© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Writing Business Reports and Proposals

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter The Three-Step Process Planning Writing Completing

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Audience Adaptation Be sensitive to their needs Build strong relationships Control style and tone

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Reports and Proposals The introduction Body sections Concluding section

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter The Introductory Section Report context Subject or purpose Main ideas Overall tone

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter The Body Section Present Analyze Interpret Support

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter The Closing Section Emphasizes main points Summarizes benefits Reinforces structure Brings together action items

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Drafting Report Content Accurate Complete Balanced Structured Documented

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Report Introduction Authorization Problem Purpose Scope Background Sources Methods Definitions Limitations Organization

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter The Report Body Explanations of problem or opportunity Facts, statistics, and trends Results of studies or investigations Discussion and analysis of potential actions Advantages, disadvantages, costs, and benefits

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter The Report Body Procedures or steps in a process Methods and approaches Criteria for evaluating options Conclusions and recommendations Support conclusions and recommendations

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Report Closing Conclusions Recommendations Action plans Schedules Responsibilities

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Drafting Proposal Content The AIDA plan –Solicited proposals –Unsolicited proposals Introduction Body Conclusion

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Strategies for Success Demonstrate your knowledge Provide concrete examples Research the competition Prove that your proposal is workable Adopt a “you” attitude Package your proposal attractively

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Proposal Introduction Problem or background Proposed solution Scope or delimitations Organization

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter The Proposal Body Proposed solution Work plan Qualifications Detailed costs

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter The Proposal Closing Key points Benefits and merits Qualifications Final decisions

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Drafting Online Content Build trust with intended audiences Adapt content for global audience Compose web-friendly content Use in a concise, skimmable format Include effective links

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Help Readers Navigate Headings and links Transitional devices Previews and reviews

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Technology for Reports and Proposals Templates Linked files Embedded files Electronic forms Electronic documents Multimedia documents

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter The Power of Images Enhance textual messages Replace verbal messages Convey complex information Hold people’s attention Communicate with diverse audiences Convey connotative meaning

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Visual Design Principles Consistency Contrast Balance Emphasis Convention Simplicity

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter The Ethics of Visual Communication Consider possible interpretations/misinterpretations Provide context Don’t minimize negative information Don’t exaggerate positive information Don’t oversimplify Don’t imply cause-effect relationships Avoid manipulation or coercion Be careful when aggregating data

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Choosing Points to Illustrate The 5 C’s of visual design –Clear –Complete –Concise –Connected –Compelling

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Selecting the Right Visuals Data Information Concepts Ideas

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Preparing Data Tables Use common, clearly identified units Maintain unity in columns Label column headings Separate rows and columns Provide totals or averages Document data sources

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Using Line and Surface Charts Trends Variables Relationships

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Using Bar Charts Compare items Show changes Indicate relationships Show relative sizes

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Creating Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colors Show numbers or percentages

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Information, Concepts, and Ideas Organization charts –Positions –Units –Functions Flow charts –Processes –Procedures –Sequences

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Using Maps as Visuals Location and distance Points of interest Geographic distributions Market territories Distribution routes Facilities locations

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Other Business Graphics Drawings and diagrams –Functions –Operations –Selected details Photographic images –Realism –Visual appeal –Ethical concerns

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Animation and Video Visual Impact –Shapes and text –Computer animation –Digital video

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Producing and Integrating Visuals Creation Integration Verification

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Integrating Visuals and Text Balance of words and visuals References to visuals Placement of visuals Titles, captions, and legends

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Verifying Quality of Visuals Is the visual accurate? Is the visual documented properly? Is the visual honest?