ch 10 instructor version

8/9/2019 Ch 10 Instructor Version

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2010 Thomson South-Western

Instructor Only Version

CHAPTER 10CHAPTER 10

Proposals andProposals and

Formal ReportsFormal Reports


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Chapter 10, Slide 3Mary llen !u""ey, Essentials of Business Communication, 8e

Understanding BusinessUnderstanding BusinessProposalsProposals

Definition

# proposal is a persuasi$e do%ument desi&ned to

moti$ate the reader to spend, ma'e, or sa$e

money(Kinds

)nternal * May ta'e the "orm o"

+usti"i%ationre%ommendation report

ternal * Soli%ited .respondin& to RFP/ orunsoli%ited .prospe%tin& "or usiness/ Formal * lon&, many parts )n"ormal * shorter, si main parts


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Chapter 10, Slide Mary llen !u""ey, Essentials of Business Communication, 8e

Informal

proposals

are usually

presented in ! to

"!page letters or

memos and #a$e

si% main parts&

Cli%' i%onto see model

)ntrodu%tion

a%'&round

Proposal

Sta""in&

ud&et

#uthoriationre4uest

Informal ProposalsInformal Proposals

Adobe Acrobat

Document


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)ntrodu%tion should pro$ide 6hoo'7 to %apture

reader8s interest(

a%'&round se%tion identi"ies prolems and

&oals o" pro+e%t( Proposal dis%usses plan and s%hedule "or

sol$in& eistin& prolem(

Sta""in& se%tion des%ries %redentials and

epertise o" pro+e%t leaders(

ud&et indi%ates pro+e%t %osts(

#uthoriation as's "or appro$al to pro%eed(

Informal ProposalsInformal Proposals


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Formal proposals in%lude all the asi% parts o"

in"ormal proposals ut may ha$e additional

parts(

Possile additional parts:; Copy o" RFP;


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Chapter 1, Slide =Mary llen !u""ey, Essentials of Business Communication, 8e

Chapter 10, Slide =Mary llen !u""ey, Essentials of Business Communication, 8e

Parts of 'ormal and

Informal Proposals

Budget

Aut#ori(ation

Appendi%

)enerally appear in *ot#formal and informal proposals+

,taffing

-ptional in informal proposals+

,.#edule

Ba./ground pro*lem purpose

Introdu.tion

ist of figures

Ta*le of .ontents

Title Page

A*stra.t or summary

etter of transmittal

Copy of R'P 2optional3


7/31Chapter 1, Slide >Mary llen !u""ey, Essentials of Business Communication, 8e Chapter 10, Slide >Mary llen !u""ey, Essentials of Business Communication, 8e

Resear%h

se%ondarydata

!enerateprimary

data

)llustratereport

data

?r&anie

report

data

@o%ument

data

Present

the "inalreport

'ormalReports


8/31Chapter 10, Slide AMary llen !u""ey, Essentials of Business Communication, 8e

Resear.#ing ,e.ondary DataResear.#ing ,e.ondary Data

Print Resour.es

oo's

Periodi%als

ilio&raphi%

indees su%h as

Readers Guide

Ele.troni. Data*ases

Colle%tions o" ma&aine,

neBspaper, +ournal

arti%les amples

; SC? usiness Sour%e

Premier

; Fa%ti$a

; #))n"orm

;


9/31Chapter 10, Slide 10Mary llen !u""ey, Essentials of Business Communication, 8e

Resear.#ing ,e.ondary DataResear.#ing ,e.ondary Data

T#e 4e* Produ%t data Mission statements

Sta"" dire%tories Press releases Company neBs #rti%le reprints

mployment in"ormation Fa%ts o" all 'inds lo&s .Belo&s/ "or %onsumer re$ieBs and

opinions


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4e* ,ear.# Tips4e* ,ear.# Tipsand Te.#ni5uesand Te.#ni5ues

Dse tBo or threesear%h tools(

EnoB your sear%h

tool( Dnderstand %ase

sensiti$ity in 'eyBordsear%hes(

Dse nouns as sear%hBords and as many asei&ht Bords in a 4uery(

Dse 4uotation mar's(

?mit arti%les andprepositions(

Proo"read your sear%hBords(

Sa$e the est(

Eeep tryin&(

Consider sear%hin&lo&s, Bi'is, andso%ial netBor's(


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)enerating Primary Data)enerating Primary Data

-*ser$ing e o+e%ti$e( uanti"y oser$ations(

E%perimenting @e$elop ri&orous resear%h desi&n(

Pay %are"ul attention to mat%hin&eperimental and %ontrol &roups(


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4#at to do.ument

#nother personGs ideas, opinions,eamples, or theory

#ny "a%ts, statisti%s, and &raphi%s that arenot %ommon 'noBled&e

uotations o" another personGs a%tual

spo'en or Britten Bords Paraphrases o" another personGs spo'en or

Britten Bords

Do.umenting DataDo.umenting Data


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-rgani(ing Report Data-rgani(ing Report Data


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Chapter 10, Slide 1=Mary llen !u""ey, Essentials of Business Communication, 8e

-rgani(ing Report Data-rgani(ing Report Data


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Chapter 10, Slide 1>Mary llen !u""ey, Essentials of Business Communication, 8e

e$els of Headings in Reportse$els of Headings in Reports

The main points used to outline a report o"ten

e%ome the main headin&s o" the Britten report(

; Ma+or headin&s are %entered and typed in old

"ont(; Se%ond-le$el headin&s start at the le"t mar&in(

; Third-le$el headin&s are indented and e%ome

part o" the para&raph

Cli%' the i%on to $ieB a do%ument Bith

headin&s(Adobe Acrobat

7.0 Document


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Chapter 10, Slide 1AMary llen !u""ey, Essentials of Business Communication, 8e

Illustrating Report DataIllustrating Report Data

Reasons to use $isual aids

To %lari"y data

To summarie important ideas

To emphasie "a%ts and pro$ide

"o%us To add $isual interest


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7at.#ing 8isual Aids7at.#ing 8isual Aids

4it# -*9e.ti$es4it# -*9e.ti$es

Ta*leTo shoB ea%t "i&ures and $alues


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00:

Bar C#art

To %ompare oneitem Bith others


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ine C#art

To demonstrate%han&es in4uantitati$e datao$er time


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Pie C#art

To $isualie a Bhole

unit and theproportions o" its%omponents


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'lo6 C#art

To display apro%ess or

pro%edure


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Chapter 10, Slide 2=Mary llen !u""ey, Essentials of Business Communication, 8e



P#otograp# 7ap Illustration

To a%hie$e authenti%ity, to spotli&ht a lo%ation,or to shoB an item in use(


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Chapter 10, Slide 2>Mary llen !u""ey, Essentials of Business Communication, 8e

Tips for Effe.ti$e UseTips for Effe.ti$e Useof 8isual Aidsof 8isual Aids

E$aluate t#e audien.e( Consider the reader, the%ontent, your s%hedule, and your ud&et(

Use restraint( @on8t o$erdo the %olor or desi&n(

Be a..urate and et#i.al( @oule-%he%' your&raphi%sH don8t distort the $isuals( Cite sour%es Bhen

usin& someone else8s "a%ts and data(

Introdu.e grap#s( Pla%e the &raphi% %lose toBhere it is mentioned( plain its si&ni"i%an%e(

C#oose an appropriate .aption or #eading(Dse "un%tional or tal'in& headin&s( .See Chapter A(/


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Chapter 10, Slide 2AMary llen !u""ey, Essentials of Business Communication, 8e

Parts of a 'ormal ReportParts of a 'ormal Report

Prefatory Parts

Title pa&e


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Parts of a 'ormal ReportParts of a 'ormal Report

Body of Report

)ntrodu%tion or a%'&round

@is%ussion o" "indin&s

Summary, %on%lusions, re%ommendations

,upplementary Parts of a 'ormal Report

Footnotes or endnotes

Wor's %ited, re"eren%es, or ilio&raphy

#ppendi


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Chapter 1, Slide 31Mary llen !u""ey, Essentials of Business Communication, 8e Chapter 10, Slide 31Mary llen !u""ey, Essentials of Business Communication, 8e

Parts of 'ormal

Reports

Letter of transmittal

Table of contents

List of gures

Executive summary

Introduction

Body

Conclusions

Recommendations

Appendix

Bibliography

Title page

Cover

enerally appear in bothformal and informalreports!

"ptional in informalreports!


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2010 Thomson South-Western

Instructor Only Version

@@

ch 10 instructor version

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