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Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 1
Planning Reports
Planning Reports
and Proposals
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Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 2
Effective Reports and
Effective Reports and
Proposals
Proposals
•
Informational
•
Analytical
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 3
Three-Step Writing
Three-Step Writing
Process
Process
•
Planning
•
Writing
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 4
Analyzing the Situation
Analyzing the Situation
•
Define the purpose
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 5
Defining the Purpose
Defining the Purpose
•
Inform
•
Persuade
•
Recommend
•
Confirm
•
Analyze
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 6
Preparing the Work Plan
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
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 7
Gathering Information
Gathering Information
•
Focus on the audience
•
Plan carefully
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 8
Selecting the Medium
Selecting the Medium
•
Hardcopy
•
Digital format
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 9
Organizing the
Organizing the
Information
Information
•
Direct approach
• State conclusions and recommendations
• Introduce findings
• Include support
•
Indirect approach
• Introduce findings
• Discuss support
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 10
Organization
Organization
Considerations
Considerations
•
Understand and meet audience
expectations
•
Use a task-appropriate format
•
Keep it as short as possible
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 11
Planning
Planning
Informational Reports
Informational Reports
•
Monitor and control operations
•
Implement policies and procedures
•
Demonstrate compliance
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 12
Organizing
Organizing
Informational Reports
Informational Reports
•
Topical organization
– Comparison – Importance – Sequence – Chronology
– Spatial orientation – Geography
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 13
Creating Business Plans
Creating Business Plans
•
Summary
•
Mission and objectives
•
Company and industry
•
Products or services
•
Market and competition
•
Management
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Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 14
Creating Business Plans
Creating Business Plans
•
Design and development plans
•
Operations plan
•
Overall schedule
•
Critical risks and problems
•
Financial projections
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 15
Website Content
Website Content
•
Online communication is unique
–
Web readers are demanding
–
Reading online can be difficult
–
The Internet is a nonlinear medium
–
The Internet is multidimensional
–
Websites have multiple purposes
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 16
Information Architecture
Information Architecture
•
Vertical hierarchy of pages
•
Horizontal division of pages
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 17
Organizing the Site
Organizing the Site
•
Plan navigation first
•
Let readers be in control
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 18
Planning Analytical
Planning Analytical
Reports
Reports
•
Assess opportunities
–
Market analysis and due diligence
•
Solve problems
–
Troubleshooting and failure analysis
•
Support decisions
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 19
Defining the Problem
Defining the Problem
•
What needs to be determined?
•
Why is this issue important?
•
Who is involved in the situation?
•
Where is the trouble located?
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 20
Organizational
Organizational
Strategies
Strategies
•
Receptive audiences
–
Direct approach
• Focus on conclusions
• Focus on recommendations
•
Skeptical audiences
–
Indirect approach
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 21
Organizing
Organizing
Analytical Reports
Analytical Reports
•
Logical arguments
•
Feasible recommendations
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 22
Focus on Conclusions
Focus on Conclusions
•
Advantages
–
Ease of use
–
Bottom-line driven
•
Disadvantages
–
Possible resistance
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 23
Focus on
Focus on
Recommendations
Recommendations
1. Establish the need for action
2. Introduce benefits
3. List steps needed to get benefits
4. Explain each step more fully
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 24
Focus on Logical
Focus on Logical
Arguments
Arguments
•
2 + 2 = 4 approach
– Problem or opportunity
– Main reasons behind conclusions
– Main reasons behind recommendations
– Support reasons with evidence
•
Yardstick approach
– Problem or opportunity – List alternatives
– List decision-making criteria
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 25
Planning Proposals
Planning Proposals
•
Internal
– Funding
– Management support – General projects
•
External
– Investments – Grants
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 13 - 26
Organizing Proposals
Organizing Proposals
•
Solicited
–
Direct approach
–
Interested audience
•
Unsolicited
–
Indirect approach
