Advanced Business Communication Spring 2012

Advanced Business Communication Spring 2012 Introduction Our last project for the class is a recommendation report. This is a form of persuasive writing that requires you to make an argument for one of several alternatives. These documents are used in a variety of contexts: Decision on purchase of equipment Decision on vendor or contractor Decision on course of action for the company

Advanced Business Communication Spring 2012 Introduction These are fact-intensive documents. Effective recommendation reports compare alternatives on a consistent basis using quantifiable details. Not subjective or based on personal opinion. The purpose is to show that one alternative is the best based on some established criteria.

Advanced Business Communication Spring 2012 Types of Reports Some recommendation reports are organized on the basis of alternatives Others on the basis of criteria.

Advanced Business Communication Spring 2012 Types of Reports

Advanced Business Communication Spring 2012 Types of Reports We will use the second style: organize on the basis of criteria. Why? Easier to do a side-by-side comparison.

Advanced Business Communication Spring 2012 Parts of a Report Your report should include the following parts: Cover page Transmittal memo Body Conclusion References Presentation

Advanced Business Communication Spring 2012 Cover Page Make sure your cover page looks professional and includes A title Group members Class: ETWR-2377 Date

Advanced Business Communication Spring 2012 Transmittal Memo In the real world, reports are not just delivered by themselves. Writers usually include a transmittal memo, which is a sort of introduction. See page 290 of your book for an example. The memo should identify the purpose and context of this report. “We prepared this report in response to a request from management to find a cost-effective replacement for the company’s current payroll software.”

Advanced Business Communication Spring 2012 Table of Contents Like the proposal, make a simple table of contents. Remember, these documents are built around ease of use. If the decision maker wants to find a particular section, and doesn’t care about the rest, you want to make it easy for them. Use your criteria as major subject headings: Price Performance Etc.

Advanced Business Communication Spring 2012 Executive Summary Begin the body with a summary of your argument. What you are comparing, what is your basis, and what is your conclusion. Who wins?

Advanced Business Communication Spring 2012 Body Organize your comparison based on the criteria you establish. The situation can be fictional. But you should find something on which you can make real-world comparisons. Actual products and services. Today you will outline the problem or need to which your report will be responsive. Your topic should be accounting or business related.

Advanced Business Communication Spring 2012 Body Examples: You are an accounting firm in need of new payroll software. You are a small company considering whether to incorporate or form a limited liability company. You are a company considering whether to outsource its payroll services.

Advanced Business Communication Spring 2012 Body Once you have decided on a problem, you need to establish your criteria or basis of comparison. Think about relevant and concrete bases. Avoid criteria that leave you saying one is “good” or “ok.” That is subjective. The purpose of your document is to show that one of the choices is objectively better based on some criteria. Pick at least three points of comparison. And at least two alternative solutions.

Advanced Business Communication Spring 2012 Body Once you have established your criteria, you may need to do some research to find out how each of your choices performs. Keep your sources of information and make sure they are credible. Specifications should come directly from the company, not user reviews. Pricing quotes. Reputable ratings, awards, or testing.

Advanced Business Communication Spring 2012 Body The body will lay out your findings. Use subject headings for each basis of comparison. Incorporate at least one table or chart. Remember, you should have At least three points of comparison. And at least two alternative solutions compared in your report.

Advanced Business Communication Spring 2012 Conclusion After you have gathered information on your alternatives, you need to decide which one is the best. Your decision and explanation go in the conclusion One alternative might not be a winner in every category. You should rank your criteria in terms of importance. Organizations rarely make decisions by simply counting: which alternative scored highest. Part of your report should include some argument on which comparison point is the most important. Explain your balancing of the criteria.

Advanced Business Communication Spring 2012 References The last page should be a list of your sources of information. Credibility: show that you are not just making this stuff up! We will talk more about generating a reference page later.

Advanced Business Communication Spring 2012 Presentation This writing project has the added component of an oral presentation. In addition to your written report, you will create a PowerPoint presentation in which you present your findings to the class. Your grade for the project will be based on both components. The groups will present their reports during the last week of class. We will talk more next week about the details of your presentation.

Advanced Business Communication Spring 2012 Examples Two examples of recommendation reports Real world example: Houston Metrorail Expansion. Student project from last semester

Advanced Business Communication Spring 2012 Examples Houston Metrorail expansion. Southeast Corridor Final Environmental Impact Statement (2007) Required to comply with NEPA. Several routes for the rail system considered. cuments.aspx cuments.aspx

Advanced Business Communication Spring 2012 Tonight: Part I The first part of this project is to select your topic. You will do this by drafting a memo that outlines a hypothetical or real problem or need within a company. It must be accounting or business related. And you must be able to find real-world (not hypothetical) solutions. Explain the need. Then decide what the right criteria are and list them in your memo.

Advanced Business Communication Spring 2012 Part II Then you will use your problem and criteria to research alternative solutions and write your report. I will set up a new wiki page for recommendation reports. Next week we will talk about the presentation component. The following week will be a work day. The last week of class will be devoted to our presentations.

Advanced Business Communication Spring 2012 Good luck!