1. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 1 Writing Business Reports and Proposals

2. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 2 The Three-Step Process Planning Writing Completing

3. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 3 Organizing Reports and Proposals Format Length Order Structure

4. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 4 Deciding on Format and Length Preprinted form Letter Memo Manuscript

5. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 5 Choosing an Approach Direct approach –Receptive audience –Open-minded audience Indirect approach –Skeptical audience –Hostile audience

6. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 6 Structuring Informational Reports Importance Sequence Chronology Spatial orientation Geography Category

7. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 7 Structuring Analytical Reports Audience members –Receptive Conclusions Recommendations –Skeptical Reasons Evidence

8. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 8 Structural Approaches for Analytical Reports Focus on conclusions Focus on recommendations Focus on logical arguments

9. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 9 Logical Structures for Analytical Reports 2 + 2 = 4 approach Scientific method Yardstick approach

10. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 10 Structuring Proposals Solicited –Direct approach Unsolicited –Indirect approach

11. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 11 Organizing Visuals Select points to visualize Balance illustrations and words Consider production schedule

12. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 12 The Right Visual for the Job Tables Line or bar charts Pie or area charts Bar charts Pie charts Line or dot charts Maps Flow charts

13. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 13 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).

14. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 14 Preparing Numerical Tables Use common, clearly identified units Use the same units for all items in columns Label column headings Separate rows and columns Show column-to-row totals or averages Document data sources

15. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 15 Using Line and Surface Charts Show changes Indicate relationships

16. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 16 Using Bar Charts Compare items Show changes Indicate relationships Show relative sizes

17. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 17 Using Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colors Show numbers or percentages

18. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 18 Illustrating Relationships Organization charts –Positions –Units –Functions Flow charts –Processes –Procedures –Sequences

19. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 19 Other Business Graphics Drawings and diagrams –Functions –Operations –Selected details Images and photographs –Realism –Visual appeal –Ethical concerns

20. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 20 Computer Graphics Design Principles Continuity Contrast Emphasis Simplicity Experience

21. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 21 Integrating Text and Visuals Clear introductions Careful placement Effective titles and legends

22. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 22 Checking Visual Aids Honesty Documentation Necessity Accuracy

23. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 23 Composing Business Reports and Proposals Prepare a formal outline Control style and tone Select the best words Create effective sentences and paragraphs

24. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 24 Choosing the Degree of Formality Audience and message –Format –Length –Organization

25. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 25 Consistent Time Perspective Select a time frame Use verb tense correctly Recognize chronology

26. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 26 Guiding the Readers Headings and subheadings Transitional devices Previews and reviews

27. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 27 Developing the Text Opening Body Conclusion

28. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 28 Strategies for Successful Reports Accurate Complete Balanced Structured Documented

29. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 29 Strategies for 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

30. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 30 Drafting the Opening Report context Subject or purpose Main ideas Overall tone

31. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 31 Drafting the Body Present Analyze Interpret Support

32. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 32 Drafting the Close Emphasize main points Summarize benefits Reinforce structure Bring together action items

33. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 11 - 33 Proposal Closing Summarize key points Stress benefits Summarize merits of your approach Qualifications Final decisions