Understanding and Planning
Reports and Proposals
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 1
Basic Report Categories
Informational
Analytical
Proposals
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 2
Three-Step Writing Process
Planning
Analyze Situation
Gather Information
Select Medium
Get Organized
© Prentice Hall, 2007
Writing
Analyze
the Audience
Compose
the Message
Business Communication Essentials, 3e
Completing
Revise
Produce
Proofread
Distribute
Chapter 10 - 3
Analyzing the Situation
Define the Purpose
Prepare the Work Plan
Why It Is Being Prepared
What Must Be Done
What It Will Deliver
When It Will Be Done
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 4
Elements of the Work Plan
Problem or
Opportunity
Purpose and
Scope
Tasks to Be
Accomplished
Schedules and
Requirements
© Prentice Hall, 2007
Final Products
or Outcomes
Plans for
Following Up
Business Communication Essentials, 3e
Working
Outline
Chapter 10 - 5
Gathering Information
Purpose
Audience
Priorities
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 6
Selecting the Right Medium
Audience Members
Media
Requirements
Feedback
Preferences
Hardcopy
Format
Digital
Format
Document
Uses
© Prentice Hall, 2007
Subject
Matter
Business Communication Essentials, 3e
Chapter 10 - 7
Organizing the Information
Direct Approach
Indirect Approach
Conclusions and
Recommendations
Overall Findings
Overall Findings
Discussion and Support
Objective Support
Conclusions and
Recommendations
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 8
Supporting Your Messages
1. Plan your research
2. Locate data and information
3. Process the data and information
4. Apply your findings
5. Manage information efficiently
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 9
Plan Your Research
Develop a
Problem Statement
Identify
Information Needs
Generate
Research Questions
Prioritize
Information Needs
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 10
Research Ethics and Etiquette
Don’t Skew
Results
Document
Sources
© Prentice Hall, 2007
Respect
Privacy Rights
Observe
Property Rights
Business Communication Essentials, 3e
Respect
Participants
Chapter 10 - 11
Data and Information
Secondary
Research
Primary
Research
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 12
Evaluating Sources
Honesty and
Reliability
Potential
Bias
Purpose of
the Material
Completeness
Information
Sources
Author’s
Credibility
Independent
Verification
Timeliness
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 13
Secondary Research
Inside the Company
Outside the Company
Reports and Memos
Print Resources
Other Documents
Online Resources
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 14
Finding Information
at the Library
Business
Books
Directories
© Prentice Hall, 2007
Electronic
Databases
Newspapers
Periodicals
Almanacs
Statistical
Resources
Government
Publications
Business Communication Essentials, 3e
Chapter 10 - 15
Internet Search Tools
Search Engines
Web
Directories
© Prentice Hall, 2007
Online
Databases
Business Communication Essentials, 3e
Meta-Search
Engines
Chapter 10 - 16
Search Techniques
Keyword Searches
Boolean Operators
Natural Language
Forms-Based Searches
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 17
Fine-Tune Search Methods
Read Instructions
Observe Details
Review Options
Vary Search Terms
Adjust Scope
Use Search Agents
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 18
Documenting Sources
Direct
Quotes
Specialized
Knowledge
Fair Use
Doctrine
© Prentice Hall, 2007
Credit Your Sources
Paraphrased
Material
Build Your Credibility
Common
Knowledge
Help Your Readers
Copyright
Law
Business Communication Essentials, 3e
Chapter 10 - 19
Primary Information
Documents
Observations
Experiments
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 20
Develop Effective Surveys
Clear
Instructions
Easy-to-Analyze
Questions
© Prentice Hall, 2007
Easy-to Answer
Questions
No Leading
Questions
Short
Questionnaires
Unambiguous
Questions
Business Communication Essentials, 3e
Self-Contained
Questions
Chapter 10 - 21
Effective Internet Surveys
Save Time
Minimize Cost
Boost Response
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 22
Conducting Interviews
Types of Questions
Sequence of Questions
Culture and Language
Demographics
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 23
Using Research Results
Quoting
Paraphrasing
Summarizing
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 24
Applying the Findings
Drawing Good
Conclusions
Making Feasible
Recommendations
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 25
Planning
Informational Reports
Monitor and
Control Operations
Implement Policies
and Procedures
Demonstrate
Compliance
Report Progress
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 26
Structuring
Informational Reports
Comparison
Chronology
© Prentice Hall, 2007
Importance
Spatial
Orientation
Sequence
Geography
Business Communication Essentials, 3e
Category
Chapter 10 - 27
Planning Analytical Reports
Assess Opportunities
Solve Problems
Support Decisions
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 28
Challenges of Writing
Analytical Reports
Writing Quality
Reasoning Quality
Responsibility
What Must Be
Determined?
Why is this issue
Important?
Who Is Involved?
Where Is the
Trouble Located?
How Did the
Situation Start?
When Did It Start?
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 29
Focus on Recommendations
1. Establish the need for action
2. Introduce the overall benefits
3. List the required steps
4. Explain each step more fully
5. Summarize the recommendations
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 30
Focus on Logical Arguments
2 + 2 = 4 Approach
Scientific Method
Yardstick Approach
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 31
Planning Proposals
Internal Requests
External Requests
Funding
Investments
Management
Support
© Prentice Hall, 2007
General
Projects
Grants
Business Communication Essentials, 3e
Sales
Chapter 10 - 32
Structuring Proposals
Direct
Type of Approach
Unsolicited
Solicited
Interested
© Prentice Hall, 2007
Indirect
Type of Audience
Business Communication Essentials, 3e
Uninterested
Chapter 10 - 33
Reviewing Key Points
• Applying the three-step process
• Supporting your message
• Planning informational reports
• Planning analytical reports
• Planning proposals
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 10 - 34