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©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 1

Writing Business

Writing Business

Reports and

Reports and

Proposals

(2)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 2

Three-Step Writing

Three-Step Writing

Process

Process

Planning

Chapter 12 Planning

Chapter 12

Completing

Chapter 14 Completing

Chapter 14

Writing

Chapter 13 Writing

Chapter 13

Analyzing

Investigating

AdaptingAnalyzing

Investigating

Adapting

Organizing

Composing

DesigningOrganizing

Composing

Designing

Revising

Producing

ProofreadingRevising

Producing

(3)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 3

Organizing Reports

Organizing Reports

and Proposals

and Proposals

Business Document

Business Document

Collected Material

Collected Material

Format

Format

Length

Length

Order

Order

Structure

(4)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 4

Deciding on Format

Deciding on Format

and Length

and Length

Preprinted

Preprinted

Form

Form

Preprinted

Preprinted

Form

Form

Memorandum

Memorandum

Memorandum

Memorandum

Letter

Letter

Letter

Letter

Manuscript

Manuscript

(5)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 5

Choosing an Approach

Choosing an Approach

Direct

Approach

Direct

Approach

Approach

Indirect

Indirect

Approach

Receptiv

e

Receptiv e

Open-Minded

Open-Minded

Hostile

Hostile

Skeptical

Skeptical

Audience

(6)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 6

Structuring

Structuring

Informational Reports

Informational Reports

Sequence

Sequence

Chronology

Chronology

Spatial Orientation

Spatial Orientation

Geography

Geography

Category

Category

Importance

(7)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 7

Structuring

Structuring

Analytical

Analytical

Reports

Reports

Structuring

Structuring

Analytical

Analytical

Reports

Reports

Receptive

Receptive

Audiences

Audiences

Receptive

Receptive

Audiences

Audiences

Skeptical

Skeptical

Audiences

Audiences

(8)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 8

Structural Approaches

Structural Approaches

for Analytical Reports

for Analytical Reports

Focus on Focus on Conclusions Conclusions

Focus on Focus on

Recommendations Recommendations

Focus on Focus on

(9)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 9

Logical Structures for

Logical Structures for

Analytical Reports

Analytical Reports

2 + 2 Approach

Scientific Method

(10)

©

Prentice Hall , 2003

Business Communicat ion Today

(11)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 11

Drafting Reports and

Drafting Reports and

Proposals

Proposals

Purpose

Length and Depth

Structure

Formality

Introduction

First Draft

First Draft

Audience Author

(12)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 12

The Introduction

The Introduction

Report

Report

Context

Context

Report

Report

Context

Context

Main Ideas

Main Ideas

Main Ideas

Main Ideas

Subject

Subject

or Purpose

or Purpose

Subject

Subject

or Purpose

or Purpose

Overall Tone

Overall Tone

Overall Tone

(13)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 13

The Body Chapters

The Body Chapters

Present

Analyze

Interpret

(14)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 14

The Closing Section

The Closing Section

Emphasizes the Main Points

Emphasizes the Main Points

Emphasizes the Main Points

Emphasizes the Main Points

Summarizes the Benefits

Summarizes the Benefits

Summarizes the Benefits

Summarizes the Benefits

Reinforces the Structure

Reinforces the Structure

Reinforces the Structure

Reinforces the Structure

Brings Action Items Together

Brings Action Items Together

Brings Action Items Together

(15)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 15

Report Content

Report Content

Balanced

Balanced StructuredStructured DocumentedDocumented Accurate

(16)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 16

Report

Report

Introduction

Introduction

Authorization

Authorization

Problem

Problem

Purpose

Purpose

Scope

Scope

Background

Background

Authorization

Authorization

Problem

Problem

Purpose

Purpose

Scope

Scope

Background

Background

Sources

Sources

Methods

Methods

Definitions

Definitions

Limitations

Limitations

Organization

Organization

Sources

Sources

Methods

Methods

Definitions

Definitions

Limitations

Limitations

(17)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 17

Report Body

Report Body

Explanations

Explanations

Evidence

Evidence

Results

Results

Analyses

Analyses

Procedures

Procedures

Explanations

Explanations

Evidence

Evidence

Results

Results

Analyses

Analyses

Procedures

Procedures

Methods

Methods

Criteria

Criteria

Conclusions

Conclusions

Recommendations

Recommendations

Support

Support

Methods

Methods

Criteria

Criteria

Conclusions

Conclusions

Recommendations

Recommendations

(18)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 18

Report Closing

Report Closing

Report Closing

Report Closing

Direct-Order

Direct-Order

Organization

Organization

Direct-Order

Direct-Order

Organization

Organization

Indirect-Order

Indirect-Order

Organization

Organization

Indirect-Order

Indirect-Order

(19)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 19

Proposal

Proposal

Content

Content

Proposal

Proposal

Content

Content

Solicited

Solicited

Proposals

Proposals

Solicited

Solicited

Proposals

Proposals

Unsolicited

Unsolicited

Proposals

Proposals

Unsolicited

Unsolicited

(20)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 20

Strategies for

Strategies for

Successful Proposals

Successful Proposals

Demonstrate your knowledge

Provide concrete examples

Research the competition

Prove that your proposal is workable

Adopt a “you” attitude

(21)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 21

Proposal

Proposal

Introduction

Introduction

Background

Background

or Problem

or Problem

Background

Background

or Problem

or Problem

Scope or

Scope or

Delimitations

Delimitations

Scope or

Scope or

Delimitations

Delimitations

Proposed

Proposed

Solution

Solution

Proposed

Proposed

Solution

Solution

Organization

Organization

Organization

(22)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 22

Proposal Body

Proposal Body

Proposed

Proposed

Approach

Approach

Proposed

Proposed

Approach

Approach

Qualifications

Qualifications

Qualifications

Qualifications

Work Plan

Work Plan

Work Plan

Work Plan

Detailed

Detailed

Costs

Costs

Detailed

Detailed

Costs

(23)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 23

Proposal Closing

Proposal Closing

Key Points

Key Points

Key Points

Key Points

Qualifications

Qualifications

Qualifications

Qualifications

Benefits

Benefits

and Merits

and Merits

Benefits

Benefits

and Merits

and Merits

Final

Final

Decision

Decision

Final

Final

Decision

(24)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 24

Choosing the

Choosing the

Degree of Formality

Degree of Formality

Audience

Audience

M

e

s

s

a

g

e

M

e

s

s

a

g

e

Format

FormatFormat

(25)

©

Prentice Hall , 2003

Business Communicat ion Today

Chapter 13 - 25

Revealing the Structure

Revealing the Structure

Words

Sentences

Paragraphs

Readability

Frameworks

Relationships

Introductions

Summaries

Overviews Previews and Reviews Transitional

Devices Headings and

Referensi

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