1. Planning Reports and Proposals
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Business Communication Today 8e

2. Business Communication Today 8e
Workplace Writing
Informational reports
Analytical reports
Proposals
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Business Communication Today 8e

3. Three-Step Writing Process
Planning
Writing
Completing
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4. Analyzing the Situation
Define the purpose
Prepare the work plan
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5. Business Communication Today 8e
Defining the Purpose
Inform
Persuade
Recommend
Confirm
Analyze
Summarize
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6. Preparing the Work Plan
Statement of the problem
Statement of the purpose and scope
Discussion of tasks to be accomplished
Description of final products or outcomes
Review of schedules and requirements
Plans for following up
Working outline
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Business Communication Today 8e

7. Gathering Information
Purpose
Audience
Priorities
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8. Business Communication Today 8e
Selecting the Medium
Hardcopy
Digital format
Multimedia
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9. Organizing the Information
Direct approach
State conclusions and recommendations
Introduce findings
Include support
Indirect approach
Discuss support
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Business Communication Today 8e

10. Using Outline Headings
Descriptive
(Topical) Outline
Informative
(Talking) Outline
I. Industry Characteristics
A. Annual sales
B. Profitability
C. Growth rate
1. Sales
2. Profit
I. Flour milling is a mature industry.
A. Market is large
B. Profit margins are narrow
C. Growth is modest.
1. Sales growth less than 3%
2. Profit growth is flat.
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Business Communication Today 8e

11. Informational Reports
Monitor and control operations
Implement policies and procedures
Document compliance
Record overall progress
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Business Communication Today 8e

12. Organizing Informational Reports
Comparison
Performance
Sequence or time
Category
Geography
Spatial orientation
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13. Planning Analytical Reports
Assess opportunities
Solve problems
Support decisions
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14. Challenges of Writing Analytical Reports
Quality of reasoning
Clarity of writing
Persuasive elements
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15. Business Communication Today 8e
Defining the Problem
What needs to be determined?
Why is this issue important?
Who is involved in the situation?
Where is the trouble located?
How did the situation originate?
When did it start?
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Business Communication Today 8e

16. Organizing Analytical Reports
Logical arguments
Feasible recommendations
Bottom-line conclusions
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Business Communication Today 8e

17. Business Communication Today 8e
Focus on Conclusions
Advantages
Ease of use
Bottom-line driven
Disadvantages
Possible resistance
Oversimplification
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18. Focus on Recommendations
Establish the need for action
Introduce benefits
List the steps
Explain each step
Summarize
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19. Focus on Logical Arguments
2 + 2 = 4 approach
Scientific method
Yardstick approach
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20. Business Communication Today 8e
Planning Proposals
Internal
Funding
Management support
General projects
External
Investments
Grants
Sales
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21. Structuring Proposals
Solicited
Direct approach
Interested audience
Unsolicited
Indirect approach
Uninterested audience
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Business Communication Today 8e