Business communication 11

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  • 1. Business Communication Lecture 11: PROPOSAL, FORMAL REPORTS AND INFORMAL REPORTS By Ms. Glynnis
  • 2. 1. Minutes of meeting  Record summaries of old business, new business, announcements, and reports as well as the precise wording of motions.  What you need to write in your minutes :  provide the name of the group, date, time, and place of meeting  identify the name of attendees and absentees if appropriate
  • 3.  describe the disposition of previous minutes.  record old business, new business, announcement and reports.  include the precise wording of the motions ; record the vote and action taken.  conclude with the name and signature of the person recording the minutes.
  • 4. NAME OF GROUP VENUE OF MEETING DAY, DATE, TIME PRESENT : _________ ABSENT : _________ ( describe disposition of previous minute ) OLD BUSINESS ( summarize discussion ; does not record every word ) REPORTS ( highlight motions, showing name of person making motion and person seconding it ) NEW BUSINESS ( summarize new business and announcement ) (SHOWS NAME AND SIGNATURE OF PERSON RECORDING MINUTES )
  • 5. 2. SUMMARIES  a summary condenses the primary ideas, conclusions, and recommendations of a longer publication  General guidelines :  present the goal or purpose of the document being summarized. Why was it written?  highlight the research methods ( if appropriate ), findings, conclusions, and recommendations.
  • 6.  omit illustrations, examples and references  organize for readability by including headings and bulleted or enumerated lists.  include your reactions or an overall evaluation of the document if ask to do so.  An executive summary presents an overview of a longer report and focuses on key point.
  • 7. EXECUTIVE SUMMARY TITLE ( summarize purpose of longer report ) BUSINESS PROFILE ( provides overview of main points ) FIRST REPORT ( follows sequence of longer report ) SECOND REPORT ( focuses on most important parts of business plan, including marketing, finances and payback)
  • 8. INFORMAL PROPOSALS  Contain : a) Introduction b) Background Information c) Proposal d) Staffing Requirements e) Budget f) Authorization Request
  • 9. A.) INTRODUCTION  hint an extraordinary results, with details to be revealed shortly  promise low costs or speedy results  mention a remarkable resource ( well- known authority, new computer program, well-trained staff), available exclusively to you
  • 10. identify a serious problem, and promise a solution, to be explained later  specify a key issue or benefit that you feel is the heart of proposal. B. ) BACKGROUND, PROBLEM AND PURPOSES  aim is to convince the reader that you understand the problem completely
  • 11. c.) PROPOSAL , PLAN , SCHEDULE  the proposal section must give enough information to secure the contact but not so much detail that the services are not needed. d.) STAFFING  describe the credentials and expertise of the project leaders.
  • 12. e.) BUDGET  because a proposal is a legal contract, the budget must be researched carefully. f.) AUTHORIZATION  the closing should remind the reader of key benefits, and motivate actions.
  • 13. FORMAL REPORTS  respond to big projects and may contain 200 or more pages.  the primary differences between formal and informal reports are tone, structure, and length. PREPARING TO WRITE FORMAL REPORTS  the beginning of every reports begin with a statement of purpose explaining the goal, significance, and limitations of the report.
  • 14. RESEARCHING SECONDARY DATA  Primary data come from firsthand experience and observation ; secondary data from reading  secondary data are cheaper and easier to develop.  reviewing secondary data can save time and effort.  secondary material available either in print or electronically.
  • 15. a.) Print Resources  although researchers are increasingly turning to electronic data, much data is only available in print.  books provide historical and in- depth data  periodicals* provide limited but current coverage * magazines, pamphlet, and journals
  • 16. b.) ELECTRONIC DATABASE  Most researchers today begin by looking in electronic database.  A database stores information so that it is accessible by computer and digitally searchable.
  • 17. PARTS OF A FORMAL REPORT 1. PREFATORY  title page  letter of transmittal  deliver the report  present an overview of the report  suggest how to read or interpret it  describe limitations, if they exist
  • 18. acknowledge those who assisted you.  suggest follow-up studies , if appropriate  offer to discuss the report personally  express appreciation for the assignment  Table of Content  executive summary, abstract, synopsis
  • 19. 2. BODY  Introduction of background  explanation of how the report originated and why it was authorized  description of the problem that prompted the report and the specific research  sources and methods of collecting data
  • 20. summary of findings, if the report is written deductively  preview of the major sections of the report to follow , thus providing coherence and transition for the reader.
  • 21.  Discussion of findings  summary, conclusions, recommendations 3. SUPPLEMENTARY  footnotes or end notes  bibliography  appendix