© Prentice Hall, 2003 Business Communication TodayChapter Planning Business Reports and Proposals

© Prentice Hall, 2003 Business Communication TodayChapter Reports and Proposals Guide decisions Comply with government regulations Gain acceptance of others Monitor and control operations Implement policies and procedures Document results

© Prentice Hall, 2003 Business Communication TodayChapter Classifying Reports Source Frequency Audience Length Intent

© Prentice Hall, 2003 Business Communication TodayChapter Informational Reports Monitor and control operations State policies and procedures Document compliance Report progress

© Prentice Hall, 2003 Business Communication TodayChapter Monitoring and Controlling Operations Written plans Operating reports Activity reports

© Prentice Hall, 2003 Business Communication TodayChapter Implementing Policies and Procedures Lasting guidelines Position papers

© Prentice Hall, 2003 Business Communication TodayChapter Complying with Government Regulations Annual reports Interim reports

© Prentice Hall, 2003 Business Communication TodayChapter Documenting Progress on Projects Interim reports Final reports

© Prentice Hall, 2003 Business Communication TodayChapter Analytical Reports Problem-solving reports Business proposals

© Prentice Hall, 2003 Business Communication TodayChapter Solving Problems Troubleshooting reports Feasibility reports Justification reports

© Prentice Hall, 2003 Business Communication TodayChapter Writing Proposals Internal External Solicited Unsolicited

© Prentice Hall, 2003 Business Communication TodayChapter Three-Step Writing Process Planning Writing Completing

© Prentice Hall, 2003 Business Communication TodayChapter Planning Reports Analysis Investigation Adaptation

© Prentice Hall, 2003 Business Communication TodayChapter Analyzing the Situation Informational reports Analytical reports

© Prentice Hall, 2003 Business Communication TodayChapter Problem Definition for Analytical Reports Clarify the problem Ask the right questions Factor the problem Form a hypothesis

© Prentice Hall, 2003 Business Communication TodayChapter What Is the Purpose of the Report? To inform To persuade To recommend To confirm To analyze To summarize

© Prentice Hall, 2003 Business Communication TodayChapter Developing a Preliminary Outline Parallel construction Consistent headings

© Prentice Hall, 2003 Business Communication TodayChapter Preparing the Work Plan State the problem State the purpose and scope Discuss tasks to be accomplished Review final products or outcomes Review schedules and requirements Set follow-up plans Compose a working outline

© Prentice Hall, 2003 Business Communication TodayChapter The Research Process Understand topic and assignment Find and access information Evaluate and finalize sources Process information Analyze data Interpret findings

© Prentice Hall, 2003 Business Communication TodayChapter Adapting to the Audience “You” attitude Positive tone Credibility Polite treatment Bias-free language Corporate image

© Prentice Hall, 2003 Business Communication TodayChapter Selecting the Channel and Medium Written reports –Complex information –Future reference Oral reports –Immediate feedback –Nonverbal communication

© Prentice Hall, 2003 Business Communication TodayChapter Electronic Reports Advantages –Cost and space savings –Faster distribution –Multimedia features –Ease of maintenance

© Prentice Hall, 2003 Business Communication TodayChapter Electronic Reports Disadvantages –Hardware and software costs –System incompatibility –Training needs –Data security