© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Writing Reports and Proposals

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Three-Step Writing Process Planning Writing Completing

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Adapting to the Audience Be sensitive to their needs Build strong relationships Control style and tone

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Composing Reports and Proposals Type of document Purpose of document Structure of document Length and depth of material Degree of formality Audience relationship

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter The Introductory Section Report context Subject or purpose Main ideas Overall tone

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter The Body Section Present Analyze Interpret Support

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter The Closing Section Emphasizes main points Summarizes benefits Reinforces structure Brings together action items

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Drafting Report Content Accurate Complete Balanced Structured Documented

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Report Introduction Authorization Problem Purpose Scope Background Sources Methods Definitions Limitations Organization

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Report Body Explanations Evidence Results Analyses Procedures Methods Criteria Conclusions Recommendations Support

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Report Closing Conclusions Recommendations Action plans Schedules Responsibilities

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Proposal Content The AIDA plan –Solicited proposals –Unsolicited proposals Introduction Body Conclusion

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Strategies for Successful Proposals 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, 2007 Excellence in Business Communication, 7eChapter Proposal Introduction Problem or background Proposed solution Scope or delimitations Organization

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Proposal Body Proposed solution Work plan Qualifications Detailed costs

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Proposal Closing Key points Benefits and merits Qualifications Final decisions

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Consistent Perspective Time frame Verb tenses Chronology

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Guiding the Readers Headings and subheadings Transitional devices Previews and reviews

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Technology for Reports and Proposals Templates Linked files Embedded files Electronic forms Electronic documents Multimedia documents

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Effective Visuals in Reports Bring your message to life Connect with your readers Convey effective messages Attract and hold attention

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter C’s of Visual Design Clear Complete Concise Connected Compelling

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Balance Words and Visuals The number of visuals The placement of visuals The pace of visuals

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Pick the Right Visuals Data Information Concepts Ideas

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter The Representation of Data Table Line Chart, Bar Chart Pie Chart Scatter Chart, Bubble Chart Present individual, exact values Show trends or relationships over time Compare two or more sets of data Frequency or distribution of parts in a whole Compare entities vs. two or three variables

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 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, 2007 Excellence in Business Communication, 7eChapter Using Line and Surface Charts Trends Variables Relationships

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Using Bar Charts Compare items Show changes Indicate relationships Show relative sizes

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Using Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colors Show numbers or percentages

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Information, Concepts, and Ideas Organization charts –Positions –Units –Functions Flow charts –Processes –Procedures –Sequences

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Using Maps Geographic areas Regional differences Key markets

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Other Business Graphics Drawings and diagrams –Functions –Operations –Selected details Photographic images –Realism –Visual appeal –Ethical concerns

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Working With Photographs Learn to use image processing tools Match file types and applications Stress communication value Be aware of copyrights Obtain model release forms

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Animation and Video Visual Impact –Shapes and text –Computer animation –Digital video

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Designing Visuals for Reports and Presentations Advantages of using computers –Speed –Accuracy –Versatility Challenges of using computers –Training –Artistic skills –Time requirements

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Designing Graphics Continuity Contrast Emphasis Simplicity Experience

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Integrate Text and Graphics Clear introductions Careful placement Effective titles and legends

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter Quality and Integrity of Visuals Is the visual accurate? Is the visual documented properly? Is the visual honest?