1. Planning Reports and Proposals
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Business Communication Today, 9e

2. Effective Reports and Proposals
Reports Categories:
Informational: Offer data facts, feedback without analysis or recommendation.
Analytical: Offer information & analysis and can include recommendations.
Proposals: Offer structured persuasion for internal and external audiences.
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Business Communication Today, 9e

3. Three-Step Writing Process
Planning / Investigation
Writing / Drafting
Completing / Revising
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4. 1. Analyzing the Situation
Define the purpose
Prepare the work plan
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Business Communication Today, 9e

5. a) Defining the Purpose
To Inform
To Persuade
To Recommend
To Confirm
To Analyze
To Summarize
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6. b) Preparing the Work Plan
Statement of the problem / opportunity
Specific statement of the purpose and scope
Discussion of tasks to be accomplished
Description of final products or outcomes
Review of schedules and requirements
Plans for following up
Working outline
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Business Communication Today, 9e

7. Gathering Information
Collect all the information you need – and only the information you need.
Focus on the audience
Plan carefully
Establish priorities
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Business Communication Today, 9e

8. Business Communication Today, 9e
Selecting the Medium
Hardcopy
Digital format
Multimedia
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Business Communication Today, 9e

9. Organizing the Information
Direct approach receptive audience
State conclusions and recommendations
Introduce findings
Include support
Indirect approach skeptical audience
Discuss support
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Business Communication Today, 9e

10. Organization Considerations
Understand and meet audience expectations
Use a task-appropriate format
Keep it as short and simple as possible KISS
“Talk” your way through the outline
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Business Communication Today, 9e

11. Planning Informational Reports
Monitor and control operations
Implement policies and procedures
Demonstrate compliance
Document progress
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Business Communication Today, 9e

12. Organizing Informational Reports
Topical organization
Comparison
Importance
Sequence
Chronology
Spatial orientation
Geography
Category
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13. Creating Business Plans
Summary
Mission and objectives
Company and industry
Products or services
Market and competition
Management
Marketing strategies
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Business Communication Today, 9e

14. Creating Business Plans
Design and development plans
Operations plan
Overall schedule
Critical risks and problems
Financial projections
Financial requirements
Exit strategy
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Business Communication Today, 9e

15. Business Communication Today, 9e
Website Content
Online communication is unique
Web readers are demanding
Reading online can be difficult
The Internet is a nonlinear medium
The Internet is multidimensional
Websites have multiple purposes
Internet audiences are diverse
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Business Communication Today, 9e

16. Information Architecture
Vertical hierarchy of pages
Horizontal division of pages
Internal and external links
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Business Communication Today, 9e

17. Business Communication Today, 9e
Organizing the Site
Plan navigation first
Let readers be in control
Break information into “chunks”
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Business Communication Today, 9e

18. Planning Analytical Reports
Assess opportunities
Market analysis and due diligence
Solve problems
Troubleshooting and failure analysis
Support decisions
Feasibility and justification
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Business Communication Today, 9e

19. Business Communication Today, 9e
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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Business Communication Today, 9e

20. Organizational Strategies
Receptive audiences
Direct approach
Focus on conclusions
Focus on recommendations
Skeptical audiences
Indirect approach
Focus on logical arguments
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Business Communication Today, 9e

21. Organizing Analytical Reports
Logical arguments
Feasible recommendations
Bottom-line conclusions
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Business Communication Today, 9e

22. Business Communication Today, 9e
Focus on Conclusions
Advantages
Ease of use
Bottom-line driven
Disadvantages
Possible resistance
Oversimplification
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Business Communication Today, 9e

23. Focus on Recommendations
Establish the need for action
Introduce benefits
List steps needed to get benefits
Explain each step more fully
Summarize your recommendations
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Business Communication Today, 9e

24. Focus on Logical Arguments
2 + 2 = 4 approach
Problem or opportunity
Main reasons behind conclusions
Main reasons behind recommendations
Support reasons with evidence
Yardstick approach
List alternatives
List decision-making criteria
Evaluate alternatives against criteria
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Business Communication Today, 9e

25. Business Communication Today, 9e
Planning Proposals
Internal
Funding
Management support
General projects
External
Investments
Grants
Sales
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Business Communication Today, 9e

26. Business Communication Today, 9e
Organizing Proposals
Solicited
Direct approach
Interested audience
Unsolicited
Indirect approach
Uninterested audience
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Business Communication Today, 9e