Presentation is loading. Please wait.

Presentation is loading. Please wait.

© Prentice Hall, 2008 Business Communication Today, 9eChapter 13 - 1 Planning Reports and Proposals.

Similar presentations


Presentation on theme: "© Prentice Hall, 2008 Business Communication Today, 9eChapter 13 - 1 Planning Reports and Proposals."— Presentation transcript:

1 © Prentice Hall, 2008 Business Communication Today, 9eChapter Planning Reports and Proposals

2 © Prentice Hall, 2008 Business Communication Today, 9eChapter 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.

3 © Prentice Hall, 2008 Business Communication Today, 9eChapter Three-Step Writing Process Planning / Investigation Writing / Drafting Completing / Revising

4 © Prentice Hall, 2008 Business Communication Today, 9eChapter Analyzing the Situation a)Define the purpose b)Prepare the work plan

5 © Prentice Hall, 2008 Business Communication Today, 9eChapter a) Defining the Purpose To Inform To Persuade To Recommend To Confirm To Analyze To Summarize

6 © Prentice Hall, 2008 Business Communication Today, 9eChapter b) Preparing the Work Plan 1.Statement of the problem / opportunity 2.Specific statement of the purpose and scope 3.Discussion of tasks to be accomplished 4.Description of final products or outcomes 5.Review of schedules and requirements 6.Plans for following up 7.Working outline

7 © Prentice Hall, 2008 Business Communication Today, 9eChapter Gathering Information Collect all the information you need – and only the information you need. Focus on the audience Plan carefully Establish priorities

8 © Prentice Hall, 2008 Business Communication Today, 9eChapter Selecting the Medium Hardcopy Digital format Multimedia

9 © Prentice Hall, 2008 Business Communication Today, 9eChapter Organizing the Information Direct approach receptive audience State conclusions and recommendations Introduce findings Include support Indirect approach skeptical audience Introduce findings Discuss support State conclusions and recommendations

10 © Prentice Hall, 2008 Business Communication Today, 9eChapter 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

11 © Prentice Hall, 2008 Business Communication Today, 9eChapter Planning Informational Reports Monitor and control operations Implement policies and procedures Demonstrate compliance Document progress

12 © Prentice Hall, 2008 Business Communication Today, 9eChapter Organizing Informational Reports Topical organization –Comparison –Importance –Sequence –Chronology –Spatial orientation –Geography –Category

13 © Prentice Hall, 2008 Business Communication Today, 9eChapter Creating Business Plans Summary Mission and objectives Company and industry Products or services Market and competition Management Marketing strategies

14 © Prentice Hall, 2008 Business Communication Today, 9eChapter Creating Business Plans Design and development plans Operations plan Overall schedule Critical risks and problems Financial projections Financial requirements Exit strategy

15 © Prentice Hall, 2008 Business Communication Today, 9eChapter 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

16 © Prentice Hall, 2008 Business Communication Today, 9eChapter Information Architecture Vertical hierarchy of pages Horizontal division of pages Internal and external links

17 © Prentice Hall, 2008 Business Communication Today, 9eChapter Organizing the Site Plan navigation first Let readers be in control Break information into chunks

18 © Prentice Hall, 2008 Business Communication Today, 9eChapter Planning Analytical Reports Assess opportunities –Market analysis and due diligence Solve problems –Troubleshooting and failure analysis Support decisions –Feasibility and justification

19 © Prentice Hall, 2008 Business Communication Today, 9eChapter 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?

20 © Prentice Hall, 2008 Business Communication Today, 9eChapter Organizational Strategies Receptive audiences –Direct approach Focus on conclusions Focus on recommendations Skeptical audiences –Indirect approach Focus on logical arguments

21 © Prentice Hall, 2008 Business Communication Today, 9eChapter Organizing Analytical Reports Logical arguments Feasible recommendations Bottom-line conclusions

22 © Prentice Hall, 2008 Business Communication Today, 9eChapter Focus on Conclusions Advantages –Ease of use –Bottom-line driven Disadvantages –Possible resistance –Oversimplification

23 © Prentice Hall, 2008 Business Communication Today, 9eChapter Focus on Recommendations 1.Establish the need for action 2.Introduce benefits 3.List steps needed to get benefits 4.Explain each step more fully 5.Summarize your recommendations

24 © Prentice Hall, 2008 Business Communication Today, 9eChapter Focus on Logical Arguments = 4 approach –Problem or opportunity –Main reasons behind conclusions –Main reasons behind recommendations –Support reasons with evidence Yardstick approach –Problem or opportunity –List alternatives –List decision-making criteria –Evaluate alternatives against criteria

25 © Prentice Hall, 2008 Business Communication Today, 9eChapter Planning Proposals Internal –Funding –Management support –General projects External –Investments –Grants –Sales

26 © Prentice Hall, 2008 Business Communication Today, 9eChapter Organizing Proposals Solicited –Direct approach –Interested audience Unsolicited –Indirect approach –Uninterested audience


Download ppt "© Prentice Hall, 2008 Business Communication Today, 9eChapter 13 - 1 Planning Reports and Proposals."

Similar presentations


Ads by Google