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

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. © Prentice Hall, 2008 Business Communication Today, 9e

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

1. Analyzing the Situation Define the purpose Prepare the work plan © Prentice Hall, 2008 Business Communication Today, 9e

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

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 © Prentice Hall, 2008 Business Communication Today, 9e

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

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

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

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 © Prentice Hall, 2008 Business Communication Today, 9e

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

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

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

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

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 © Prentice Hall, 2008 Business Communication Today, 9e

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

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

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

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? © Prentice Hall, 2008 Business Communication Today, 9e

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

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

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

Focus on Recommendations Establish the need for action Introduce benefits List steps needed to get benefits Explain each step more fully Summarize your recommendations © Prentice Hall, 2008 Business Communication Today, 9e

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 © Prentice Hall, 2008 Business Communication Today, 9e

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

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