Presentation of writing reports and proposals

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

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© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 2
Planning Writing Completing
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce
Proofread
Distribute
Adapt to
the Audience
Compose
the Message
Th
ree
Th
ree-
-Step Writing Process
Step Writing Process

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© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 3
Audience Adaptation
Audience Adaptation
Learn Their Needs
Build Relationships
Control Style and Tone

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© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 4
Reports and Proposals
Reports and Proposals
The Introduction
The Introduction
Closing Section
Closing Section
Body Sections
Body Sections

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© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 5
The Introduction
The Introduction
Report Context
Report Context
Main Ideas
Main Ideas
Subject
Subject
or Purpose
or Purpose
Overall Tone
Overall Tone

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

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© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 7
The Closing Section
The Closing Section
Emphasize Main Points
Emphasize Main Points
Summarize Benefits
Summarize Benefits
Reinforce Structure
Reinforce Structure

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

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© Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 - 9
Report Introduction
Report Introduction
Authorization
Authorization
Scope
Scope
Sources and Methods
Sources and Methods
Limitations
Limitations
Problem/Purpose
Problem/Purpose
Background
Background
Terms and Definitions
Terms and Definitions
Report Organization
Report Organization

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

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

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© Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 - 12
The Report Closing
The Report Closing
Recommendations
Action Plans
Conclusions
Key-Item Summary

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© Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 - 13
Proposal
Proposal
D
rafting Proposal Content
D
rafting Proposal Content
Introduction
Introduction
Body
Body
Closing
Closing
Attention Attention Interest
Interest
Desire
Desire
Action
Action
Solicited
Solicited
Proposal
Proposal
Unsolicited
Unsolicited
Proposal
Proposal

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© Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 - 14
Demonstrate
Demonstrate
Your Knowledge
Your Knowledge
Research
Research
the Competition
the Competition
Adopt a
Adopt a
³You´ Attitude
³You´ Attitude
Provide
Provide
Concrete Examples
Concrete Examples
Offer a
Offer a
Workable Proposal
Workable Proposal
Present an
Present an
Attractive Package
Attractive Package
Strategies for S
u
ccess
Strategies for S
u
ccess

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© Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 - 15
Proposal Introduction
Proposal Introduction
Problem or
Problem or
Opportunity
Opportunity
Scope of
Scope of
Delimitations
Delimitations
Proposed
Proposed
Solution
Solution
Organization
Organization

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© Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 - 16
The Proposal Body
The Proposal Body
Qualifications
Qualifications
Proposed
Proposed
Approach
Approach
Detailed Cost
Detailed Cost
Work Plan
Work Plan

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© Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 - 17
The Proposal Closing
The Proposal Closing
Restate
Restate
Qualifications
Qualifications
Summarize
Summarize
Key Points
Key Points
Obtain
Obtain
Commitment
Commitment
Emphasize
Emphasize
Benefits
Benefits

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© Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 - 18
D
rafting Online Content
D
rafting 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

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© Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 - 19
Words

Sentences
Paragraphs
Words

Sentences
Paragraphs
Readability

Frameworks
Relationships
Readability

Frameworks
Relationships
Introductions

Summaries
Overviews
Introductions

Summaries
Overviews
H
elp Readers Find
Th
eir Way
H
elp Readers Find
Th
eir Way
Previews
and Reviews
Transitional
Devices
Headings
and Links

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© Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 - 20
Technology for
Technology for
Reports and Proposals
Reports and Proposals
Templates
Templates
Embedded Files
Embedded Files
Electronic
Electronic
Documents
Documents
Linked Files
Linked Files
Electronic Forms
Electronic Forms
Multimedia
Multimedia
Documents
Documents