Planning Reports and Proposals

TMT, BUS 251

Chapter 13 - 1

Effective Reports and Proposals

Content and Layout Frequency

Informational Reports

Proposals

Analytical Reports

Audience

Length and Complexity

TMT, BUS 251 Chapter 13 - 2

The Three-Step Process

Planning
Analyze Situation

Writing
Adapt to the Audience
Compose the Message

Completing
Revise

Gather Information
Select Medium

Produce
Proofread Distribute
Chapter 13 - 3

Get Organized
TMT, BUS 251

Creating Business Plans

Summary Mission and Objectives Company and Industry

Products or Services

Market and Competition

Management

Marketing Strategy

TMT, BUS 251

Chapter 13 - 4

Creating Business Plans

Design and Development Operations Plan Overall Schedule

Risks and Problems

Financial Projections

Financial Requirements

Exit Strategy

TMT, BUS 251

Chapter 13 - 5

Challenges of Analytical Reports

Investigation Persuasion
Responsibility
TMT, BUS 251 Chapter 13 - 6

Methods of Organization
Skeptical Audience Attitude Receptive

Focus on Conclusions Focus on Recommendations Focus on Logical Arguments

Indirect
TMT, BUS 251

Preferred Strategy

Direct
Chapter 13 - 7

Focus on Conclusions
Advantages Disadvantages

Easy to Use

Possible Resistance

Bottom-Line Driven
TMT, BUS 251

Oversimplification
Chapter 13 - 8

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 - 9

Focus on Logical Arguments

Indirect Approach

Skeptical Readers

2+2=4 Approach

Yardstick Approach

Hostile Readers

Rational Approach
TMT, BUS 251 Chapter 13 - 10

Writing Reports and Proposals

TMT, BUS 251

Chapter 14 - 11

Components of Reports
Type of Report

Prefatory Parts

Type of Company

Text of the Report

Needs of Audience Length of Report

Supplementary Parts

TMT, BUS 251

Chapter 15 - 12

The Prefatory Parts

Cover Title Fly Title Page

Authorization or Acceptance

Transmittal Document

Table of Contents

List of Illustrations

Synopsis or Abstract

Executive Summary

TMT, BUS 251

Chapter 15 - 13

Text of the Report

Introduction
Report Context Subject/Purpose Main Ideas Overall Tone
TMT, BUS 251

Body
Presentation Analysis Interpretation Support

Conclusion
Main Points Benefits Structure Action Items
Chapter 14 - 14

Report Introduction
Authorization
Scope of Coverage Sources and Methods Limitations
TMT, BUS 251

Opportunity or Purpose
Background Terms and Definitions Report Organization
Chapter 14 - 15

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 - 16

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 - 17

The Report Closing

Summary Conclusions

Recommendations
Action Plans
TMT, BUS 251 Chapter 14 - 18

Supplementary Parts
Appendixes Bibliography Index
TMT, BUS 251 Chapter 15 - 19

Strategies for Success While Writing Proposals

Demonstrate Your Knowledge Provide Concrete Examples

Research the Competition

Offer a Workable Proposal

Relate to Your Audiences Needs

TMT, BUS 251

Present an Attractive Package

Chapter 14 - 20

Guiding the Readers

Headings and Links
Readability

Transitional Devices
Words

Previews and Reviews

Introductions

Frameworks

Sentences

Summaries

Relationships
TMT, BUS 251

Paragraphs

Overviews
Chapter 14 - 21