1. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 1 Writing Business Reports and Proposals

2. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 2 The Three-Step Process Planning Writing Completing

3. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 3 Audience Adaptation Be sensitive to their needs Build strong relationships Control style and tone

4. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 4 Reports and Proposals The introduction Body sections Concluding section

5. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 5 The Introductory Section Report context Subject or purpose Main ideas Overall tone

6. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 6 The Body Section Present Analyze Interpret Support

7. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 7 The Closing Section Emphasizes main points Summarizes benefits Reinforces structure Brings together action items

8. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 8 Drafting Report Content Accurate Complete Balanced Structured Documented

9. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 9 Report Introduction Authorization Problem Purpose Scope Background Sources Methods Definitions Limitations Organization

10. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 10 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

11. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 11 The Report Body Procedures or steps in a process Methods and approaches Criteria for evaluating options Conclusions and recommendations Support conclusions and recommendations

12. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 12 Report Closing Conclusions Recommendations Action plans Schedules Responsibilities

13. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 13 Drafting Proposal Content The AIDA plan –Solicited proposals –Unsolicited proposals Introduction Body Conclusion

14. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 14 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

15. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 15 Proposal Introduction Problem or background Proposed solution Scope or delimitations Organization

16. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 16 The Proposal Body Proposed solution Work plan Qualifications Detailed costs

17. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 17 The Proposal Closing Key points Benefits and merits Qualifications Final decisions

18. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 18 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

19. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 19 Help Readers Navigate Headings and links Transitional devices Previews and reviews

20. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 20 Technology for Reports and Proposals Templates Linked files Embedded files Electronic forms Electronic documents Multimedia documents

21. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 21 The Power of Images Enhance textual messages Replace verbal messages Convey complex information Hold people’s attention Communicate with diverse audiences Convey connotative meaning

22. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 22 Visual Design Principles Consistency Contrast Balance Emphasis Convention Simplicity

23. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 23 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

24. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 24 Choosing Points to Illustrate The 5 C’s of visual design –Clear –Complete –Concise –Connected –Compelling

25. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 25 Selecting the Right Visuals Data Information Concepts Ideas

26. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 26 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

27. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 27 Using Line and Surface Charts Trends Variables Relationships

28. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 28 Using Bar Charts Compare items Show changes Indicate relationships Show relative sizes

29. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 29 Creating Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colors Show numbers or percentages

30. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 30 Information, Concepts, and Ideas Organization charts –Positions –Units –Functions Flow charts –Processes –Procedures –Sequences

31. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 31 Using Maps as Visuals Location and distance Points of interest Geographic distributions Market territories Distribution routes Facilities locations

32. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 32 Other Business Graphics Drawings and diagrams –Functions –Operations –Selected details Photographic images –Realism –Visual appeal –Ethical concerns

33. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 33 Animation and Video Visual Impact –Shapes and text –Computer animation –Digital video

34. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 34 Producing and Integrating Visuals Creation Integration Verification

35. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 35 Integrating Visuals and Text Balance of words and visuals References to visuals Placement of visuals Titles, captions, and legends

36. © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 12 - 36 Verifying Quality of Visuals Is the visual accurate? Is the visual documented properly? Is the visual honest?