© Prentice Hall, 2003 Business Communication TodayChapter 12 - 1 Planning Business Reports and...
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Transcript of © Prentice Hall, 2003 Business Communication TodayChapter 12 - 1 Planning Business Reports and...
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 1
Planning Business Planning Business Reports and Reports and ProposalsProposals
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 2
Reports and ProposalsReports and Proposals
Monitor Monitor and Controland ControlOperationsOperations
ImplementImplementPolicies andPolicies andProceduresProcedures
DocumentDocumentResultsResults
Comply withComply withGovernmentGovernmentRegulationsRegulations
GuideGuideDecisionsDecisions
Gain the Gain the AcceptanceAcceptance
of Othersof Others
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 3
Classifying ReportsClassifying Reports
Source
Frequency
Audience
Length
Intent
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 4
InformationalInformationalReportsReports
Monitor andMonitor andControl OperationsControl Operations
Document Document ComplianceCompliance
State Policies State Policies and Proceduresand Procedures
Report ProgressReport Progress
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 5
Monitoring andMonitoring andControlling OperationsControlling Operations
WrittenPlans
OperatingReports
ActivityReports
•Strategic Plans
•Business Plans
•Marketing Plans
•MIS Reports
•Annual Reports
•Sales Reports
•Sales-Call Reports
•Expense Reports
•Recruiting Reports
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 6
ImplementingImplementingPolicies and Policies and ProceduresProcedures
ImplementingImplementingPolicies and Policies and ProceduresProcedures
LastingLastingGuidelinesGuidelines
LastingLastingGuidelinesGuidelines
PositionPositionPapersPapers
PositionPositionPapersPapers
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 7
Complying withComplying withGovernment Government RegulationsRegulations
Complying withComplying withGovernment Government RegulationsRegulations
AnnualAnnualReportsReportsAnnualAnnualReportsReports
InterimInterimReportsReportsInterimInterimReportsReports
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 8
Documenting ProgressDocumenting Progresson Workplace Projectson Workplace ProjectsDocumenting ProgressDocumenting Progresson Workplace Projectson Workplace Projects
InterimInterimReportsReportsInterimInterimReportsReports
FinalFinalReportsReports
FinalFinalReportsReports
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 9
Analytical ReportsAnalytical ReportsRecommendationsRecommendations
Solu
tions
Solu
tions
PersuasionPersuasion
Problem-SolvingProblem-SolvingReportsReports
Problem-SolvingProblem-SolvingReportsReports
Business Business ProposalsProposalsBusiness Business ProposalsProposals
ConclusionsConclusions
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 10
Solving ProblemsSolving Problems
Troubleshooting ReportsTroubleshooting ReportsTroubleshooting ReportsTroubleshooting Reports
Feasibility ReportsFeasibility ReportsFeasibility ReportsFeasibility Reports
Justification ReportsJustification ReportsJustification ReportsJustification Reports
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 11
Writing ProposalsWriting Proposals
InternalInternalInternalInternal
SolicitedSolicitedSolicitedSolicited
ExternalExternalExternalExternal
UnsolicitedUnsolicitedUnsolicitedUnsolicited
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 12
Three-Step Writing Three-Step Writing ProcessProcess
PlanningPlanning
Chapter 12Chapter 12
PlanningPlanning
Chapter 12Chapter 12
CompletingCompleting
Chapter 14Chapter 14
CompletingCompleting
Chapter 14Chapter 14
WritingWriting
Chapter 13Chapter 13
WritingWriting
Chapter 13Chapter 13
•AnalyzingAnalyzing
•InvestigatingInvestigating
•AdaptingAdapting
•AnalyzingAnalyzing
•InvestigatingInvestigating
•AdaptingAdapting
•OrganizingOrganizing
•ComposingComposing
•DesigningDesigning
•OrganizingOrganizing
•ComposingComposing
•DesigningDesigning
•RevisingRevising
•ProducingProducing
•ProofreadingProofreading
•RevisingRevising
•ProducingProducing
•ProofreadingProofreading
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 13
Planning ReportsPlanning ReportsPlanning ReportsPlanning Reports
AnalysisAnalysis AdaptationAdaptationInvestigationInvestigation
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 14
Analyzing the Analyzing the SituationSituation
InformationalInformationalReportsReports
AnalyticalAnalyticalReportsReports
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 15
Problem Definition Problem Definition for Analytical Reportsfor Analytical Reports
Ask theAsk theRight QuestionsRight Questions
Ask theAsk theRight QuestionsRight Questions
Clarify Clarify the Problemthe Problem
Clarify Clarify the Problemthe Problem
Form aForm aHypothesisHypothesis
Form aForm aHypothesisHypothesis
FactorFactorthe Problemthe Problem
FactorFactorthe Problemthe Problem
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 16
To InformTo InformTo InformTo Inform
To ConfirmTo ConfirmTo ConfirmTo Confirm
To RecommendTo RecommendTo RecommendTo Recommend
To SummarizeTo SummarizeTo SummarizeTo Summarize
To PersuadeTo PersuadeTo PersuadeTo Persuade
To AnalyzeTo AnalyzeTo AnalyzeTo Analyze
What Is the PurposeWhat Is the Purposeof the Report?of the Report?
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 17
I.I. First Major PartFirst Major Part
A.A. First subpointFirst subpoint
B.B. Second subpointSecond subpoint
1.1. EvidenceEvidence
2.2. EvidenceEvidence
C.C. Third subpointThird subpoint
II.II. Second Major PointSecond Major Point
A.A. First subpointFirst subpoint
B.B. Second subpointSecond subpoint
Developing a Developing a Preliminary OutlinePreliminary Outline
ParallelParallelConstructionConstruction
ConsistentConsistentHeadingsHeadings
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 18
Preparing the Work PlanPreparing 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, 2003 Business Communication Today Chapter 12 - 19
The Research ProcessThe Research Process
Understand Topic Understand Topic and Assignmentand Assignment
Understand Topic Understand Topic and Assignmentand Assignment
11Find and AccessFind and Access
InformationInformationFind and AccessFind and Access
InformationInformation
22
Evaluate andEvaluate andFinalize SourcesFinalize Sources
Evaluate andEvaluate andFinalize SourcesFinalize Sources
33
Analyze DataAnalyze DataAnalyze DataAnalyze Data
55
ProcessProcessInformationInformation
ProcessProcessInformationInformation
44
InterpretInterpretFindingsFindingsInterpretInterpretFindingsFindings
66
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 20
Adapting to the Adapting to the AudienceAudience
““You” AttitudeYou” Attitude
Positive TonePositive Tone
CredibilityCredibility
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 21
Adapting to the Adapting to the AudienceAudience
Polite TreatmentPolite Treatment
Bias-Free LanguageBias-Free Language
Corporate ImageCorporate Image
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 22
Selecting the Channel Selecting the Channel and Medium and Medium
OralReports
OralReports
ImmediateFeedbackImmediateFeedback
NonverbalCommunication
NonverbalCommunication
WrittenReportsWrittenReports
ComplexInformation
ComplexInformation
FutureReference
FutureReference
© Prentice Hall, 2003 Business Communication Today Chapter 12 - 23
Electronic ReportsElectronic Reports
AdvantagesAdvantages
•Cost and space savingsCost and space savings
•Faster distributionFaster distribution
•Multimedia featuresMultimedia features
•Ease of maintenanceEase of maintenance
•Hardware and software costsHardware and software costs
•System incompatibilitySystem incompatibility
•Training needsTraining needs
•Data securityData security
DisadvantagesDisadvantages