Preparing Reports and Oral Presentations

Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 11- 1

Chapter 11Chapter 11

Planning Reports and Proposals

Learning ObjectivesLearning Objectives

1. Adapt the three-step writing process to reports and proposals

2. Describe an effective process for conducting business research, explain how to evaluate the credibility of an information source, and identify the five ways to use research results

3. Explain the role of secondary research, and describe the two major categories of online research tools

Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 2

Learning ObjectivesLearning Objectives

4. Explain the role of primary research, and identify the two most common forms of primary research for business communication purposes

5. Explain how to plan informational reports and website content

6. Identify the three most common ways to organize analytical reports

7. Explain how to plan proposals Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 3

Applying the Three-Step Writing Process to Reports

and Proposals

Applying the Three-Step Writing Process to Reports

and Proposals


Types of ReportsTypes of Reports


Content and Layout

Length and Complexity

Freq

uenc

y Audience

InformationalReports

InformationalReports ProposalsProposals Analytical

Reports

AnalyticalReports

Applying the Three-Step Applying the Three-Step Process to Reports and Process to Reports and

ProposalsProposals


Analyzing the SituationAnalyzing the Situation


Define Your Define Your PurposePurpose

Prepare thePrepare theWork PlanWork Plan

Gathering InformationGathering Information


PurposePurpose AudienceAudience

Selecting the Right MediumSelecting the Right Medium


Organizing Your Organizing Your InformationInformation


Direct ApproachDirect ApproachDirect ApproachDirect Approach Indirect ApproachIndirect ApproachIndirect ApproachIndirect Approach

Conclusions andConclusions andRecommendationsRecommendationsConclusions andConclusions and

RecommendationsRecommendations

Overall FindingsOverall FindingsOverall FindingsOverall Findings

Objective SupportObjective SupportObjective SupportObjective Support

Overall FindingsOverall FindingsOverall FindingsOverall Findings

Discussion and SupportDiscussion and SupportDiscussion and SupportDiscussion and Support

Conclusions andConclusions andRecommendationsRecommendationsConclusions andConclusions and

RecommendationsRecommendations

Summary of ObjectivesSummary of Objectives


Supporting Your Messages with Reliable Information

Supporting Your Messages with Reliable Information


Supporting Your MessagesSupporting Your Messages


1. Plan your research

2. Locate data and information

3. Process data and information

4. Apply your findings

5. Manage information efficiently

Planning Your ResearchPlanning Your Research


Locating Data and Locating Data and InformationInformation


Secondary Secondary ResearchResearch

Primary Primary ResearchResearch

Evaluating Your SourcesEvaluating Your Sources


Evaluating Your SourcesEvaluating Your Sources


Using Your Research Using Your Research Results: Textual Results: Textual

InformationInformation


Analyzing Data

Quoting, Paraphrasing, and Summarizing

Information

Drawing Conclusions

Making Recommendations



Conducting Secondary Research

Conducting Secondary Research


Conducting Secondary Conducting Secondary ResearchResearch


Inside Company Outside Company

Reports and MemosReports and Memos

Other DocumentsOther Documents

Print ResourcesPrint Resources

Online ResourcesOnline Resources

Finding Information at a Finding Information at a LibraryLibrary


Finding Information Online: Finding Information Online: Search ToolsSearch Tools


Finding Information Online: Finding Information Online: Monitoring ToolsMonitoring Tools


Track Industry Trends, Consumer Sentiment, and Other Information: Newsfeeds: Blogs, Websites Microblogs: Twitter Alerts: Search Engines, Online

Databases Specialized Monitors: Tweetbeep,

TweetDeck



Conducting Primary ResearchConducting Primary Research


Selecting Primary Research Selecting Primary Research MethodsMethods


Conducting SurveysConducting Surveys


Avoid Sampling Bias

ReliableSample

ValidSample

Representative Sampling

Conducting InterviewsConducting Interviews




Planning Informational Reports

Planning Informational Reports


Types of Informational Types of Informational ReportsReports


OrganizingOrganizingInformational ReportsInformational Reports


Organizing Website Organizing Website ContentContent




Planning Analytical ReportsPlanning Analytical Reports


Planning Planning Analytical ReportsAnalytical Reports


AssessOpportunities

SolveProblems

SupportDecisions

Market AnalysisMarket Analysis

Due DiligenceDue Diligence

TroubleshootingTroubleshooting

Failure AnalysisFailure Analysis

FeasibilityFeasibility

JustificationJustification

Methods of OrganizationMethods of Organization


Focus on ConclusionsFocus on Conclusions

Focus on RecommendationsFocus on Recommendations

Focus on Logical ArgumentsFocus on Logical Arguments

Indirect Direct

Audience Attitude ReceptiveSkeptical

Preferred Strategy



Planning ProposalsPlanning Proposals


Planning ProposalsPlanning Proposals


Internal ProposalsInternal ProposalsInternal ProposalsInternal Proposals

Research ProjectsResearch ProjectsResearch ProjectsResearch Projects

Management SupportManagement SupportManagement SupportManagement Support

New EquipmentNew EquipmentNew EquipmentNew Equipment

External ProposalsExternal ProposalsExternal ProposalsExternal Proposals

Sales ProposalsSales ProposalsSales ProposalsSales Proposals

Investment ProposalsInvestment ProposalsInvestment ProposalsInvestment Proposals

Grant ProposalsGrant ProposalsGrant ProposalsGrant Proposals

Types of ProposalsTypes of Proposals





Chapter 11Chapter 11

Planning Reports and Proposals


Business

Preparing Reports and Oral Presentations