© 2005 Pearson Education Canada Business Communication EssentialsChapter 10 - 1 Understanding and...
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© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 1
Understanding and Understanding and Planning Business Planning Business
Reports and Reports and ProposalsProposals
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 2
From The Real WorldFrom The Real World
Written reports are essential for
evaluating business opportunities.
Without the facts, boards can’t act.
Gerry Roy, Chief Corporate Officer and Legal
Counsel
Inualiut Regional Corporation
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 3
Reports and ProposalsReports and Proposals
Monitor Monitor and Controland ControlOperationsOperations
ImplementImplementPolicies andPolicies andProceduresProcedures
DocumentDocumentResultsResults
Comply withComply withGovernmentGovernmentRegulationsRegulations
GuideGuideDecisionsDecisions
Gain the Gain the AcceptanceAcceptance
of Othersof Others
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 4
Informational Informational ReportsReports
• Monitor and control operations
• Implement policies and procedures
• Comply with government regulations
• Document progress on projects
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 5
Problem-SolvingReports
Business Proposals
Analytical ReportsAnalytical Reports
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 6
Solving ProblemsSolving Problems
Trouble Shooting Reports
Feasibility Reports
Justification Reports
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 7
Writing ProposalsWriting Proposals
UnsolicitedUnsolicitedSolicitedSolicited
InternalInternal ExternalExternal
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 8
Three-Step Writing Three-Step Writing ProcessProcess
PlanningPlanning CompletingCompletingWritingWriting
Analyze the SituationAnalyze the Situation
Investigate the TopicInvestigate the Topic
Adapt to AudienceAdapt to Audience
Organize the Message Organize the Message
Compose the MessageCompose the Message
Revise the MessageRevise the Message
Produce the MessageProduce the Message
Proofread the MessageProofread the Message
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 9
Planning ReportsPlanning Reports
InvestigationInvestigationInvestigationInvestigation
AdaptationAdaptationAdaptationAdaptation
AnalysisAnalysisAnalysisAnalysis
AudienceAudience PurposePurpose
ChannelChannel
MediumMedium
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 10
Analyzing the Analyzing the SituationSituation
InformationalInformationalReportsReports
InformationalInformationalReportsReports
AnalyticalAnalyticalReportsReports
AnalyticalAnalyticalReportsReports
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 11
Defining the Defining the ProblemProblem
How?How?How?How?When?When?When?When? Why?Why?Why?Why?
Where?Where?Where?Where?Who?Who?Who?Who? What?What?What?What?
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 12
AnalyticalAnalyticalAnalyticalAnalytical
Writing a Writing a Purpose StatementPurpose Statement
InformationalInformationalInformationalInformational
SummarizeSummarize
ExplainExplain
SubmitSubmit
AnalyzeAnalyze
EvaluateEvaluate
RecommendRecommend
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 13
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
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 14
Drafting a Drafting a Preliminary OutlinePreliminary Outline
Descriptive (Topical) Informative (Talking)
I. Industry Characteristics
A. Annual Sales
B. Profitability
C. Growth Rate
1. Sales
2. Profit
I. What is the nature of the industry?
A. What are the annual sales?
B. Is the industry profitable?
C. What is the growth pattern?
1. Sales growth?
2. Profit growth?
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 15
Finding InformationFinding Informationin the Libraryin the Library
GovernmentGovernmentPublicationsPublications
PeriodicalsPeriodicalsNewspapersNewspapers
StatisticalStatisticalResourceResourceDirectoriesDirectories
BusinessBusinessBooksBooks
ElectronicElectronicDatabasesDatabases
AlmanacsAlmanacs
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 16
Business Information Business Information on the Interneton the Internet
InternetInternetPublic LibraryPublic Library
Company Company WebsitesWebsites
News News Release SitesRelease Sites
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 17
Searching DatabasesSearching Databases
Use Multiple Search EnginesUse Multiple Search Engines
Replace Concepts With Key WordsReplace Concepts With Key Words
Use Variations of Search TermsUse Variations of Search Terms
Specify Phrases and Key WordsSpecify Phrases and Key Words
Refine Searches As NeededRefine Searches As Needed
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 18
Sources ofSources ofPrimary InformationPrimary Information
Documents
Observations
Experiments
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 19
Effective SurveysEffective Surveys
Provide Clear Provide Clear InstructionsInstructions
Use Short Use Short QuestionnairesQuestionnaires
Seek Easy-to-AnalyzeSeek Easy-to-AnalyzeAnswersAnswers
Avoid Leading Avoid Leading QuestionsQuestions
Pretest Pretest QuestionnairesQuestionnaires
Ask One ThingAsk One ThingAt a TimeAt a Time
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 20
Effective InterviewsEffective Interviews
Plan thePlan theInterviewInterview
PreparePrepareQuestionsQuestions
PrioritizePrioritizeQuestionsQuestions
Don’t Ask TooDon’t Ask TooMany QuestionsMany Questions
Edit theEdit theQuestionsQuestions
Process Process InformationInformation
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 21
DocumentingDocumentingSourcesSources
GeneralGeneralKnowledgeKnowledge
CopyrightedCopyrightedMaterialMaterial
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 22
Interpret Your FindingsInterpret Your Findings
Assumptions
Judgment
Valu
es FactsConclusionsConclusions RecommendationsRecommendations
© 2005 Pearson Education Canada
Business Communication Essentials Chapter 10 - 23
Real World Real World ApplicationsApplicationsReal World Real World
ApplicationsApplications
After an exhaustive study of an important problem, you have reached a conclusion that you believe your company's management will reject. What will you do?
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