planning reports and proposals
DESCRIPTION
Planning Reports and Proposals. Workplace Writing. Informational reports Analytical reports Proposals. Three-Step Writing Process. Planning Writing Completing . Analyzing the Situation. Define the purpose Prepare the work plan. Defining the Purpose. Inform Persuade Recommend - PowerPoint PPT PresentationTRANSCRIPT
![Page 1: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/1.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 1
Planning Reports Planning Reports and Proposalsand Proposals
![Page 2: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/2.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 2
Workplace WritingWorkplace Writing
• Informational reports• Analytical reports• Proposals
![Page 3: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/3.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 3
Three-Step Writing Three-Step Writing ProcessProcess
• Planning• Writing• Completing
![Page 4: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/4.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 4
Analyzing the SituationAnalyzing the Situation
• Define the purpose• Prepare the work plan
![Page 5: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/5.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 5
Defining the PurposeDefining the Purpose
• Inform• Persuade• Recommend• Confirm• Analyze• Summarize
![Page 6: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/6.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 6
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
![Page 7: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/7.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 7
Gathering InformationGathering Information
• Purpose• Audience• Priorities
![Page 8: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/8.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 8
Selecting the MediumSelecting the Medium
• Hardcopy• Digital format• Multimedia
![Page 9: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/9.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 9
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
![Page 10: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/10.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 10
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
![Page 11: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/11.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 11
Informational ReportsInformational Reports
• Monitor and control operations• Implement policies and procedures• Document compliance• Record overall progress
![Page 12: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/12.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 12
Organizing Organizing Informational ReportsInformational Reports
• Comparison• Performance• Sequence or time• Category• Geography• Spatial orientation
![Page 13: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/13.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 13
Planning Analytical Planning Analytical ReportsReports
• Assess opportunities• Solve problems• Support decisions
![Page 14: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/14.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 14
Challenges of Writing Challenges of Writing Analytical ReportsAnalytical Reports
• Quality of reasoning• Clarity of writing• Persuasive elements
![Page 15: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/15.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 15
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?
![Page 16: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/16.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 16
Organizing Organizing Analytical ReportsAnalytical Reports
• Logical arguments• Feasible recommendations• Bottom-line conclusions
![Page 17: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/17.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 17
Focus on ConclusionsFocus on Conclusions
• Advantages– Ease of use– Bottom-line driven
• Disadvantages– Possible resistance– Oversimplification
![Page 18: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/18.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 18
Focus on Focus on RecommendationsRecommendations
• Establish the need for action• Introduce benefits• List the steps• Explain each step• Summarize
![Page 19: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/19.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 19
Focus on Logical Focus on Logical ArgumentsArguments
• 2 + 2 = 4 approach• Scientific method• Yardstick approach
![Page 20: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/20.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 20
Planning ProposalsPlanning Proposals• Internal
– Funding – Management support– General projects
• External– Investments– Grants– Sales
![Page 21: Planning Reports and Proposals](https://reader033.vdocuments.mx/reader033/viewer/2022061423/56815d3c550346895dcb41b6/html5/thumbnails/21.jpg)
© Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 21
Structuring ProposalsStructuring Proposals
• Solicited– Direct approach– Interested audience
• Unsolicited– Indirect approach– Uninterested audience