1. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 1 Writing and Completing Business Reports and Proposals

2. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 2 From The Real World A good proposal reflects whether the writer has a clear idea of the project being proposed; why it is needed, why it is important, and how it will benefit the community. Sidney Sawyer, Manager Community Programs VanCity Community Foundation

3. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 3 Three-Step Writing Process PlanningCompletingWriting Analyze the Situation Investigate the Topic Adapt to the Audience Organize the Message Compose the Message Revise the Message Produce the Message Proofread the Message

4. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 4 Organizing Reports and Proposals FormatFormat LengthLength OrderOrder StructureStructure CollectedMaterialCollectedMaterialBusinessDocumentBusinessDocument

5. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 5 Selecting Format and Length Pre-printed Form Letter Memorandum Manuscript

6. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 6 Choosing an Approach Direct ApproachIndirect Approach Hostile Skeptical Audience Receptive Open-Minded

7. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 7 Structuring Informational Reports ChronologyChronologyImportanceImportanceSequenceSequence SpatialOrientationSpatialOrientationCategoryCategoryGeographyGeography

8. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 8 Structuring Analytical Reports Focusing on Conclusions Recommendations Logical Arguments Audience ReceptiveUnreceptive DirectIndirect

9. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 9 Structuring Proposals SolicitedUnsolicited 4Receptive Audience 4Recognized Problem 4Identified Solution 4Skeptical Audience 4Unrecognized Problem 4Proposed Solution

10. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 10 Selecting Visual Aids TablesTables Bar Charts FlowchartsFlowcharts Line and Surface Charts Line and Surface Charts Pie Charts OrganizationChartsOrganizationCharts

11. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 11 The Parts of a Table Stub headSubhead Single Column Head Single Column Head Row head Subhead Total XXX XX Subhead XXX XX XXX Multicolumn Head* Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table).

12. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 12 Preparing Tables Use common, clearly identified units Use the same units for all items in a column Label column headings Separate rows and columns Document data sources

13. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 13 Line Chart: Net Operating Income/Loss of CanMedia Studios

14. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 14 Surface Chart: Average Monthly Sales at Computer Land

15. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 15 Bar Chart: Total Internet Sales 1997-2003

16. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 16 Usage of Business Communication Channels

17. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 17 Flow Chart: The Report Writing Process Keyboard Input Keyboard Input First Hard Copy First Hard Copy Next Hard Copy Next Hard Copy Style and Spelling Style and Spelling Style and Spelling Style and Spelling Keyboard Input/Edit Keyboard Input/Edit Submit Report Submit Report Edit Add? OK? Yes No Yes Keyboard Input/Edit Keyboard Input/Edit

18. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 18 Organization Chart District A District A District B District B District C District C District D District D District E District E District F District F District G District G Region 1 Region 1 Region 2 Region 2 Region 3 Region 3 Region 4 Region 4 Region 5 Region 5 Vice President Vice President Vice President Vice President Vice President Vice President Vice President Vice President Vice President Vice President Chief Executive Officer Chief Executive Officer Executive Vice President Executive Vice President Executive Vice President Executive Vice President President

19. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 19 Using Computers to Create Visuals Advantages Challenges Speed Accuracy Ease of Use Image Message Audience

20. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 20 Composing Reports and Proposals Text and Content Degree of Formality Time Perspective Navigational Clues

21. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 21 Successful Reports Accurate Complete Balanced Structured Documented

22. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 22 Successful Proposals Demonstrate your knowledgeDemonstrate your knowledge Provide concrete examplesProvide concrete examples Research the competitionResearch the competition Prove that your proposal is workableProve that your proposal is workable Adopt a “you” attitudeAdopt a “you” attitude Package your proposal attractivelyPackage your proposal attractively

23. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 23 The Introduction Context or Problem Context or Problem Subject or Purpose Subject or Purpose Main Ideas Overall Tone Overall Tone

24. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 24 The Body Chapters Present Analyze Interpret Support

25. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 25 The Closing Section Emphasizes the Main Points Summarizes the Benefits Reinforces the Structure Brings Action Items Together

26. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 26 Additional Report-Writing Tasks Formality Time Frame Overall Structure

27. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 27 Completing Reports and Proposals Revising Producing Proofreading

28. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 28 Components of Formal Reports Type of Report AudienceNeeds ReportLength PrefatoryPartsPrefatoryParts Text of the Report Text of the Report SupplementaryPartsSupplementaryParts Type of Company

29. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 29 Prefatory Parts CoverCover Letter of Authorization Authorization Title Fly or Title Page Title Fly or Title Page List of Illustrations Illustrations ExecutiveSummaryExecutiveSummary Synopsis or Abstract Synopsis Letter of Authorization Authorization Table of Contents Contents Letter of Transmittal Transmittal

30. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 30 Text of the Report Introduction Body Closing

31. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 31 Supplementary Parts AppendixesIndexBibliography

32. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 32 Components of Formal Proposals ProposalCover Title Fly Title Page Table of Contents List of IllustrationsRequest for Proposal ExecutiveSummary Letter of Transmittal

33. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 33 Text of the Proposal Solicited Unsolicited Formal InformalIntroductionIntroductionBodyBodyClosingClosing

34. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 34 Real World Applications Should a report always explain the writer’s method of gathering evidence or solving a problem? Why or why not? Let’s discuss!

35. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 35 Real World Applications You’re writing a report to the director of HR in your company. You want to emphasize the new team approach, implemented 6 months ago, has reduced absenteeism and turnovers in all but two departments. How would you visually present your date in the most favorable light? Let’s Discuss!

36. © 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 11 - 36 Real World Applications How would you report on a confidential survey in which employees rated their manager’s capabilities? Both employees and managers expect to see the results. Would you give the same report to employees and mangers? What components would you include or exclude for each audience? Let’s Discuss!