use verb tense correctly • Recognize chronology © Excellence in Business Communication Chapter 11
    • 26. Guiding the Readers • Headings and subheadings • Transitional devices • Previews and reviews © Excellence in Business Communication Chapter 11
    • 27. Developing the Text • Opening • Body • Conclusion © Excellence in Business Communication Chapter 11
    • 28. Strategies for Successful Reports • Accurate • Complete • Balanced • Structured • Documented © Excellence in Business Communication Chapter 11
    • 29. Strategies for Successful Proposals • Demonstrate your knowledge • Provide concrete examples • Research the competition • Prove that your proposal is workable • Adopt a “you” attitude • Package your proposal attractively © Excellence in Business Communication Chapter 11
    • 30. Drafting the Opening • Report context • Subject or purpose • Main ideas • Overall tone © Excellence in Business Communication Chapter 11
    • 31. Drafting the Body • Present • Analyze • Interpret • Support © Excellence in Business Communication Chapter 11
    • 32. Drafting the Close • Emphasize main points • Summarize benefits • Reinforce structure • Bring together action items © Excellence in Business Communication Chapter 11
    • 33. Proposal Closing • Summarize key points • Stress benefits • Summarize merits of your approach • Qualifications • Final decisions © Excellence in Business Communication Chapter 11

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