Writing reports and proposals (business etiquette ppt)

Presentation of writing reports and proposals

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 © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 -1
WritingWriting
Reports and ProposalsReports and Proposals

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 © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 -2
Planning Writing Completing
  Analyze Situation
 Gather Information
 Select Medium
 Get Organized
Revise
Produce
Proofread
Distribute
  Adapt to
the Audience
 
Compose
the Message
Th
ree
Th
ree--Step Writing ProcessStep Writing Process

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 © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 -3
 Audience Adaptation Audience Adaptation
Learn Their Needs
Build Relationships
Control Style and Tone

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 © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 -4
Reports and ProposalsReports and Proposals
 The IntroductionThe Introduction
 Closing SectionClosing Section
 Body SectionsBody Sections

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 © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 -5
The IntroductionThe Introduction
 Report ContextReport Context
 Main IdeasMain Ideas
 
SubjectSubject
or Purposeor Purpose
 Overall ToneOverall Tone

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 © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 -6
The Body SectionsThe Body Sections
Present
 Analyze
Interpret
Support

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 © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 -7
The Closing SectionThe Closing Section
Emphasize Main PointsEmphasize Main Points
Summarize BenefitsSummarize Benefits
Reinforce StructureReinforce Structure
 

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 © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 -8
Drafting Report ContentDrafting Report Content
Balanced
Clear and
Logical
Documented
Properly
  Accurate Complete
 

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 © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 -9
Report IntroductionReport Introduction
 Authorization Authorization
ScopeScope
Sources and MethodsSources and Methods
LimitationsLimitations
Problem/PurposeProblem/Purpose
BackgroundBackground
Terms and DefinitionsTerms and Definitions
Report OrganizationReport Organization
 

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 © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 -10
The Report BodyThe Report Body
Explanations of problem/opportunity
Facts, statistics, and trends
Results of studies or investigations
Discussion and analysis
Advantages, disadvantages, costs,
and benefits
 

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 © Prentice Hall, 2008 Business Communication Today, 9e Chapter 14 -11
The Report BodyThe Report Body
Procedures or steps in a process
Methods and approaches
Criteria for evaluating options
Conclusions and recommendations
Supporting reasons for conclusions
and recommendations
 

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 © Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 -12
The Report ClosingThe Report Closing
Recommendations
  ActionPlans
 Conclusions
Key-Item Summary
 

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 © Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 -13
ProposalProposal
D
rafting Proposal Content
D
rafting Proposal Content
IntroductionIntroduction
BodyBody
ClosingClosing
 Attention  Attention InterestInterest
DesireDesire Action Action
SolicitedSolicited
ProposalProposal
UnsolicitedUnsolicited
ProposalProposal
 

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 © Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 -14
 
DemonstrateDemonstrate
Your KnowledgeYour Knowledge
 
ResearchResearch
the Competitionthe Competition
  Adopt a Adopt a
³You´ Attitude³You´ Attitude
 
ProvideProvide
Concrete ExamplesConcrete Examples
 Offer aOffer a
WorkableProposalWorkableProposal
 Present anPresent an
 AttractivePackage AttractivePackage
Strategies for S
u
ccessStrategies for S
u
ccess
 

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 © Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 -15
Proposal IntroductionProposal Introduction
 Problem or Problem or 
OpportunityOpportunity
 Scope of Scope of 
DelimitationsDelimitations
ProposedProposed
SolutionSolution
OrganizationOrganization
 

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 © Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 -16
The Proposal BodyThe Proposal Body
QualificationsQualifications
ProposedProposed
ApproachApproach
 Detailed CostDetailed Cost
 Work PlanWork Plan
 

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 © Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 -17
The Proposal ClosingThe Proposal Closing
RestateRestate
QualificationsQualifications
 
SummarizeSummarize
Key PointsKey Points
ObtainObtain
CommitmentCommitment
 EmphasizeEmphasize
BenefitsBenefits
 

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 © Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 -18
D
rafting Online Content
D
rafting Online Content
Build trust with intended audiences
Adapt content for global audience
Compose web-friendly content
Use in a concise, skimmable format
Include effective links
    

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 © Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 -19
Words

Sentences
Paragraphs
Words

Sentences
Paragraphs
Readability

Frameworks
Relationships
Readability

Frameworks
Relationships
Introductions

Summaries
Overviews
Introductions

Summaries
Overviews
H
elp Readers Find
Th
eir Way
H
elp Readers Find
Th
eir Way
Previews
and Reviews
Transitional
Devices
Headings
and Links
 

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 © Prentice Hall, 2008
Business Communication Today, 9e Chapter 14 -20
Technology forTechnology for
Reports and ProposalsReports and Proposals
TemplatesTemplates
 Embedded FilesEmbedded Files
 ElectronicElectronic
DocumentsDocuments
 Linked FilesLinked Files
 Electronic FormsElectronic Forms
 MultimediaMultimedia
DocumentsDocuments