Understanding and Planning Business Reports and Proposals

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Business Communication Essentials

Chapter 10 - 1

Reports and Proposals

Guide Decisions Comply with Government Regulations Gain the Acceptance of Others

Monitor and Control Operations

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Implement Policies and Procedures

Business Communication Essentials

Document Results
Chapter 10 - 2

Informational Reports
Monitor and control operations Implement policies and procedures Comply with government regulations Document progress on projects
Prentice Hall, 2004 Business Communication Essentials Chapter 10 - 3

Analytical Reports
Problem-Solving Reports Business Proposals
Prentice Hall, 2004 Business Communication Essentials Chapter 10 - 4

Solving Problems
Trouble Shooting Reports Feasibility Reports Justification Reports
Prentice Hall, 2004 Business Communication Essentials Chapter 10 - 5

Writing Proposals
Internal External

Solicited
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Unsolicited
Chapter 10 - 6

Business Communication Essentials

Three-Step Writing Process

Planning Writing Completing

Analyze the Situation Investigate the Topic Adapt to Audience

Organize the Message Compose the Message

Revise the Message Produce the Message Proofread the Message

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Business Communication Essentials

Chapter 10 - 7

Planning Reports
Medium Analysis Audience Adaptation Investigation Channel
Prentice Hall, 2004 Business Communication Essentials Chapter 10 - 8

Purpose

Analyzing the Situation

Informational Informational Reports Reports Analytical Analytical Reports Reports

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Business Communication Essentials

Chapter 10 - 9

Defining the Problem

Who? What? Where?

When?
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Why?
Business Communication Essentials

How?
Chapter 10 - 10

Writing a Purpose Statement

Analyze Summarize

Evaluate

Analytical

Informational

Explain

Recommend
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Submit
Chapter 10 - 11

Drafting a Preliminary Outline

Descriptive (Topical) Informative (Talking)

I. Industry Characteristics I. What is the nature of the industry A. Annual Sales B. Profitability C. Growth Rate 1. Sales 2. Profit
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A. What are the annual sales? B. Is the industry profitable? C. What is the growth pattern? 1. Sales growth? 2. Profit growth?

Business Communication Essentials

Chapter 10 - 12

Preparing the Work Plan

Statement of the problem Statement of the purpose and scope Discussion of tasks to be accomplished Description of final products or outcomes Review of schedules and requirements Plans for following up Working outline
Prentice Hall, 2004 Business Communication Essentials Chapter 10 - 13

Finding Information in the Library

Business Books Electronic Databases Newspapers Periodicals

Directories

Almanacs

Statistical Resource

Government Publications
Chapter 10 - 14

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Business Communication Essentials

Business Information on the Internet

Internet Public Library Company Websites News Release Sites
Prentice Hall, 2004 Business Communication Essentials Chapter 10 - 15

Searching Databases
Use Multiple Search Engines Replace Concepts With Key Words Use Variations of Search Terms Specify Phrases and Key Words Refine Searches As Needed
Prentice Hall, 2004 Business Communication Essentials Chapter 10 - 16

Sources of Primary Information

Documents Observations Experiments
Prentice Hall, 2004 Business Communication Essentials Chapter 10 - 17

Effective Surveys
Provide Clear Instructions Seek Easy-to-Analyze Answers Pretest Questionnaires
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Use Short Questionnaires Avoid Leading Questions Ask One Thing At a Time
Chapter 10 - 18

Business Communication Essentials

Effective Interviews
Plan the Interview Prepare Questions Prioritize Questions

Dont Ask Too Many Questions

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Edit the Questions

Business Communication Essentials

Process Information
Chapter 10 - 19

Documenting Sources
Copyrighted Material
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General Knowledge
Chapter 10 - 20

Business Communication Essentials

Interpret Your Findings

Assumptions

Values

Facts

Conclusions Conclusions

Recommendations Recommendations

Judgment
Prentice Hall, 2004 Business Communication Essentials Chapter 10 - 21