© Prentice Hall, 2005 Business Communication EssentialsChapter Writing and Completing Business Reports and Proposals

© Prentice Hall, 2005 Business Communication EssentialsChapter Three-Step Writing Process Planning Writing Completing

© Prentice Hall, 2005 Business Communication EssentialsChapter Writing Reports and Proposals Format Length Order Structure

© Prentice Hall, 2005 Business Communication EssentialsChapter Format and Length Preprinted form Letter Memo Manuscript

© Prentice Hall, 2005 Business Communication EssentialsChapter Overall Approach Direct approach –Receptive audience –Open-minded audience Indirect approach –Skeptical audience –Hostile audience

© Prentice Hall, 2005 Business Communication EssentialsChapter Informational Report Structures Importance Sequence Chronology Spatial orientation Geography Category

© Prentice Hall, 2005 Business Communication EssentialsChapter Analytical Report Structures Audience members –Receptive –Skeptical Focus –Conclusions –Recommendations –Logical arguments

© Prentice Hall, 2005 Business Communication EssentialsChapter Structuring Proposals Solicited (direct approach) –Receptive audience –Recognized problem –Identified solution Unsolicited (indirect approach) –Skeptical audience –Unrecognized problem –Proposed solution

© Prentice Hall, 2005 Business Communication EssentialsChapter Organizing Visual Aids Convey important points Promote understanding Increase interest levels Balance visuals and words

© Prentice Hall, 2005 Business Communication EssentialsChapter 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).

© Prentice Hall, 2005 Business Communication EssentialsChapter Preparation of Tables Use common, clearly identified units Use the same units for all items in columns Label column headings Separate rows and columns Document data sources

© Prentice Hall, 2005 Business Communication EssentialsChapter Line and Surface Charts Show changes Indicate relationships

© Prentice Hall, 2005 Business Communication EssentialsChapter Preparation of Bar Charts Compare items Show changes Indicate relationships Show relative sizes

© Prentice Hall, 2005 Business Communication EssentialsChapter Preparation of Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colors Show numbers or percentages

© Prentice Hall, 2005 Business Communication EssentialsChapter Showing Relationships Organization charts –Positions –Units –Functions Flow charts –Processes –Procedures –Sequences

© Prentice Hall, 2005 Business Communication EssentialsChapter Computer-Based Visuals Advantages –Speed –Accuracy –Versatility Challenges –Training –Artistic skills –Time requirements

© Prentice Hall, 2005 Business Communication EssentialsChapter Composing Reports and Proposals Text and content Degree of formality Time perspective Navigational clues

© Prentice Hall, 2005 Business Communication EssentialsChapter Successful Reports Accurate Complete Balanced Structured Documented

© Prentice Hall, 2005 Business Communication EssentialsChapter 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, 2005 Business Communication EssentialsChapter The Introduction Context or problem Subject or purpose Main ideas Overall tone

© Prentice Hall, 2005 Business Communication EssentialsChapter The Body Chapters Present Analyze Interpret Support

© Prentice Hall, 2005 Business Communication EssentialsChapter The Closing Section Emphasize main points Summarize benefits Reinforce structure Group action items

© Prentice Hall, 2005 Business Communication EssentialsChapter Additional Report-Writing Tasks Choose the degree of formality Establish time perspective Reveal overall structure

© Prentice Hall, 2005 Business Communication EssentialsChapter Completing Reports and Proposals Revising Producing Proofreading

© Prentice Hall, 2005 Business Communication EssentialsChapter Components of Formal Reports Prefatory parts Text of the report Supplementary parts

© Prentice Hall, 2005 Business Communication EssentialsChapter Prefatory Parts Letter of authorization Cover page Letter of acceptance Title fly or title page Synopsis or abstract Table of contents Letter of transmittal Executive summary

© Prentice Hall, 2005 Business Communication EssentialsChapter Text of the Report Introduction Body Closing

© Prentice Hall, 2005 Business Communication EssentialsChapter Supplementary Parts Appendixes Bibliography Index

© Prentice Hall, 2005 Business Communication EssentialsChapter Components of Formal Proposals Cover Title fly Title page Table of contents List of illustrations Copy of RFP Executive summary Letter of transmittal

© Prentice Hall, 2005 Business Communication EssentialsChapter Text of the Proposal Introduction Body Closing

© Prentice Hall, 2005 Business Communication EssentialsChapter Reviewing Key Points Writing reports and proposals Structuring informational reports Structuring analytical reports Choosing visual aids Completing reports and proposals Understanding formal documents