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Planning Reports and Proposals

Planning Reports and Proposals. Effective Reports and Proposals. Informational Analytical Proposals. Three-Step Writing Process. Planning Writing Completing. Analyzing the Situation. Define the purpose Prepare the work plan. Defining the Purpose. Inform Persuade Recommend Confirm

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Planning Reports and Proposals

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  1. Planning Reports and Proposals Business Communication Today, 9e

  2. Effective Reports and Proposals • Informational • Analytical • Proposals Business Communication Today, 9e

  3. Three-Step Writing Process • Planning • Writing • Completing Business Communication Today, 9e

  4. Analyzing the Situation • Define the purpose • Prepare the work plan Business Communication Today, 9e

  5. Defining the Purpose • Inform • Persuade • Recommend • Confirm • Analyze • Summarize Business Communication Today, 9e

  6. 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 • Working outline Business Communication Today, 9e

  7. Gathering Information • Focus on the audience • Plan carefully • Establish priorities Business Communication Today, 9e

  8. Selecting the Medium • Hardcopy • Digital format • Multimedia Business Communication Today, 9e

  9. Organizing the Information • Direct approach • State conclusions and recommendations • Introduce findings • Include support • Indirect approach • Introduce findings • Discuss support • State conclusions and recommendations Business Communication Today, 9e

  10. Organization Considerations • Understand and meet audience expectations • Use a task-appropriate format • Keep it as short as possible • “Talk” your way through the outline Business Communication Today, 9e

  11. Planning Informational Reports • Monitor and control operations • Implement policies and procedures • Demonstrate compliance • Document progress Business Communication Today, 9e

  12. Organizing Informational Reports • Topical organization • Comparison • Importance • Sequence • Chronology • Spatial orientation • Geography • Category Business Communication Today, 9e

  13. Creating Business Plans • Summary • Mission and objectives • Company and industry • Products or services • Market and competition • Management • Marketing strategies Business Communication Today, 9e

  14. Creating Business Plans • Design and development plans • Operations plan • Overall schedule • Critical risks and problems • Financial projections • Financial requirements • Exit strategy Business Communication Today, 9e

  15. 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 • Internet audiences are diverse Business Communication Today, 9e

  16. Information Architecture • Vertical hierarchy of pages • Horizontal division of pages • Internal and external links Business Communication Today, 9e

  17. Organizing the Site • Plan navigation first • Let readers be in control • Break information into “chunks” Business Communication Today, 9e

  18. Planning Analytical Reports • Assess opportunities • Market analysis and due diligence • Solve problems • Troubleshooting and failure analysis • Support decisions • Feasibility and justification Business Communication Today, 9e

  19. Defining the Problem • What needs to be determined? • Why is this issue important? • Who is involved in the situation? • Where is the trouble located? • How did the situation originate? • When did it start? Business Communication Today, 9e

  20. Organizational Strategies • Receptive audiences • Direct approach • Focus on conclusions • Focus on recommendations • Skeptical audiences • Indirect approach • Focus on logical arguments Business Communication Today, 9e

  21. Organizing Analytical Reports • Logical arguments • Feasible recommendations • Bottom-line conclusions Business Communication Today, 9e

  22. Focus on Conclusions • Advantages • Ease of use • Bottom-line driven • Disadvantages • Possible resistance • Oversimplification Business Communication Today, 9e

  23. Focus on Recommendations • Establish the need for action • Introduce benefits • List steps needed to get benefits • Explain each step more fully • Summarize your recommendations Business Communication Today, 9e

  24. Focus on Logical 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 • Evaluate alternatives against criteria Business Communication Today, 9e

  25. Planning Proposals • Internal • Funding • Management support • General projects • External • Investments • Grants • Sales Business Communication Today, 9e

  26. Organizing Proposals • Solicited • Direct approach • Interested audience • Unsolicited • Indirect approach • Uninterested audience Business Communication Today, 9e

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