© Prentice Hall, 2007Business Communication Essentials, 3eChapter 11 - 1 Writing and Completing...

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 1

Writing and Writing and Completing Reports Completing Reports

and Proposalsand Proposals

Writing and Writing and Completing Reports Completing Reports

and Proposalsand Proposals


Planning Writing Completing

Analyze SituationAnalyze Situation

Gather InformationGather Information

Select MediumSelect Medium

Get OrganizedGet Organized

ReviseRevise

ProduceProduce

ProofreadProofread

DistributeDistribute

Analyze the Audience

Analyze the Audience

Composethe MessageCompose

the Message

Three-Step Writing Three-Step Writing ProcessProcess


Reports and ProposalsReports and Proposals

Long MessageLong MessageFormatsFormats

Long MessageLong MessageFormatsFormats

Effective Effective Visual SupportVisual Support

Effective Effective Visual SupportVisual Support


Adapting to the Adapting to the AudienceAudience

Sensitivity to Needs

The “You” Attitude

Business Etiquette

Positive Attitude

Bias-Free Language


Composing Reports Composing Reports and proposals and proposals

Effective WordsEffective Words

Strong SentencesStrong Sentences

Coherent ParagraphsCoherent Paragraphs


Introductory SectionIntroductory Section

Report ContextReport Context

Main IdeasMain Ideas

Subject/PurposeSubject/Purpose

Overall ToneOverall Tone


The Body SectionThe Body Section

PresentPresent

AnalyzeAnalyze

InterpretInterpret

SupportSupport


The Closing SectionThe Closing Section

Stress Main PointsStress Main Points

Summarize BenefitsSummarize Benefits

Reinforce StructureReinforce Structure

Group Action ItemsGroup Action Items


Drafting Report Drafting Report ContentContent

BalancedBalanced LogicalLogical DocumentedDocumented

AccurateAccurate CompleteComplete


Report IntroductionReport Introduction

AuthorizationAuthorization

Problem Problem

PurposePurpose

ScopeScope

BackgroundBackground

AuthorizationAuthorization

Problem Problem

PurposePurpose

ScopeScope


Sources Sources

MethodsMethods

DefinitionsDefinitions

LimitationsLimitations

OrganizationOrganization

Sources Sources

MethodsMethods

DefinitionsDefinitions

LimitationsLimitations



The Report BodyThe Report Body

ExplanationsExplanations

Evidence Evidence

ResultsResults

AnalysesAnalyses

ProceduresProcedures

ExplanationsExplanations

Evidence Evidence

ResultsResults

AnalysesAnalyses


Methods Methods

CriteriaCriteria

ConclusionsConclusions

RecommendationsRecommendations

SupportSupport

Methods Methods

CriteriaCriteria

ConclusionsConclusions


SupportSupport


The Report ClosingThe Report Closing


Action PlansAction Plans

Conclusions Conclusions

Key-Item SummaryKey-Item Summary


Drafting Proposal Drafting Proposal ContentContent

ProposalProposalProposalProposal

IntroductionIntroductionIntroductionIntroduction

BodyBodyBodyBody

ClosingClosingClosingClosing

AttentionAttention InterestInterest

DesireDesireActionAction

SolicitedSolicitedProposalProposal

UnsolicitedUnsolicitedProposalProposal


Strategies for Strategies for Successful ProposalsSuccessful Proposals

Knowledge/ExpertiseKnowledge/ExpertiseKnowledge/ExpertiseKnowledge/Expertise

Competitive ResearchCompetitive ResearchCompetitive ResearchCompetitive Research

The “You” AttitudeThe “You” AttitudeThe “You” AttitudeThe “You” Attitude


Strategies for Strategies for Successful ProposalsSuccessful Proposals

Concrete ExamplesConcrete ExamplesConcrete ExamplesConcrete Examples

Feasible ProposalFeasible ProposalFeasible ProposalFeasible Proposal

Attractive PackagingAttractive PackagingAttractive PackagingAttractive Packaging


Proposal IntroductionProposal Introduction


SolutionSolution

DelimitationsDelimitations



Body of ProposalBody of ProposalBody of ProposalBody of Proposal

QualificationsQualificationsQualificationsQualifications

ProposedProposedSolutionSolution

ProposedProposedSolutionSolution

Detailed CostDetailed CostDetailed CostDetailed Cost

Work PlanWork PlanWork PlanWork Plan


Closing of ProposalClosing of Proposal

SummarizeSummarizeKey PointsKey PointsSummarizeSummarizeKey PointsKey Points

RestateRestateQualificationsQualifications

RestateRestateQualificationsQualifications

EmphasizeEmphasizeBenefitsBenefits

EmphasizeEmphasizeBenefitsBenefits

ObtainObtainCommitmentCommitment

ObtainObtainCommitmentCommitment


Guiding the ReadersGuiding the Readers

Previewsand Reviews

TransitionalDevices

Headings and Links

ReadabilityReadability

FrameworksFrameworks

RelationshipsRelationships

WordsWords

SentencesSentences

ParagraphsParagraphs

IntroductionsIntroductions

SummariesSummaries

OverviewsOverviews


Applying TechnologyApplying Technology

TemplatesTemplates

Linked FilesLinked Files

Embedded DocumentsEmbedded Documents


Applying TechnologyApplying Technology

Electronic FormsElectronic Forms

Electronic DocumentsElectronic Documents

Multimedia DocumentsMultimedia Documents


Effective Visuals in Effective Visuals in ReportsReports

Bring Your Message to LifeBring Your Message to Life

Connect With Your ReadersConnect With Your Readers

Enhance Textual MessagesEnhance Textual Messages

Attract and Hold AttentionAttract and Hold Attention


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

ClearClear

CompleteComplete

ConciseConcise

ConnectedConnected

CompellingCompelling


Pick the Right Pick the Right VisualsVisuals

Data andData andInformationInformationData andData and

InformationInformation

ConceptsConceptsand Ideasand IdeasConceptsConceptsand Ideasand Ideas


The Parts of a TableThe Parts of a Table

Source: (In the same format as a text footnote).*Footnote (for explanation of elements in the table).

Stub head Subhead

SingleColumn

Head

SingleColumn

Head

Row headRow head Subhead Subhead

Total

XXX

XXXXXX

XXX

XX

XXXX

XX

XX

XXXX

XX

Subhead

XXX

XX XX

XXX

Multicolumn Head*


Preparing Data Preparing Data TablesTables

Use Common UnitsUse Common UnitsUse Common UnitsUse Common Units

Round NumbersRound NumbersRound NumbersRound Numbers

Label ColumnsLabel ColumnsLabel ColumnsLabel Columns


Preparing Data Preparing Data TablesTables

Rows and ColumnsRows and ColumnsRows and ColumnsRows and Columns

Select InformationSelect InformationSelect InformationSelect Information

Document SourcesDocument SourcesDocument SourcesDocument Sources


200620052003 2004

RelationshipsRelationships

TrendsTrends

VariablesVariables

100%

80%

60%

Line and Surface Line and Surface ChartsCharts


Average Kiln TempsAverage Kiln Temps

0

500

1000

1500

2000

2500

8:00AM

9:00AM

10:00AM

11:00AM

12:00Noon

1:00PM

2:00PM

3:00PM

4:00PM

5:00PM

Kiln A Kiln B

Te

mp

era

ture

°F


Home Game Ticket SalesHome Game Ticket Sales

0

10,000

20,000

30,000

40,000

50,000

60,000

70,000

80,000

90,000

2000 2001 2002 2003 2004 2005 2006

Other Students Families Alumni Staff

Ave

rage

Per

Gam

e


Using Bar ChartsUsing Bar Charts

Show Relative Sizes

Indicate Composition

Show Changes

Compare Items


CommuniCo CommuniCo Staff Computer SkillsStaff Computer Skills

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

E-mail InstantMessage

Graphics SpreadSheets

DesktopPublish

DatabaseDevelop

HTML/ XML

East


CommuniCo Preferred CommuniCo Preferred Communication MediaCommunication Media

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Sales Engineering Admin

IM E-mail Telephone Face-to-Face


CommuniCo Employee CommuniCo Employee Training CostsTraining Costs

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000

2001 2002 2003 2004 2005 2006

$0

$1,000

$2,000

$3,000

$4,000

$5,000

$6,000

$7,000

$8,000

Head Count Training Costs

Head

Cou

ntTraining Costs


Using Pie ChartsUsing Pie Charts

Numbers or PercentsNumbers or Percents

Contrasting ColorsContrasting Colors

Logical ArrangementLogical Arrangement

The Number of SlicesThe Number of Slices


Percentage of Time Spent Percentage of Time Spent OnlineOnline

By Age GroupBy Age Group10%

25%

27%

23%

15%

Age 25-34 Age 35-49 Age 50+ Age 18-24 Age 2-17


Information, Information, Concepts, and Ideas Concepts, and Ideas

Flow ChartsOrganization Charts

PositionsPositions

UnitsUnits

FunctionsFunctions

ProcessesProcesses


SequencesSequences


Flow Chart of the Report Writing Flow Chart of the Report Writing ProcessProcess

Flow Chart of the Report Writing Flow Chart of the Report Writing ProcessProcess

KeyboardInput

KeyboardInput

FirstHard Copy

FirstHard Copy

NextHard Copy

NextHard Copy

Style andSpelling

Style andSpelling

Style andSpelling

Style andSpelling

KeyboardInput/EditKeyboardInput/Edit

SubmitReportSubmitReport

EditEditEditEdit

Add?Add?

OK?OK? Yes

No

No

Yes

KeyboardInput/EditKeyboardInput/Edit


The Chain of CommandThe Chain of Command

DistrictA

DistrictA

DistrictB

DistrictB

DistrictC

DistrictC

DistrictD

DistrictD

DistrictE

DistrictE

DistrictF

DistrictF

DistrictG

DistrictG

Region1

Region1

Region2

Region2

Region3

Region3

Region4

Region4

Region5

Region5

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

Chief ExecutiveOfficer

Chief ExecutiveOfficer

ExecutiveVice President



ExecutiveVice President PresidentPresident


Using MapsUsing Maps

GeographicGeographicAreasAreas

RegionalRegionalDifferencesDifferences

Key MarketsKey Markets


Other Business Other Business GraphicsGraphics

Drawings or Diagrams Photographic Images

FunctionsFunctions

OperationsOperations

Selected DetailsSelected Details

RealismRealism

Visual AppealVisual Appeal

Ethical ConcernsEthical Concerns


Animation and Animation and VideoVideo

Shapes and TextShapes and TextShapes and TextShapes and Text

Computer AnimationComputer AnimationComputer AnimationComputer Animation

Digital VideoDigital VideoDigital VideoDigital Video


Designing Effective Designing Effective VisualsVisuals

• Select appropriate templates

• Be consistent throughout

• Use colors purposefully

• Balance design elements

• Avoid “chartjunk”

• Consider audience expectations


Integrate Text and Integrate Text and VisualsVisuals

Integration and PlacementIntegration and PlacementIntegration and PlacementIntegration and Placement

Positioning and ReferencesPositioning and ReferencesPositioning and ReferencesPositioning and References

Titles, Legends, and CaptionsTitles, Legends, and CaptionsTitles, Legends, and CaptionsTitles, Legends, and Captions

Audience AttitudesAudience Attitudes

Overall Purpose Subject Matter

Production Issues


Components Components of Formal Reportsof Formal Reports

Type of ReportType of Report

Audi

ence

Nee

dsAu

dien

ce N

eeds Report LengthReport Length

PrefatoryPrefatoryPartsParts

PrefatoryPrefatoryPartsParts

Text ofText ofthe Reportthe Report

Text ofText ofthe Reportthe Report

SupplementarySupplementaryPartsParts

SupplementarySupplementaryPartsParts

Type of CompanyType of Company


The Prefatory PartsThe Prefatory Parts

• Report Cover

• Title fly/Title page

• Authorization Letter

• Transmittal Letter

• Table of Contents

• List of Visuals

• Synopsis/Abstract

• Executive Summary


The Text of the ReportThe Text of the Report

IntroductionIntroductionIntroductionIntroduction

BodyBodyBodyBody

ClosingClosingClosingClosing


Supplementary Supplementary PartsParts

AppendixesAppendixesAppendixesAppendixes

BibliographyBibliographyBibliographyBibliography

IndexIndexIndexIndex


Producing a Formal Producing a Formal Proposal Proposal

Unique Prefatory Elements

Copy of the RFPCopy of the RFP

Synopsis/ Executive SummarySynopsis/ Executive Summary

Transmittal DocumentTransmittal Document


The Text of the The Text of the ProposalProposal

Informal

Solicited

Unsolicited

Form

al

Introduction Body Closing


Proofreading Proofreading Reports and ProposalsReports and Proposals

Spelling Text Placement Punctuation Visual Aids

InconsistenciesInconsistencies Errors/OmissionsErrors/Omissions Missing ComponentsMissing Components


Distribution of Distribution of Reports and ProposalsReports and Proposals

Physical Web-BasedElectronic


Reviewing Key PointsReviewing Key Points

• Writing reports and proposals

• Selecting appropriate visual aids

• Completing reports and proposals

Date post:	21-Dec-2015
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