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© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 1

Planning Reports Planning Reports and Proposalsand Proposals


Workplace WritingWorkplace Writing

• Informational reports

• Analytical reports

• Proposals


Three-Step Writing Three-Step Writing ProcessProcess

• Planning

• Writing

• Completing


Analyzing the SituationAnalyzing the Situation

• Define the purpose

• Prepare the work plan


Defining the PurposeDefining the Purpose

• Inform

• Persuade

• Recommend

• Confirm

• Analyze

• Summarize


Preparing the Work PlanPreparing 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


Gathering InformationGathering Information

• Purpose

• Audience

• Priorities


Selecting the MediumSelecting the Medium

• Hardcopy

• Digital format

• Multimedia


Organizing the Organizing the InformationInformation

• Direct approach• State conclusions and recommendations• Introduce findings• Include support

• Indirect approach• Introduce findings• Discuss support• State conclusions and recommendations


Using Outline HeadingsUsing Outline Headings

I. Industry Characteristics

A. Annual sales

B. Profitability

C. Growth rate

1. Sales

2. Profit

I. Flour milling is a mature industry.

A. Market is large

B. Profit margins are narrow

C. Growth is modest.

1. Sales growth less than 3%

2. Profit growth is flat.

Descriptive(Topical) Outline

Informative(Talking) Outline


Informational ReportsInformational Reports

• Monitor and control operations

• Implement policies and procedures

• Document compliance

• Record overall progress


Organizing Organizing

Informational ReportsInformational Reports• Comparison

• Performance

• Sequence or time

• Category

• Geography

• Spatial orientation


Planning Analytical Planning Analytical ReportsReports

• Assess opportunities

• Solve problems

• Support decisions


Challenges of Writing Challenges of Writing

Analytical ReportsAnalytical Reports• Quality of reasoning

• Clarity of writing

• Persuasive elements


Defining the ProblemDefining 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?


Organizing Organizing Analytical ReportsAnalytical Reports

• Logical arguments

• Feasible recommendations

• Bottom-line conclusions


Focus on ConclusionsFocus on Conclusions

• Advantages– Ease of use– Bottom-line driven

• Disadvantages– Possible resistance– Oversimplification


Focus on Focus on RecommendationsRecommendations

• Establish the need for action

• Introduce benefits

• List the steps

• Explain each step

• Summarize


Focus on Logical Focus on Logical ArgumentsArguments

• 2 + 2 = 4 approach

• Scientific method

• Yardstick approach


Planning ProposalsPlanning Proposals

• Internal

– Funding

– Management support

– General projects

• External

– Investments

– Grants

– Sales


Structuring ProposalsStructuring Proposals

• Solicited

– Direct approach

– Interested audience

• Unsolicited

– Indirect approach

– Uninterested audience

Technology

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