Slide-MGT310-Slide10.ppt

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The document discusses the key components and best practices for writing effective reports, proposals, and online content. It covers the three-step writing process of planning, writing, and completing. It also discusses adapting content for the audience, and the typical sections for reports, proposals, and online content, including introductions, bodies, and closing sections. The document provides guidance on drafting content that is accurate, complete, clear, logical, and properly documented.

Education

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 1
Writing Reports and
Proposals

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 2
Three-Step Writing Process
• Planning
• Writing
• Completing

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 3
Audience Adaptation
• Be sensitive to their needs
• Build strong relationships
• Control style and tone

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 4
Reports and Proposals
• Introduction
• Body sections
• Closing section

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 5
The Introduction
• Report context
• Subject or purpose
• Main ideas
• Overall tone

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 6
The Body Sections
• Present
• Analyze
• Interpret
• Support

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 7
The Closing Section
• Emphasizes main points
• Summarizes benefits
• Reinforces structure

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 8
Drafting Report Content
• Accurate
• Complete
• Balanced
• Clear and logical
• Documented properly

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 9
Report Introduction
• Authorization
• Problem/purpose/opportunity
• Scope
• Background
• Sources and methods
• Definitions
• Limitations
• Report organization

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 10
Report Body
• Explanations of problem/opportunity
• Facts, statistics, and trends
• Results of studies or investigations
• Discussion and analysis
• Advantages, disadvantages, costs,
and benefits

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 11
Report Body
• Procedures or steps in a process
• Methods and approaches
• Criteria for evaluating options
• Conclusions and recommendations
• Supporting reasons for conclusions
and recommendations

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 12
Report Close
• Summary of key points
• Conclusions and recommendations
• Action plans

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 13
Proposal Content
• The AIDA plan
– Solicited proposals
– Unsolicited proposals
• Introduction
• Body
• Conclusion

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 14
Strategies for Success
• Demonstrate your knowledge
• Provide concrete examples
• Research the competition
• Prove that your proposal is workable
• Adopt a “you” attitude
• Package your proposal attractively

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 15
Proposal Introduction
• Background or statement of problem
or opportunity
• Proposed solution
• Scope or delimitations
• Organization

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 16
Proposal Body
• Proposed approach
• Work plan
• Statement of qualifications
• Detailed costs

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 17
Proposal Closing
• Summarizes key points
• Emphasizes benefits
• Restates your qualifications
• Asks for a final decision

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 18
Drafting Online Content
• Build trust with intended audiences
• Adapt content for global audience
• Compose web-friendly content
• Use in a concise, skimmable format
• Include effective links

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 19
Help Readers Find Their Way
• Headings and subheadings
• Transitional devices
• Previews and reviews

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 20
Technology for
Reports and Proposals
• Templates
• Linked and embedded documents
• Electronic forms
• Electronic documents
• Multimedia documents

The document discusses the process of writing business reports and proposals. It covers planning the document, adapting to the audience, determining the appropriate structure based on the type of document and purpose, and guidelines for drafting the different sections including the introduction, body, and closing. The document also provides guidance on consistent formatting and use of technology tools to create reports and proposals.

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Slide-MGT310-Slide10.ppt

2. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 2 Three-Step Writing Process • Planning • Writing • Completing

3. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 3 Audience Adaptation • Be sensitive to their needs • Build strong relationships • Control style and tone

4. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 4 Reports and Proposals • Introduction • Body sections • Closing section

5. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 5 The Introduction • Report context • Subject or purpose • Main ideas • Overall tone

6. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 6 The Body Sections • Present • Analyze • Interpret • Support

7. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 7 The Closing Section • Emphasizes main points • Summarizes benefits • Reinforces structure

8. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 8 Drafting Report Content • Accurate • Complete • Balanced • Clear and logical • Documented properly

9. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 9 Report Introduction • Authorization • Problem/purpose/opportunity • Scope • Background • Sources and methods • Definitions • Limitations • Report organization

10. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 10 Report Body • Explanations of problem/opportunity • Facts, statistics, and trends • Results of studies or investigations • Discussion and analysis • Advantages, disadvantages, costs, and benefits

11. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 11 Report Body • Procedures or steps in a process • Methods and approaches • Criteria for evaluating options • Conclusions and recommendations • Supporting reasons for conclusions and recommendations

12. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 12 Report Close • Summary of key points • Conclusions and recommendations • Action plans

13. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 13 Proposal Content • The AIDA plan – Solicited proposals – Unsolicited proposals • Introduction • Body • Conclusion

14. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 14 Strategies for Success • Demonstrate your knowledge • Provide concrete examples • Research the competition • Prove that your proposal is workable • Adopt a “you” attitude • Package your proposal attractively

15. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 15 Proposal Introduction • Background or statement of problem or opportunity • Proposed solution • Scope or delimitations • Organization

16. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 16 Proposal Body • Proposed approach • Work plan • Statement of qualifications • Detailed costs

17. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 17 Proposal Closing • Summarizes key points • Emphasizes benefits • Restates your qualifications • Asks for a final decision

18. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 18 Drafting Online Content • Build trust with intended audiences • Adapt content for global audience • Compose web-friendly content • Use in a concise, skimmable format • Include effective links

19. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 19 Help Readers Find Their Way • Headings and subheadings • Transitional devices • Previews and reviews

20. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 20 Technology for Reports and Proposals • Templates • Linked and embedded documents • Electronic forms • Electronic documents • Multimedia documents

Slide-MGT310-Slide10.ppt

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