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    Planning Reports and Proposals

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    Preeti Singh

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    Attribution Non-Commercial (BY-NC)
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    Planning Reports and Proposals

    Uploaded by

    Preeti Singh
    10 views21 pages

    Original Title

    STUTODAY12

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    © Attribution Non-Commercial (BY-NC)

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    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    10 views21 pages

    Planning Reports and Proposals

    Uploaded by

    Preeti Singh

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    of 21

    Planning Reports

    and Proposals

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


    Workplace Writing

    • Informational reports
    • Analytical reports
    • Proposals

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 2


    Three-Step Writing Process

    • Planning
    • Writing
    • Completing

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 3


    Analyzing the Situation

    • Define the purpose


    • Prepare the work plan

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 4


    Defining the Purpose

    • Inform
    • Persuade
    • Recommend
    • Confirm
    • Analyze
    • Summarize

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 5


    Preparing 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

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 6


    Gathering Information

    • Purpose
    • Audience
    • Priorities

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 7


    Selecting the Medium

    • Hardcopy
    • Digital format
    • Multimedia

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


    Organizing the Information

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

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 9


    Using Outline Headings
    Descriptive Informative
    (Topical) Outline (Talking) Outline

    I. Industry Characteristics I. Flour milling is a mature industry.


    A. Annual sales A. Market is large
    B. Profitability B. Profit margins are narrow
    C. Growth rate C. Growth is modest.
    1. Sales 1. Sales growth less than 3%
    2. Profit 2. Profit growth is flat.

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 10


    Informational Reports

    • Monitor and control operations


    • Implement policies and procedures
    • Document compliance
    • Record overall progress

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 11


    Organizing
    Informational Reports
    • Comparison
    • Performance
    • Sequence or time
    • Category
    • Geography
    • Spatial orientation
    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 12
    Planning Analytical Reports

    • Assess opportunities
    • Solve problems
    • Support decisions

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 13


    Challenges of Writing
    Analytical Reports
    • Quality of reasoning
    • Clarity of writing
    • Persuasive elements

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 14


    Defining 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?

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 15


    Organizing
    Analytical Reports
    • Logical arguments
    • Feasible recommendations
    • Bottom-line conclusions

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 16


    Focus on Conclusions

    • Advantages
    – Ease of use
    – Bottom-line driven
    • Disadvantages
    – Possible resistance
    – Oversimplification

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 17


    Focus on Recommendations

    • Establish the need for action


    • Introduce benefits
    • List the steps
    • Explain each step
    • Summarize

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 18


    Focus on Logical Arguments

    • 2 + 2 = 4 approach
    • Scientific method
    • Yardstick approach

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 19


    Planning Proposals
    • Internal
    – Funding
    – Management support
    – General projects
    • External
    – Investments
    – Grants
    – Sales

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 20


    Structuring Proposals

    • Solicited
    – Direct approach
    – Interested audience
    • Unsolicited
    – Indirect approach
    – Uninterested audience

    © Prentice Hall, 2005 Business Communication Today 8e Chapter 12 - 21

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