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© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 1
Understanding and Understanding and Planning Reports and Planning Reports and
ProposalsProposals
Understanding and Understanding and Planning Reports and Planning Reports and
ProposalsProposals
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 2
Basic Report Basic Report CategoriesCategories
ProposalsProposalsProposalsProposals
AnalyticalAnalyticalAnalyticalAnalytical
InformationalInformationalInformationalInformational
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 3
Planning Writing Completing
Analyze SituationAnalyze Situation
Gather InformationGather Information
Select MediumSelect Medium
Get OrganizedGet Organized
ReviseRevise
ProduceProduce
ProofreadProofread
DistributeDistribute
Analyze the Audience
Analyze the Audience
Composethe MessageCompose
the Message
Three-Step Writing Three-Step Writing ProcessProcess
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 4
Analyzing the SituationAnalyzing the Situation
Define the Purpose Prepare the Work Plan
Why It Is Being PreparedWhy It Is Being Prepared
What It Will DeliverWhat It Will Deliver
What Must Be DoneWhat Must Be Done
When It Will Be DoneWhen It Will Be Done
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 5
Elements of the Work Elements of the Work PlanPlan
Problem orProblem orOpportunityOpportunityProblem orProblem orOpportunityOpportunity
Purpose andPurpose andScopeScope
Purpose andPurpose andScopeScope
Schedules andSchedules andRequirementsRequirementsSchedules andSchedules andRequirementsRequirements
Plans forPlans forFollowing UpFollowing Up
Plans forPlans forFollowing UpFollowing Up
WorkingWorkingOutlineOutline
WorkingWorkingOutlineOutline
Tasks to BeTasks to BeAccomplishedAccomplishedTasks to BeTasks to Be
AccomplishedAccomplishedFinal ProductsFinal Productsor Outcomesor Outcomes
Final ProductsFinal Productsor Outcomesor Outcomes
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 6
Gathering InformationGathering Information
PrioritiesPrioritiesPrioritiesPriorities
AudienceAudienceAudienceAudience
PurposePurposePurposePurpose
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 7
Selecting the Right Selecting the Right MediumMedium
DigitalDigitalFormatFormat
MediaMediaRequirementsRequirements
MediaMediaRequirementsRequirements
DocumentDocumentUsesUses
DocumentDocumentUsesUses
FeedbackFeedbackPreferencesPreferences
FeedbackFeedbackPreferencesPreferences
SubjectSubjectMatterMatter
SubjectSubjectMatterMatter
HardcopyHardcopyFormatFormat
Audience MembersAudience Members
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 8
Organizing the Organizing the InformationInformation
Direct ApproachDirect ApproachDirect ApproachDirect Approach Indirect ApproachIndirect ApproachIndirect ApproachIndirect Approach
Conclusions andConclusions andRecommendationsRecommendationsConclusions andConclusions and
RecommendationsRecommendations
Overall FindingsOverall FindingsOverall FindingsOverall Findings
Objective SupportObjective SupportObjective SupportObjective Support
Overall FindingsOverall FindingsOverall FindingsOverall Findings
Discussion and SupportDiscussion and SupportDiscussion and SupportDiscussion and Support
Conclusions andConclusions andRecommendationsRecommendationsConclusions andConclusions and
RecommendationsRecommendations
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 9
Supporting Your Supporting Your MessagesMessages
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 - 10
Plan Your Research Plan Your Research
Develop aDevelop aProblem StatementProblem Statement
Develop aDevelop aProblem StatementProblem Statement
GenerateGenerateResearch QuestionsResearch Questions
GenerateGenerateResearch QuestionsResearch Questions
IdentifyIdentifyInformation NeedsInformation Needs
IdentifyIdentifyInformation NeedsInformation Needs
Prioritize Prioritize Information NeedsInformation Needs
Prioritize Prioritize Information NeedsInformation Needs
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 11
Research Ethics and Research Ethics and EtiquetteEtiquette
DocumentDocumentSourcesSources
DocumentDocumentSourcesSources
ObserveObserveProperty RightsProperty Rights
ObserveObserveProperty RightsProperty Rights
RespectRespectParticipantsParticipants
RespectRespectParticipantsParticipants
Don’t SkewDon’t SkewResultsResults
Don’t SkewDon’t SkewResultsResults
RespectRespectPrivacy RightsPrivacy Rights
RespectRespectPrivacy RightsPrivacy Rights
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 12
Data and InformationData and Information
Primary Primary ResearchResearchPrimary Primary ResearchResearch
Secondary Secondary ResearchResearch
Secondary Secondary ResearchResearch
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 13
Evaluating SourcesEvaluating Sources
Purpose ofPurpose ofthe Materialthe MaterialPurpose ofPurpose ofthe Materialthe Material
Honesty andHonesty andReliabilityReliability
Honesty andHonesty andReliabilityReliability
PotentialPotentialBiasBias
PotentialPotentialBiasBias CompletenessCompletenessCompletenessCompleteness
IndependentIndependentVerificationVerification
IndependentIndependentVerificationVerification
InformationInformationSourcesSources
InformationInformationSourcesSources
Author’sAuthor’sCredibilityCredibilityAuthor’sAuthor’s
CredibilityCredibility TimelinessTimelinessTimelinessTimeliness
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 14
Secondary ResearchSecondary Research
Inside the Company Outside the Company
Reports and MemosReports and Memos
Other DocumentsOther Documents
Print ResourcesPrint Resources
Online ResourcesOnline Resources
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 15
Finding Information Finding Information at the Libraryat the Library
BusinessBusinessBooksBooks
BusinessBusinessBooksBooks
ElectronicElectronicDatabasesDatabasesElectronicElectronicDatabasesDatabases NewspapersNewspapersNewspapersNewspapers PeriodicalsPeriodicalsPeriodicalsPeriodicals
DirectoriesDirectoriesDirectoriesDirectories AlmanacsAlmanacsAlmanacsAlmanacs StatisticalStatisticalResourcesResourcesStatisticalStatisticalResourcesResources
GovernmentGovernmentPublicationsPublications
GovernmentGovernmentPublicationsPublications
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 16
Internet Search Internet Search ToolsTools
Search EnginesSearch EnginesSearch EnginesSearch Engines
WebWebDirectoriesDirectories
WebWebDirectoriesDirectories
Meta-SearchMeta-SearchEnginesEngines
Meta-SearchMeta-SearchEnginesEngines
OnlineOnlineDatabasesDatabases
OnlineOnlineDatabasesDatabases
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 17
Search Search TechniquesTechniques
Keyword SearchesKeyword Searches
Boolean OperatorsBoolean Operators
Natural LanguageNatural Language
Forms-Based SearchesForms-Based Searches
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 18
Fine-Tune Search Fine-Tune Search MethodsMethods
Read InstructionsRead Instructions Observe DetailsObserve Details Review OptionsReview Options
Vary Search TermsVary Search Terms Adjust ScopeAdjust Scope Use Search AgentsUse Search Agents
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 19
Documenting Documenting SourcesSources
DirectQuotes
ParaphrasedMaterial
CommonKnowledge
CopyrightLaw
SpecializedKnowledge
Fair UseDoctrine
Credit Your SourcesCredit Your SourcesCredit Your SourcesCredit Your Sources
Help Your ReadersHelp Your ReadersHelp Your ReadersHelp Your Readers
Build Your CredibilityBuild Your CredibilityBuild Your CredibilityBuild Your Credibility
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 20
Primary InformationPrimary Information
DocumentsDocumentsDocumentsDocuments
ExperimentsExperimentsExperimentsExperiments
ObservationsObservationsObservationsObservations
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 21
Self-ContainedSelf-ContainedQuestionsQuestions
Self-ContainedSelf-ContainedQuestionsQuestions
UnambiguousUnambiguousQuestionsQuestions
UnambiguousUnambiguousQuestionsQuestions
No LeadingNo LeadingQuestionsQuestions
No LeadingNo LeadingQuestionsQuestions
Easy-to-AnalyzeEasy-to-AnalyzeQuestionsQuestions
Easy-to-AnalyzeEasy-to-AnalyzeQuestionsQuestions
ShortShortQuestionnairesQuestionnaires
ShortShortQuestionnairesQuestionnaires
Easy-to AnswerEasy-to AnswerQuestionsQuestions
Easy-to AnswerEasy-to AnswerQuestionsQuestions
ClearClearInstructionsInstructions
ClearClearInstructionsInstructions
Develop Effective Develop Effective SurveysSurveys
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 22
Effective Internet Effective Internet SurveysSurveys
Save TimeSave Time
Minimize CostMinimize Cost
Boost ResponseBoost Response
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 23
Conducting InterviewsConducting Interviews
Types of QuestionsTypes of Questions
Sequence of QuestionsSequence of Questions
Culture and LanguageCulture and Language
DemographicsDemographics
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 24
Using Research Using Research ResultsResults
Quoting
Paraphrasing
Summarizing
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 25
Applying the FindingsApplying the Findings
Drawing Good Drawing Good ConclusionsConclusions
Making FeasibleMaking FeasibleRecommendationsRecommendations
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 26
Planning Planning Informational ReportsInformational Reports
Monitor andMonitor andControl OperationsControl Operations
Demonstrate Demonstrate ComplianceCompliance
Implement Policies Implement Policies and Proceduresand Procedures
Implement Policies Implement Policies and Proceduresand Procedures
Report ProgressReport ProgressReport ProgressReport Progress
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 27
Structuring Structuring Informational ReportsInformational Reports
ComparisonComparison ImportanceImportance SequenceSequence
ChronologyChronology SpatialOrientation
SpatialOrientation GeographyGeography CategoryCategory
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 28
Planning Analytical Planning Analytical ReportsReports
Assess OpportunitiesAssess Opportunities
Solve ProblemsSolve Problems
Support DecisionsSupport Decisions
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 29
Challenges of WritingChallenges of WritingAnalytical ReportsAnalytical Reports
Who Is Involved?Who Is Involved?
When Did It Start?When Did It Start?
What Must Be Determined?
What Must Be Determined?
Where Is the Trouble Located?
Where Is the Trouble Located?
Why is this issueImportant?
Why is this issueImportant?
How Did the Situation Start?How Did the
Situation Start?
Writing Quality Reasoning Quality Responsibility
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 30
Focus on Focus on RecommendationsRecommendations
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 - 31
Focus on Logical Focus on Logical ArgumentsArguments
2 + 2 = 4 Approach2 + 2 = 4 Approach
Scientific MethodScientific Method
Yardstick ApproachYardstick Approach
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 32
Planning ProposalsPlanning Proposals
Internal RequestsInternal Requests External RequestsExternal Requests
GeneralGeneralProjectsProjects
GeneralGeneralProjectsProjects
FundingFundingFundingFunding
ManagementManagementSupportSupport
ManagementManagementSupportSupport SalesSalesSalesSales
InvestmentsInvestmentsInvestmentsInvestments
GrantsGrantsGrantsGrants
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 10 - 33
Structuring ProposalsStructuring Proposals
Solicited Unsolicited
Type of ApproachType of Approach IndirectIndirectDirectDirect
Type of AudienceType of Audience UninterestedUninterestedInterestedInterested
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