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Excellence in business communication 12e by vthill and brovee chapter 12

Copyright © 2017 Pearson Education, Inc.


Excellence in
in
Excellence
Business Communication
Communication
Business
Chapter 12
Writing Reports and Proposals

Copyright © 2017 Pearson Education, Inc.


Learning Objectives

1.

(1 of 2)


Explain how to adapt to your audiences when writing reports
and proposals, and describe the choices involved in drafting
report and proposal content.

2.

Identify five characteristics of effective writing in online
reports, and explain how to adapt your writing approach for
wikis.

Copyright © 2017 Pearson Education, Inc.

Chapter 12 - 3


Learning Objectives

3.

(2 of 2)

Discuss six principles of graphic design, and identify the
most common types of visuals used to present data,
information, concepts, and ideas.

4.

Explain how to integrate visuals with text effectively and
how to verify the quality of your visuals.

Copyright © 2017 Pearson Education, Inc.

Chapter 12 - 4


Drafting Reports
Reports and
and Proposals
Proposals
Drafting


(LO 1) Explain how to adapt to your audiences when writing
reports and proposals, and describe the choices involved in
drafting report and proposal content.

Copyright © 2017 Pearson Education, Inc.

Chapter 12 - 5


Adapting to Your Audience

•Formal Situations

Using the
“You” Attitude

•Informal Situations

•Cross-Cultural Situations
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Chapter 12 - 6


Drafting Report Content

Three
Three Main
Main Sections
Sections

The Introduction

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The Body
The Body

The Close

Chapter 12 - 7


Introduction to a Report

(1 of 2)

Authorization for Report
Establish Context
**********

Problem/Purpose of Report

Identify Subject
**********

Scope of Report

Preview Main Ideas

Background of Report
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Chapter 12 - 8


Introduction to a Report

(2 of 2)

Sources/Methods of Research
Establish Context
**********

Key Terms and Definitions

Identify Subject
**********

Limitations of Report

Preview Main Ideas

Organization of Report
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Chapter 12 - 9


The Body of a Report

(1 of 3)

• Explain the Problem or Project
• Facts, Evidence, and Trends
• Analysis of Potential Action
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Chapter 12 - 10


The Body of a Report

(2 of 3)

• Analysis of Pros and Cons
• Procedures or Processes
• Methods and Approaches
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Chapter 12 - 11


The Body of a Report

(3 of 3)

• Criteria or Benchmarks
• Conclusions/Recommendations
• Support Statements
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Chapter 12 - 12


The Close of a Report

Summary, Recommendations, Action

When Using the Direct Approach

When Using the Indirect Approach

When Seeking to Motivate Action
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Chapter 12 - 13


Problem Solving Report

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(1 of 2)

Chapter 12 - 14


Problem Solving Report

Copyright © 2017 Pearson Education, Inc.

(2 of 2)

Chapter 12 - 15


Drafting Proposal Content



Use the AIDA plan.



Demonstrate your knowledge.



Provide examples and information.



Research your competition.



Show that your proposal is feasible.



Relate your proposal to reader needs.

Copyright © 2017 Pearson Education, Inc.

Chapter 12 - 16


Introduction to a Proposal

Problem or
Opportunity

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Background Information



Problem Statement



Proposed Solution



Scope of the Proposal



Proposal Organization

Chapter 12 - 17


The Body of a Proposal

Proposed Solution
and Anticipated
Results

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Facts and Evidence



Proposed Approach



Work Plan Schedule



Qualifications Statement



Proposed Costs

Chapter 12 - 18


The Close of a Proposal

Summary and
Bottom Line

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Review Your Argument



Review Reader Benefits



Review Your Approach



Restate Your Qualifications



Request a Decision

Chapter 12 - 19


Helping Your Readers
Find Information
►UsingHeadings
Headingsand
andSubheadings
Subheadings
►Using

►EmployingTransitional
TransitionalDevices
Devices
►Employing

►ProvidingPreviews
Previewsand
andReviews
Reviews
►Providing
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Chapter 12 - 20


Using Productivity Tools

Templates
Templates

StyleSheets
Sheets
Style

Graphics
Graphics

Spreadsheets
Spreadsheets

Databases
Databases

Mediaand
andChannels
Channels
Media

Copyright © 2017 Pearson Education, Inc.

Chapter 12 - 21


Writing for
for Online
Online Reports
Reports
Writing
and Wikis
Wikis
and
(LO 2) Identify five characteristics of effective writing in online
reports, and explain how to adapt your writing approach for wikis.

Copyright © 2017 Pearson Education, Inc.

Chapter 12 - 22


Drafting Website Content

(1 of 2)

Build Trust with the Audience

Adapt to a Global Audience

Create Reader-Oriented Content

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Chapter 12 - 23


Drafting Website Content

(2 of 2)

Use a Concise, Skimmable Format

Include Effective, Relevant Links

Copyright © 2017 Pearson Education, Inc.

Chapter 12 - 24


Collaborating on Wikis







Rethinking your authorship expectations
Editing and improving the team’s work
Using templates and formatting options
Using editing and commenting features
Taking advantage of the “sandbox”

Copyright © 2017 Pearson Education, Inc.

Chapter 12 - 25


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