© Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 1 Writing and Completing Reports and Proposals

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 11 - 1

Writing and Writing and Completing Reports Completing Reports

and Proposalsand Proposals


Three-Step Writing Three-Step Writing ProcessProcess

• Planning

• Writing

• Completing


Writing Reports and Writing Reports and ProposalsProposals

• Long message formats

• Effective visual support


Adapting to the Adapting to the AudienceAudience

• Be sensitive to their needs

• Adopt the “you” attitude

• Apply business etiquette

• Emphasize the positive

• Use bias-free language


Composing Reports and Composing Reports and ProposalsProposals

• Select the best words

• Write effective sentences

• Develop coherent paragraphs– Introduction– Body– Close


The Introductory SectionThe Introductory Section

• Establishes context

• Introduces subject or purpose

• Previews main ideas

• Establishes overall tone


The Body SectionThe Body Section

• Present

• Analyze

• Interpret

• Support


The Closing SectionThe Closing Section

• Emphasizes main points

• Summarizes benefits

• Reinforces overall structure

• Brings together action items


Drafting Report ContentDrafting Report Content

• Accurate

• Complete

• Balanced

• Clear and logical

• Documented


Report IntroductionReport Introduction

• Authorization

• Problem

• Purpose

• Scope

• Background

• Sources

• Methods

• Definitions

• Limitations

• Organization


Report BodyReport Body

• Explanations

• Evidence

• Results

• Analyses

• Procedures

• Methods

• Criteria

• Conclusions

• Recommendations

• Support


Report ClosingReport Closing

• Conclusions

• Recommendations

• Action plans

• Schedules

• Responsibilities


Proposal ContentProposal Content

• The AIDA plan

– Solicited proposals

– Unsolicited proposals

• Introduction

• Body

• Conclusion


Strategies for Strategies for Successful ProposalsSuccessful Proposals

• Demonstrate your knowledge

• Provide concrete examples

• Research the competition

• Prove that your proposal is workable

• Relate to the reader’s needs

• Package your proposal attractively


Proposal IntroductionProposal Introduction

• Problem or background

• Proposed solution

• Scope or delimitations

• Organization


Proposal BodyProposal Body

• Proposed solution

• Work plan

• Qualifications

• Detailed costs


Proposal ClosingProposal Closing

• Summarize key points

• Emphasizes benefits

• Summarizes merits

• Restates qualifications

• Asks for final decisions


Guiding the ReadersGuiding the Readers

• Headings and subheadings

• Transitional devices

• Previews and reviews


Using TechnologyUsing Technology

• Templates

• Linked files

• Embedded files

• Electronic forms

• Electronic documents

• Multimedia documents


Effective Visuals in Effective Visuals in ReportsReports

• Bring your message to life

• Connect with your readers

• Convey effective messages

• Attract and hold attention


5 C’s of Visual Design5 C’s of Visual Design

• Clear

• Complete

• Concise

• Connected

• Compelling


Pick the Right VisualsPick the Right Visuals

• Data

• Information

• Concepts

• Ideas


The Parts of a TableThe Parts of a Table

Stub head Subhead

SingleColumn

Head

SingleColumn

Head

Row headRow head Subhead Subhead

Total

XXX

XXXXXX

XXX

XX

XXXX

XX

XX

XXXX

XX

Subhead

XXX

XX XX

XXX

Multicolumn Head*

Source: (In the same format as a text footnote).*Footnote (for explanation of elements in the table).


Preparation of TablesPreparation of Tables

• Use common, clearly identified units

• Round off all items in columns

• Label column headings

• Separate rows and columns

• Don’t overload the table with data

• Document data sources


Using Line Using Line and Surface Chartsand Surface Charts

• Trends

• Variables

• Relationships


Using Bar ChartsUsing Bar Charts

• Compare items

• Show changes

• Indicate relationships

• Show relative sizes


Using Pie ChartsUsing Pie Charts

• Limit the number of slices

• Arrange slices clockwise

• Use a variety of colors

• Show numbers or percentages


Information, Information, Concepts, and IdeasConcepts, and Ideas

• Organization charts– Positions– Units– Functions

• Flow charts– Processes– Procedures– Sequences


Using MapsUsing Maps

• Geographic areas

• Regional differences

• Key markets


Other Business GraphicsOther Business Graphics

• Drawings and diagrams– Functions– Operations– Selected details

• Photographic images– Realism– Visual appeal– Ethical concerns


Animation and VideoAnimation and Video

• Visual Impact– Shapes and text– Computer animation– Digital video


Designing Effective Designing Effective VisualsVisuals

• Select appropriate templates

• Be consistent throughout

• Use colors purposefully

• Balance design elements

• Avoid “chartjunk”

• Consider audience expectations


Integrate Text and Integrate Text and VisualsVisuals

• Clear introductions

• Careful placement

• Clear references

• Use titles, captions, and legends

• Check for accuracy


Producing Formal Producing Formal ReportsReports

• Prefatory parts

• Text of the report

• Supplementary parts


Prefatory PartsPrefatory Parts

• Report Cover

• Title fly/Title page

• Authorization Letter

• Transmittal Letter

• Table of Contents

• List of Visuals

• Synopsis/Abstract

• Executive Summary


Text of the ReportText of the Report

• Introduction

• Body

• Closing


Supplementary PartsSupplementary Parts

• Appendixes

• Bibliography

• Index


Producing a Formal Producing a Formal ProposalProposal

• Unique prefatory elements– Copy of the RFP– Synopsis/Executive summary– Transmittal document


Text of the ProposalText of the Proposal

• Introduction

• Body

• Closing


Proofreading Proofreading Reports and ProposalsReports and Proposals

• Inconsistencies

• Errors

• Missing components


DistributingDistributing

Reports and Proposals Reports and Proposals

• Physical

• Electronic

• Web-based


Reviewing Key PointsReviewing Key Points

• Writing reports and proposals

• Choosing visual aids

• Completing reports and proposals

Documents

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter 11 - 1 Writing and Completing Reports and Proposals