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Business Communication: Process and Product, 6e Mary Ellen Guffey Copyright © 2008 Chapter 13 Proposals and Formal Reports.

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Presentation on theme: "Business Communication: Process and Product, 6e Mary Ellen Guffey Copyright © 2008 Chapter 13 Proposals and Formal Reports."— Presentation transcript:

1 Business Communication: Process and Product, 6e Mary Ellen Guffey Copyright © 2008 Chapter 13 Proposals and Formal Reports

2 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 2 Preparing Proposals Introduction  Explain why the proposal is being made.  Develop a persuasive “hook.” Suggest excellent results, low cost, or exclusive resources. Identify a problem or name a key issue or benefit.

3 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 3  Discuss the proposal’s significance, goals, or purposes.  For unsolicited proposals, describe an existing problem.  For solicited proposals, show that you fully understand the problem and its ramifications. Background, problem Preparing Proposals

4 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 4 Proposal, plan  Present your plan for solving the problem.  Describe implementation and evaluation.  Outline a schedule showing dates. Preparing Proposals

5 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 5 Staffing  Explain the specific credentials and expertise of the key personnel for the project.  Show how your support staff and resources are superior to the competition. Preparing Proposals

6 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 6 Budget  Itemize costs carefully. Proposals are contracts.  Present a deadline for the bid figures. Preparing Proposals

7 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 7 Preparing an Effective Business Plan Letter of transmittal or executive summary  Explain your reasons for writing.  Provide contact information for all principals.  Describe your business concisely.  Introduce parts of your plan.  Ask for support. Table of contents  List topics and page numbers

8 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 8 Company description  Identify business form (proprietorship, partnership, corporation?)  Specify business type (merchandising, service?)  For existing businesses, explain founding, growth, sales, profit. Preparing an Effective Business Plan

9 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 9 Product/service description  Explain what you are providing and how it will benefit customers.  Describe why your idea is better than existing products or services. Preparing an Effective Business Plan

10 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 10 Market analysis  Discuss market characteristics, trends, and projected growth.  Describe customer behavior, complementary products and services, and barriers to entry.  Identify your customers and how you will attract, hold, and increase your market share.  Specify the strengths and weaknesses of competitors. Preparing an Effective Business Plan

11 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 11  Emphasize experienced and well-trained staff and advisors.  Explain how you will run your business: location, equipment, personnel, and management. Operations and management Preparing an Effective Business Plan

12 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 12 Financial analysis  Outline a realistic start-up budget.  Present an operating budget that projects costs.  Explain how much money you have and will need. Appendixes  Provide extras such as managers’ résumés, promotional materials, and product photos. Preparing an Effective Business Plan

13 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 13 Formal Report Components Title page Balance the following lines:  Name of the report in all caps  Receiver’s name, title, and organization  Author’s name, title, and organization  Date submitted

14 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 14 Letter or memo of transmittal  Announce topic and explain who authorized it.  Briefly describe the project and preview the conclusions—if the reader is supportive.  Close by expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions. Formal Report Components

15 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 15 Table of contents  Show the beginning page number where each report heading appears in the report.  Connect page numbers and headings with dots. List of illustrations  Include a list of tables, illustrations, or figures showing the title of each and its page number.  Place on the same page with contents if possible. Formal Report Components

16 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 16 Executive summary or abstract  Summarize the report purpose, findings, conclusions, and recommendations.  Gauge the length of the summary by the length of the report and by the organization’s practices. Formal Report Components

17 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 17 Introduction  Explain the problem motivating the report.  Describe the problem’s background and significance.  Clarify the scope and limitations of the report.  Consider reviewing relevant literature.  Consider describing data sources, methods, and key terms.  Close by previewing the report’s organization. Formal Report Components

18 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 18 Formal Report Components Body  Discuss, analyze, and interpret the research findings or proposed solution to the problem.  Arrange the findings in logical segments that follow your outline.  Use clear, descriptive headings.

19 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 19 Formal Report Components Conclusions and recommendations  Explain what the findings mean in relation to the problem.  Make enumerated recommendations, if requested.  Suggest actions for solving the problem.

20 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 20 Formal Report Components Appendix  Include items of interest to some readers, such as data-gathering tools like questionnaires. References and bibliography  If footnotes are not provided, list all references in “Works Cited” or “References.”  Optionally, include a bibliography showing all the works cited (and perhaps consulted) arranged alphabetically.

21 Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 13, Slide 21 End


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