1. Organizing and Preparing Reports and Proposals
BCOM Chapter 12
Chapter 12 Lecture Slides
Organizing and Preparing
Reports and Proposals
Business Communication, 15e
Lehman and DuFrene

2. BCOM Chapter 12
Learning Objective 1
Identify the parts of a formal report and the contribution each part makes to overall effectiveness. 1

3. The Formal-Informal Report Continuum1

4. Parts of a Formal Report
BCOM Chapter 12
Parts of a Formal Report 1

5. An Executive Summary Should . . .
BCOM Chapter 12
An Executive Summary Should . . .
understanding
Assist the reader in ____________ a long, complex report
Briefly introduce the ______ and preview and summarize the major ________
Summarize the report summary, ___________, and recommendations
report
sections
conclusions 1

6. BCOM Chapter 12
Learning Objective 2
Organize report findings. 2

7. Developing a Report Outline
BCOM Chapter 12
Developing a Report Outline
Outline
Introduction
Problem
Method Used
II. Product Comparison
Motorola Is Least Expensive
Service/Warranties Favor Palm
Expandability Is Best on Palm
Availability of Applications Is Equal
III. Conclusion: Palm Is the Best Buy
Problems
Method
Findings
Conclusions 2

8. Talking Heads Aid Reader Understanding
BCOM Chapter 12
Talking Heads Aid Reader Understanding
Talking heads should . . .
Talk about content rather than only listing topics
Aid a reader in determining if all sections must be read
Provide easy transition from outline to contents page 2

9. Use Minimum of Two Subdivisions and Parallel Language
BCOM Chapter 12
Proper Outline Development
Use Minimum of Two Subdivisions and Parallel Language
I. Introduction
A. Identify your purpose
II. Organizing the Content
A. Introduction
B. Body
C. Close
I. Introduction
A. Audience rapport
B. Clear purpose statement
II. Organizing the Content
A. Captivating introduction
B. Well-organized body
C. Motivating close 2

10. Activity 2 — Critiquing a Report Outline
Contents
Introduction
Findings
What Is Retinal Scanning
How Is Retinal Scanning Used to Provide Accurate Identification
What Are Advantages and Disadvantages of Retinal Scanning
Analysis
Summary
Conclusions
Recommendations
References
Appendix
Figures
How Retinal Scanning Works
Occurrence of False Positives and Negatives 2

11. Organizing an Analytical Report by Criteria
BCOM Chapter 12
Organizing an Analytical Report by Criteria
Emphasizes reasons that led to decision
Makes comparison easy
Uses headings with obvious relationship to problem
Uses original headings 2

12. Questions to Be Answered in an Analytical Report
BCOM Chapter 12
Questions to Be Answered in an Analytical Report
Outline
Conclusion
Justification
What is the solution?
Why? 2

13. Using Headings Effectively
BCOM Chapter 12
Using Headings Effectively
If sections are divided, use at least two subdivisions
Treat all headings at the same level consistently
Placement on page and appearance
Grammatical construction
Don’t place two headings together without intervening text 2

14. Avoid Common Errors in Heading Format
BCOM Chapter 12
Avoid Common Errors in Heading Format
Delivering a Dynamic Speech
xxxx xxxxxxx xxxxxxx x xxxx xxxxxxxxxs.
Planning the Speech
xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx.
Organizing the Content
Captivating introduction. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx.
Convincing Body. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx.
Must format first-level heads consistently
Need intervening text to separate two headings
Must format second-level heads consistently 2

15. BCOM Chapter 12
Learning Objective 3
Prepare effective formal reports using an acceptable format and writing style. 3

16. The Formal-Informal Report Continuum3

17. Improving Transitions in Reports
BCOM Chapter 12
Improving Transitions in Reports
Use tables and numbered lists
Define terms carefully
Use a variety of transitions to keep reader interest 3

18. Choosing an Effective Writing Style
BCOM Chapter 12
Choosing an Effective Writing Style
first-person
Avoid ___________ pronouns
Use ______ voice and __________ tense
Avoid ___________ headings without intervening text
Use _________ sentences to link sections
Use a variety of __________ techniques
active
consistent
consecutive
transition
coherence 3

19. Coherence Transitions
BCOM Chapter 12
Coherence Transitions
Time Connectors
at the same time
finally
further
initially
next
since
then
while
Contrast Connectors
although
despite
however
in contrast
nevertheless
on the contrary
on the other hand
yet 3

20. Coherence Transitions
BCOM Chapter 12
Coherence Transitions
Similarity Connectors
for instance/example
in the same way
just as
likewise
similarly
thus
Cause-and-Effect Connectors
alternately
because
but
consequently
hence
therefore 3

21. Enhancing Credibility for Report Writing
BCOM Chapter 12
Enhancing Credibility for Report Writing
emotional
Avoid __________ terms
Identify _____________
Label ___________
Use ______________
assumptions
opinions
documentation 3

22. BCOM Chapter 12
Learning Objective 4
Prepare effective short reports in memorandum, , and letter formats. 4

23. Short, Periodic Memo Report: Why It Works
BCOM Chapter 12
Short, Periodic Memo Report: Why It Works
Analysis
TO: Tracey E. Bricka, Director, Human Resources
FROM: Russ Huff, Coordinator, Child Care Services
DATE: September 14, 2008
SUBJECT: Quarterly Report on In-House Child Care
Center, Second Quarter, 2008
The in-house child care center experienced a successful second quarter. Data related to enrollment and current staffing follow:
Registration for the upcoming school year is presently underway and is exceeding projected figures. Current staff size will necessi-tate an enrollment cap of 98. Further increases in enrollment will be possible only if additional personnel are hired.
The payroll deduction method of payment, instituted on January 1, has assured that operations remain profitable. It has also elimi-nated the time and expense of billing. Parents seem satisfied with the arrangement as well.
Enrollment: 92 children, up from 84 at end of first quarter.
Staff: Ten full-time staff members, including six attendants, three teachers, and one registered nurse
Includes headings to serve formal report functions of transmittal and title page
Includes horizontal line to separate transmittal from body
Uses deductive approach to present information requested on quarterly basis
cont. 4

24. Short, Periodic Memo Report: Why It Works
BCOM Chapter 12
Short, Periodic Memo Report: Why It Works
Analysis
Full license renewal is expected in August as we have met and/or exceeded all state and county requirements for facilities, staff, and programs.
Favorable results were obtained from the employee satisfaction poll, which was administered to parents participating in the child care program. Ninety-one percent indicated that they were very satisfied or extremely satisfied with our in-house child care pro-gram. The most frequently mentioned suggestion for improve-ment was the extension of hours until 7 p.m. This change would allow employees time to run necessary errands after work, before picking up their children. We might consider this addition of ser-vices on a per hour rate basis. A copy of the survey instrument is provided for your review.
Call me should you wish to discuss the extended service hours idea or any other aspects of this report.
Attachment
Uses headings to highlight standard information; allows easy updates
Includes primary data collected from parent survey
Attaches material to memo; attach-ment would be appendix in formal report 4
cont.

25. Writing Techniques for Short Reports
BCOM Chapter 12
Writing Techniques for Short Reports
Short reports can use . . .
personal
A ________ writing style with first- or second-person
Contractions for _______ style
Graphics to _________ text
Heads and subheads to ________ text
natural
reinforce
partition 4

26. BCOM Chapter 12
Learning Objective 5
Prepare effective proposals for a variety of purposes. 5

27. Structure of a Proposal
BCOM Chapter 12
Structure of a Proposal
Problem or purpose
Scope
Method and procedure
Materials and equipment
Qualifications
Follow-up and evaluation
Budget and costs
Summary
Addenda 5

28. Process for Preparing Proposals
Start with an easy-to-prepare section after determining parts to include
Complete all sections and arrange in appropriate order
Check transitions between sections
Proofread, edit, and check figures thoroughly 5

29. Learning Objective 6
Identify special skills required for team writing. 6

30. Stages in Collaborative Team Writing
BCOM Chapter 12
Strategic Forces
Stages in Collaborative Team Writing
Open discussion and brainstorming
Generation of document outline
Discussion of content within outline
Composing of sections by subteams
Online feedback and discussion of sections, followed by final editing
Verbal document walkthrough 6

31. Group support systems (GSSs)
Sequential editing
Parallel editing
Reciprocal editing 6

32. Successful Multistage Collaborative Writing
1. Open Discussion
5. Online feedback and discussion
2. Generation of Outline
4. Composing by Sub-teams
3. Discussion of Outline
6. Verbal Walk Through 6

33. Sequential Editing
Collaborators divide the task so that the output of one stage is passed to the next writer for individual work. Software editors that support this process are called markup tools. 6

34. Parallel Editing
Collaborators divide the task so that each writer works on a different part of the document at the same time. Then the document is reassembled in an integration stage. 6

35. Reciprocal Editing
Collaborators work together to create a common document, mutually adjusting their activities in real time to take into account each other’s changes. 6