Planning Business Reports and Proposals. Tao Xiang 2 Teamwork on Proposal Select an interesting topic Select an interesting topic E.g., impact of new

Planning Business Planning Business Reports and Reports and ProposalsProposals

Tao XiangTao Xiang 22

Teamwork on ProposalTeamwork on Proposal

Select an interesting topicSelect an interesting topic• E.g., impact of new rural pension E.g., impact of new rural pension

programprogram Apply for grant from Ford FoundationApply for grant from Ford Foundation Write proposalWrite proposal Prepare PPTPrepare PPT Make presentation in classMake presentation in class Hand in proposal and PPTHand in proposal and PPT


Learning ObjectivesLearning Objectives

ConceptsConcepts PurposesPurposes Informational v.s. analyticalInformational v.s. analytical Elements included in work planElements included in work plan Four types of interview questionsFour types of interview questions


Concept of ReportsConcept of Reports

Written factual accountsWritten factual accounts

Information about businessInformation about business

Presentable form


PurposePurpose

Guide decisionsGuide decisions Comply with government regulationsComply with government regulations Gain acceptanceGain acceptance Monitor and control operationsMonitor and control operations Implement policies and proceduresImplement policies and procedures Document resultsDocument results


Classifying ReportsClassifying Reports

Source: Source: Authorized, VoluntaryAuthorized, Voluntary

Frequency: Frequency: Special, RoutineSpecial, Routine

Audience: Audience: Internal, ExternalInternal, External

Length: Length: Short, LongShort, Long

Formality: Formality: Informal, FormalInformal, Formal

Intent: Intent: Informational, AnalyticalInformational, Analytical


Informational ReportsInformational Reports

Monitor and control operationsMonitor and control operations• Plans, operating reports, personal Plans, operating reports, personal

activity reportsactivity reports

State policies and proceduresState policies and procedures• Lasting guidelines, position papersLasting guidelines, position papers

Document complianceDocument compliance Report progressReport progress


Analytical ReportsAnalytical Reports

Problem-solving reportsProblem-solving reports Business proposalsBusiness proposals

• InternalInternal

• ExternalExternal

• SolicitedSolicited

• UnsolicitedUnsolicited


Planning ReportsPlanning Reports

AnalysisAnalysis• Audience and purposeAudience and purpose

• Define problemDefine problem

• Limit scopeLimit scope

• Outline investigation, etc.Outline investigation, etc.

InvestigationInvestigation AdaptationAdaptation


Analyzing the SituationAnalyzing the Situation

Informational reportsInformational reports

Analytical reportsAnalytical reports


Problem DefinitionProblem Definitionfor Analytical Reportsfor Analytical Reports

Clarify the problemClarify the problem Ask the right questionsAsk the right questions Factor the problemFactor the problem Form a hypothesisForm a hypothesis


Purpose of ReportPurpose of Report

To informTo inform To persuadeTo persuade To recommendTo recommend To confirmTo confirm To analyzeTo analyze To summarizeTo summarize


Developing a Developing a Preliminary OutlinePreliminary Outline

Parallel constructionParallel construction

Consistent headingsConsistent headings


Preparing Work PlanPreparing Work Plan

State problemState problem State purpose and scopeState purpose and scope Discuss tasksDiscuss tasks Review final outcomesReview final outcomes Review schedules and requirementsReview schedules and requirements Set follow-up plans Set follow-up plans Compose working outlineCompose working outline


Research ProcessResearch Process

Understand topic and assignmentUnderstand topic and assignment Find and access informationFind and access information Evaluate and finalize sourcesEvaluate and finalize sources Process informationProcess information Analyze dataAnalyze data Interpret findingsInterpret findings


Understand Topic and Understand Topic and AssignmentAssignment

Preliminary informationPreliminary information

Problem statementProblem statement

Questions and subquestionsQuestions and subquestions


Using Secondary Using Secondary Sources of InformationSources of Information

Business booksBusiness books Electronic Electronic

databasesdatabases NewspapersNewspapers PeriodicalsPeriodicals

DirectoriesDirectories Government Government

publicationspublications AlmanacsAlmanacs Statistical Statistical

resourcesresources


Business InformationBusiness Informationin Cyberspacein Cyberspace

Internet public libraryInternet public library Company WebsitesCompany Websites

• www.apple.comwww.apple.com

News release sitesNews release sites

Searching the InternetSearching the Internet


Preliminary ObservationsPreliminary Observations

DocumentsDocuments

ObservationsObservations

ExperimentsExperiments


Effective InterviewsEffective Interviews

PurposePurpose• Collect informationCollect information• Make decisionsMake decisions• Clarify issuesClarify issues

StructureStructure• Overall lengthOverall length• Stylistic issuesStylistic issues• OrganizationOrganization


Types of QuestionsTypes of Questions

Open-endedOpen-ended Direct open-endedDirect open-ended RestatementRestatement

• You said you dislike sales quotas. Is that correct?You said you dislike sales quotas. Is that correct?

Close-endedClose-ended• Did you meet your sales quota?Did you meet your sales quota?


Preparing QuestionsPreparing Questions

Think about sequenceThink about sequence Rate questionsRate questions Ask smart questionsAsk smart questions Mix types of questionsMix types of questions Limit numberLimit number Edit questionsEdit questions


Processing Interview Processing Interview InformationInformation

Write down your ideasWrite down your ideas Review notesReview notes Organize the materialOrganize the material Transcribe recordingsTranscribe recordings


Evaluating Evaluating and Selecting Sourcesand Selecting Sources

Honesty and Honesty and reliabilityreliability

Logic and good Logic and good sensesense

Data collection Data collection methodsmethods

The authorThe author

Purpose of the Purpose of the materialmaterial

CompletenessCompleteness Independent Independent

verificationverification Potential biasPotential bias TimelinessTimeliness


Analyzing the DataAnalyzing the Data

MeanMean MedianMedian ModeMode TrendTrend CorrelationCorrelation