organizing and preparing reports and proposalsstaff...avoid common errors in heading format...
TRANSCRIPT
Organizing and Preparing Reports and Proposals
Business Communication, 15eLehman and DuFrene
Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Chapter 11Lecture Slides
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
The Formal-InformalReport Continuum
Parts of a Formal Report
ContinuedChapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Parts of a Formal Report (cont.)
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
An Executive Summary Should . . .
• Assist the reader in _____________ a long, complex report
• Briefly introduce the ______ and preview and summarize the major ________
• Summarize the report summary, ___________, and recommendations
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
OutlineI. Introduction
A. ProblemB. Method Used
II. Product ComparisonA. Motorola Is Least
ExpensiveB. Service/Warranties Favor
PalmC. Expandability Is Best on
PalmD. Availability of Applications
Is EqualIII. Conclusion: Palm Is the Best
Buy
OutlineOutlineI.I. IntroductionIntroduction
A.A. ProblemProblemB.B. Method UsedMethod Used
II.II. Product ComparisonProduct ComparisonA.A. Motorola Is Least Motorola Is Least
ExpensiveExpensiveB.B. Service/Warranties Favor Service/Warranties Favor
PalmPalmC.C. Expandability Is Best on Expandability Is Best on
PalmPalmD.D. Availability of Applications Availability of Applications
Is EqualIs EqualIII.III. Conclusion: Palm Is the Best Conclusion: Palm Is the Best
BuyBuy
ProblemsMethodFindingsConclusions
Developing a Report Outline
ProblemsMethodFindingsConclusions
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
What relationship does a report outline have to the final report document?
1. The outline guides in organizing report only.
2. The outline should form the basis for table of contents.
3. What is an outline?4. None of these.
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Organizing an Analytical Report by Criteria
• Emphasizes reasons that led to decision
• Makes comparison easy• Uses headings with
obvious relationship to problem
• Uses original headings
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Talking Heads Aid Reader Understanding
Talking heads should . . .
• Talk about content rather than only listing topics
• Aid a reader in determining if all sections must be read
• Provide easy transition from outline to contents page
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Using Headings Effectively
• If sections are divided, use at least two subdivisions
• Treat all headings at the same level consistently
– Placement on page and appearance
– Grammatical construction
• Do not place two headings together without intervening text
Avoid Common Errors in Heading Format
Delivering a Dynamic Speechxxxx xxxxxxx xxxxxxx x xxxx
xxxxxxxxxs.
Planning the Speechxxxx xxxxxxx xxxxxxx x xxxx
xxx xxxxx xxxx.
Organizing the Content
Captivating introduction. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx.
Convincing body. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx.xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx.
Delivering a Dynamic Speechxxxx xxxxxxx xxxxxxx x xxxx
xxxxxxxxxs.
Planning the Speechxxxx xxxxxxx xxxxxxx x xxxx
xxx xxxxx xxxx.
Organizing the Content
Captivating introduction. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx.
Convincing body. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx.xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx.
Need intervening text to separate two headings
Must format second-level heads consistently
Must format first-level heads consistently
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Choosing an Effective Writing Style
• Avoid ___________ pronouns• Use ______ voice and __________
tense• Avoid ___________ headings
without intervening text• Use _________ sentences to link
sections• Use a variety of __________
techniques
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Improving Transitionsin Reports
• Use tables and numbered lists
• Define terms carefully
• Use a variety of transitions to keep reader interest
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Enhancing Credibility for Report Writing
• Avoid ___________terms
• Identify ____________
• Label _________
• Use ______________
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Creating a Conducive Writing Environment
• Plan early—allow plenty of time to finish
• Work at a steady pace in nondistracting writing environment
• Start with easy section; skip difficult sections and write them later
• Write rapidly and allow time to edit and rewrite your first draft
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Writing Techniques for Short Reports
• A ________ writing style with first- or second-person
• Contractions for _______ style• Graphics to _________ text• Heads and subheads to ________
text
Short reports can use . . .
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Structure of a Proposal
• Problem or purpose• Scope• Method and procedure• Materials and equipment• Qualifications• Follow-up and evaluation• Budget and costs• Summary• Addenda
Chapter 11 Business Communication, 15th edition by Lehman and DuFrene ©Copyright 2008 by Thomson/South-Western
Process for Preparing Proposals
• Start with an easy-to-prepare section after determining parts to include
• Complete all sections and arrange in appropriate order
• Check transitions between sections
• Proofread, edit, and check figures thoroughly