Pertemuan 7 Reports

and Proposals

Matakuliah : J0612 - Komunikasi BisnisTahun : 2010

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Workplace Writing

Audience

Complexity

Fo

rma

t Initiative

InformationalInformationalReportsReports

InformationalInformationalReportsReports ProposalsProposalsProposalsProposals AnalyticalAnalytical

ReportsReports

AnalyticalAnalyticalReportsReports

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Planning Writing Completing

Analyze SituationAnalyze Situation

Gather InformationGather Information

Select MediumSelect Medium

Get OrganizedGet Organized

ReviseRevise

ProduceProduce

ProofreadProofread

DistributeDistribute

Adapt tothe Audience

Adapt tothe Audience

Composethe MessageCompose

the Message

Three-Step Writing Process

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Analyzing the Situation

Define Define the Purposethe Purpose

Define Define the Purposethe Purpose

Prepare Prepare the Work Planthe Work Plan

Prepare Prepare the Work Planthe Work Plan

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Audience Adaptation

Learn Their Needs

Build Relationships

Control Style and Tone

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Planning Informational Reports

Monitor andMonitor andControl OperationsControl Operations

Demonstrate Demonstrate ComplianceCompliance

Implement Policies Implement Policies and Proceduresand Procedures

Report ProgressReport Progress

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OrganizingInformational Reports

ComparisonComparison ImportanceImportance SequenceSequence

ChronologyChronology SpatialOrientation

SpatialOrientation GeographyGeography CategoryCategory

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Organizing Analytical Reports

Indirect DirectBalanced

ResistantAudiences

ReceptiveAudiences

Logical Arguments

FeasibleRecommendations

Bottom-LineConclusions

Common Structural Approaches

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Planning Analytical Reports

Assess OpportunitiesAssess OpportunitiesAssess OpportunitiesAssess Opportunities

Solve ProblemsSolve ProblemsSolve ProblemsSolve Problems

Support DecisionsSupport DecisionsSupport DecisionsSupport Decisions

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Defining the Problem

• What needs to be determined?

• Why is this issue important?

• Who is involved in the situation?

• Where is the trouble located?

• How did the situation originate?

• When did it start?

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Planning Proposals

Internal RequestsInternal Requests External RequestsExternal Requests

GeneralGeneralProjectsProjects

GeneralGeneralProjectsProjects

FundingFundingFundingFunding

ManagementManagementSupportSupport

ManagementManagementSupportSupport SalesSalesSalesSales

InvestmentsInvestmentsInvestmentsInvestments

GrantsGrantsGrantsGrants

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ProposalProposalProposalProposal

Drafting Proposal Content

IntroductionIntroductionIntroductionIntroduction

BodyBodyBodyBody

ClosingClosingClosingClosing

AttentionAttention InterestInterest

DesireDesireActionAction

SolicitedSolicitedProposalProposal

UnsolicitedUnsolicitedProposalProposal

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Reports and Proposals

The Introduction : The Introduction : Report Context, Subject / Purpose,Report Context, Subject / Purpose,

Main Ideas and Overall Tone Main Ideas and Overall Tone

The Introduction : The Introduction : Report Context, Subject / Purpose,Report Context, Subject / Purpose,

Main Ideas and Overall Tone Main Ideas and Overall Tone

Closing Section : Closing Section : Emphasize Main Points, Summarize

Benefits and Reinforce Structure

Closing Section : Closing Section : Emphasize Main Points, Summarize

Benefits and Reinforce Structure

Body Sections : Body Sections : Present, Analyze,

Interpret and Support

Body Sections : Body Sections : Present, Analyze,

Interpret and Support

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Components of 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

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CoverCoverCoverCover

Letter ofLetter ofAuthorizationAuthorization

Letter ofLetter ofAuthorizationAuthorization

Title FlyTitle Flyor Title Pageor Title Page

Title FlyTitle Flyor Title Pageor Title Page

List ofList ofIllustrationsIllustrations

List ofList ofIllustrationsIllustrations

ExecutiveExecutiveSummarySummaryExecutiveExecutiveSummarySummary

SynopsisSynopsisor Abstractor AbstractSynopsisSynopsis

or Abstractor Abstract

Letter ofLetter ofAcceptanceAcceptance

Letter ofLetter ofAcceptanceAcceptance

Table ofTable ofContentsContentsTable ofTable ofContentsContents

Letter ofLetter ofTransmittalTransmittal

Letter ofLetter ofTransmittalTransmittal

The Prefatory Parts

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Supplementary Parts

AppendixesAppendixesAppendixesAppendixes

BibliographyBibliographyBibliographyBibliography

IndexIndexIndexIndex

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Distribution of Reports and Proposals

Physical Web-BasedElectronic