TMT, BUS 251 Chapter 13 - 1

CHAPTER 13
Planning Reports
and Proposals
TMT, BUS 251 Chapter 13 - 2
Effective Reports and
Proposals
Content and Layout
Length and Complexity
F
r
e
q
u
e
n
c
y

A
u
d
i
e
n
c
e

Informational
Reports
Proposals
Analytical
Reports
TMT, BUS 251 Chapter 13 - 3
The Three-Step Process
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce
Proofread
Distribute
Adapt to
the Audience
Compose
the Message
Planning Completing Writing
TMT, BUS 251 Chapter 13 - 4
Products or
Services
Market and
Competition
Management
Marketing
Strategy
Summary
Mission and
Objectives
Company and
Industry
Creating Business Plans
TMT, BUS 251 Chapter 13 - 5
Risks and
Problems
Financial
Projections
Financial
Requirements
Exit Strategy
Design and
Development
Operations
Plan
Overall
Schedule
Creating Business Plans
TMT, BUS 251 Chapter 13 - 6
Challenges of Analytical
Reports
Persuasion
Responsibility
Investigation
TMT, BUS 251 Chapter 13 - 7
Methods of Organization
Focus on Conclusions
Focus on Recommendations
Focus on Logical Arguments
Indirect Direct
Audience Attitude Receptive Skeptical
Preferred Strategy
TMT, BUS 251 Chapter 13 - 8
Focus on Conclusions
Advantages Disadvantages
Easy to Use
Bottom-Line Driven
Possible Resistance
Oversimplification
TMT, BUS 251 Chapter 13 - 9
Focus on Recommendations
1. Establish the need for action
2. Introduce the overall benefits
3. List the required steps
4. Explain each step more fully
5. Summarize the recommendations
TMT, BUS 251 Chapter 13 - 10
Focus on Logical Arguments
Hostile
Readers
Skeptical
Readers
Indirect Approach
Rational Approach
2 + 2 = 4
Approach
Yardstick
Approach
TMT, BUS 251 Chapter 14 - 11
Writing
Reports and Proposals
TMT, BUS 251 Chapter 15 - 12
Components of Reports
Length of
Report
Type of
Company
Prefatory Parts
Text of the Report
Supplementary Parts
Needs of
Audience
Type of
Report
TMT, BUS 251 Chapter 15 - 13
Cover
List of
Illustrations
Authorization
or Acceptance
Title Page
Executive
Summary
Table of
Contents
Title Fly
Synopsis or
Abstract
Transmittal
Document
The Prefatory Parts
TMT, BUS 251 Chapter 14 - 14
Text of the Report
Introduction Body Conclusion
Report Context
Subject/Purpose
Main Ideas
Overall Tone
Presentation
Analysis
Interpretation
Support
Main Points
Benefits
Structure
Action Items
TMT, BUS 251 Chapter 14 - 15
Report Introduction
Authorization
Scope of Coverage
Sources and Methods
Limitations
Opportunity or Purpose
Background
Terms and Definitions
Report Organization
TMT, BUS 251 Chapter 14 - 16
The Report Body
Explanations of problem or opportunity
Facts, statistics, and trends
Results of studies or investigations
Discussion and analysis of potential actions
Advantages, disadvantages, costs, and benefits
TMT, BUS 251 Chapter 14 - 17
The Report Body
Procedures or steps in a process
Methods and approaches
Criteria for evaluating options
Conclusions and recommendations
Support for conclusions and recommendations
TMT, BUS 251 Chapter 14 - 18
The Report Closing
Summary
Conclusions
Recommendations
Action Plans
TMT, BUS 251 Chapter 15 - 19
Supplementary Parts
Appendixes
Bibliography
Index
TMT, BUS 251 Chapter 14 - 20
Demonstrate
Your Knowledge
Research
the Competition
Relate to Your
Audiences Needs
Provide
Concrete Examples
Offer a
Workable Proposal
Present an
Attractive Package
Strategies for Success
While Writing Proposals
TMT, BUS 251 Chapter 14 - 21
Guiding the Readers
Previews
and Reviews
Transitional
Devices
Headings
and Links
Readability
Frameworks
Relationships
Words
Sentences
Paragraphs
Introductions
Summaries
Overviews