1. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 1 Writing and Completing Business Reports and Proposals

2. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 2 Three-Step Writing Process Planning Writing Completing

3. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 3 Writing Reports and Proposals Format Length Order Structure

4. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 4 Format and Length Preprinted form Letter Memo Manuscript

5. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 5 Overall Approach Direct approach –Receptive audience –Open-minded audience Indirect approach –Skeptical audience –Hostile audience

6. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 6 Informational Report Structures Importance Sequence Chronology Spatial orientation Geography Category

7. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 7 Analytical Report Structures Audience members –Receptive –Skeptical Focus –Conclusions –Recommendations –Logical arguments

8. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 8 Structuring Proposals Solicited (direct approach) –Receptive audience –Recognized problem –Identified solution Unsolicited (indirect approach) –Skeptical audience –Unrecognized problem –Proposed solution

9. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 9 Organizing Visual Aids Convey important points Promote understanding Increase interest levels Balance visuals and words

10. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 10 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).

11. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 11 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

12. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 12 Line and Surface Charts Show changes Indicate relationships

13. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 13 Preparation of Bar Charts Compare items Show changes Indicate relationships Show relative sizes

14. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 14 Preparation of Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colors Show numbers or percentages

15. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 15 Showing Relationships Organization charts –Positions –Units –Functions Flow charts –Processes –Procedures –Sequences

16. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 16 Computer-Based Visuals Advantages –Speed –Accuracy –Versatility Challenges –Training –Artistic skills –Time requirements

17. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 17 Composing Reports and Proposals Text and content Degree of formality Time perspective Navigational clues

18. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 18 Successful Reports Accurate Complete Balanced Structured Documented

19. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 19 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

20. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 20 The Introduction Context or problem Subject or purpose Main ideas Overall tone

21. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 21 The Body Chapters Present Analyze Interpret Support

22. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 22 The Closing Section Emphasize main points Summarize benefits Reinforce structure Group action items

23. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 23 Additional Report-Writing Tasks Choose the degree of formality Establish time perspective Reveal overall structure

24. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 24 Completing Reports and Proposals Revising Producing Proofreading

25. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 25 Components of Formal Reports Prefatory parts Text of the report Supplementary parts

26. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 26 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

27. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 27 Text of the Report Introduction Body Closing

28. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 28 Supplementary Parts Appendixes Bibliography Index

29. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 29 Components of Formal Proposals Cover Title fly Title page Table of contents List of illustrations Copy of RFP Executive summary Letter of transmittal

30. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 30 Text of the Proposal Introduction Body Closing

31. © Prentice Hall, 2005 Business Communication EssentialsChapter 11 - 31 Reviewing Key Points Writing reports and proposals Structuring informational reports Structuring analytical reports Choosing visual aids Completing reports and proposals Understanding formal documents