unit ii reports

7/30/2019 UNIT II Reports

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UNIT II

WRITING REPORTS & BUSINESS

PROPOSALS



REPORTS

Oral presentation or written document that:

Provides information

Request funding or approval Analyse market or company data

Makes recommendation for innovation or change

Solves problems and answer questions

systematically

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REPORTS

Most important communication tool

Appears in various forms

Managers need to know how to identify problems,

solve them and communicate the findings. Ensures the efficient transfer of data internally and

externally:

Internally - provides a medium for managers to

carry out essential tasks of planning, organising,executing, evaluating and improving.

Depicts current status or progress towards a goal

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REPORTS

Conveys the results of managements decisions

Conveys evaluations, results and suggestions

External – findings to other stakeholders including

clients and regulatory agencies.

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REPORTS

REPORTS VS PROPOSALS

Reports provide information, analysis or recommendations

that can be used to:

Solve problems

Monitor or document progress

Clarify or implement policies or procedures

Guide changes, direction or decisions

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REPORTS

REPORTS VS PROPOSALS

Proposals - type of report that request funding or acceptance

in exchange for work to be performed .

Specifically ask that the business idea be accepted.

Promise that is legally binding if the terms are accepted by the

funding source.

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REPORTS

Functions of Reports

1. Informational – presents data without analysis or

recommendations2. Analytical - provides data, analysis, conclusions

and if requested recommendations.

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REPORTS

Types of Business Reports

1. Periodic Reports – most common and written atintervals to monitor progress in an organisation.

Answer questions about what employees are doingand how effective is the organisation in carrying out itsmission.

2. Situational Reports – describes non-recurring

activities.

3. Investigative / Informational Reports – examinessituations or problems by supplying facts with little or no interpretation or recommendations.

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REPORTS

4. Compliance Reports - comply with laws and

regulation in response to government agencies.

5. Justification/Recommendation Reports – analytical reports used to justify or recommend

and usually travels upwards where they are

approved or refused.

6. Yardstick Report – offering two or more solutions

by measuring similar criteria of all alternatives to

find the best options.9

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REPORTS

7. Feasibility Report – using analysis to predict

whether the project alternatives are practical or

advisable.

8. Research Studies – researches analyse a

problem, suggest ways to solve it (hypotheses),

collect data about each possible solution, analyse,

draw conclusions and if requested make

recommendations.

9. Proposal – offer to solve problems, investigateideas or sell products and services.

Business plan – persuasive reports to convince

investors. 10

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REPORTS

Report Formats

• Format is governed by the length, topic, audience

and purpose.

1. Letter Format – use for short (ten or fewer)pages, of informal reports addressed externally.

Contains: date, inside address, salutation and

complementary close.

2. Memo Format – use for short informal reports that

stay internal. Contains: DATE, TO, FROM and

SUBJECT.

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REPORTS

Report Formats

3. Manuscript Format- usually done on plain paper

instead of letterhead stationary or memo forms.

4. Printed Forms – prepared forms used for

repetitive data.

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REPORTS

Report Writing Process

Managers write reports because:

A more senior person has instructed them to.

The particular report is a periodic part of the

company’s regular schedule/business.

On an as-needed basis to fill a gap that has beenfound, to share information or propose

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REPORTS


Groundwork

Pre-writing Process is identical to Managerial WritingProcess and also involves:

1. Defining the Problem/Objectives – ensure that

valuable hours are not wasted following blind

leads. Reader’s needs determine the problem or objective for writing the report.

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REPORTS


2. Develop recommendation - before gathering data,

find solutions or action items. Analyse the theneed for change and determine best plan for

improvement taking constraints such as time and

resources into consideration.

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REPORTS


3. Seeking Data – may be done by :

i. Primary- surveys, interviews, experiments or

observation.ii. Secondary- historical information, material

already published.

Gather data and analyse

Transform in a format which will be clear andeasily understood by the reader(s) of the report.

Select and describe supporting data carefully to

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REPORTS

Classification of Reports

Knowing this aids the writer to gauge the effort

needed to prepare a report and the budgeting of

time and resources.

Most Informal reports – resemble forms, managers

fill in blank spaces and sometimes provides a brief

narrative or description.

Less informal – letter or memo report which may be

several pages long.

More formal – contains front matter, writer may add

a transmittal document, title page and table of

contents, glossaries etc. 17

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BUSINESS PROPOSALS

Detailed plan of action that a writer submits to a

reader or group for approval.

Readers are normally in positions of authority over

the writer –to reject or endorse the writers plan.

Most important in job-related writings.

Acceptance may result in better working conditions,

better use of technology, more efficient and

economical business , additional jobs or safer

environment.

Most costly of occupational writing as it takes

longer and lots of personal energy.18

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BUSINESS PROPOSALS

Writers must:

Incorporate a “can- do” attitude

Put the reader and his/her company at the centre “On time ….within budget…..to your satisfaction

(Yates Engineering).

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BUSINESS PROPOSALS

Factors or Winn ing Ingredients fo r Proposals

Time

Budget Reader’s satisfaction

Proposal may vary in length depending on the

audience.

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BUSINESS PROPOSALS

Audiences

1. Boss - seeking authorisation to hire staff, change

procedure or makes purchases.

2. Potential customer- offering product or service.

3. Government Agency – seeking funds to conduct

research project.

4. Foundations – to raise funds for a non-profit

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BUSINESS PROPOSALS

Proposals are Persuasive Plans

Dependent on audience approval.

Submit more than enthusiasm, include hardevidence.

Must convince readers than your plan will improve

their business, make their jobs easier, save them money, enhance their image and improve customer

satisfaction.

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BUSINESS PROPOSALS

Determines which company gets a contract so

demonstrate why your plan is more practical,

efficient and economical than the competition.

Is a contract because if it is accepted by the

reader, you are expected to do what you proposed

to do.

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BUSINESS PROPOSALS

Writing Successful Proposals means:

1. Fully understanding your audience’s needs,

problems and why solving them is important.2. Formulating a careful, detailed plan.

3. Prove beyond doubt that you have the logic, time,

equipment, and personnel to solve the problem.

4. Match your timetable and budget with your readers.

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BUSINESS PROPOSALS

Types

Classified according to origin and finished product:

Solicited vs. Unsolicited

Internal vs. External

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BUSINESS PROPOSALS

Types

Request for Proposals and Solicited Proposals

Company has a problem to be solved or a job to be

done – prepares a Request for Proposal (RFP)

which is a set of instructions that are specific to the

work to be done along with the guidelines on how

and when the company wants the job to be done.

Proposal will be judged based on how well it fulfils

the RFP requirements

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BUSINESS PROPOSALS

Types

Unsolicited Proposals

Writer makes the first move.

Must convince reader that a problem exist and youor your firm are the ones to solve it.

Internal Proposals

Written for decision makers within an organisation

External Proposals Written to a decision maker outside the

organisation.27




BUSINESS PROPOSAL

Internal Proposals

Offers a realistic and constructive plan to help your

company run more efficiently and economically

More informal and usually two- three pages:

Purpose- briefly state why you think specific

change is necessary now, define the problem

succinctly and emphasise your plan to solve the problem.

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BUSINESS PROPOSALS

Internal Proposals

The Problem - provide proof that the problem exist.

The Solu t ion or Plan – describe the change you

propose and want approved.

The Conc lus ion – concisely remind readers that:

Problem is ongoing and serious . The reason for change is justified.

Action needs to be taken.29




BUSINESS PROPOSAL

External Reports

Fron t Matter

Transm ittal Letter- express appreciation for the

chance to submit proposal. Acknowledge previous

experience with the customer (if positive) and

summarise the recommendations you will make.

Title Page – use high quality paper that’s thicker thanthe inside pages. If it’s a large project use a graphic

artist to design a great looking cover.

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BUSINESS PROPOSALS

External Proposals

Table of Contents – prepare it annotatedly so that it

brings everything out clearly.

List of Il lustrat ions

Abstract /Execut ive Summary – give highlights of

the proposal that “sell s” you or your company.

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BUSINESS PORPOSALS

External Proposals

Introduct ion - state the problem, scope and purpose

of the proposal, include upbeat information that

sells you or your company. Review marketing

materials and include why your company deserves

to be chosen.

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BUSINESS PROPOSALS

External Propo sal

Body – include what is relevant from the following:

Background to the problem (if needed)

Methodology

Equipment recommended

Detailed cost analysis

Delivery Schedule

Summary of advantages/benefits

Statement of responsibilities

Description of vendor

Advertising literature33




BUSINESS PROPOSAL

External Propo sal

Conc lus ion

Back (End) Matter - include what is relevant from

the following:

Bibliography

Qualifications/resumes Appendices

Glossary of terms34




BUSINESS PROPOSAL

Guidelines for Successful Proposal

1. Approach it as a problem solving activity.

2. Regard your audience as sceptical.

3. Research your proposal thoroughly.4. Scout out what your competitors are doing.

5. Prove that your proposal is workable.

6. Be sure that your proposal is financially realistic.

7. Package your proposal attractively

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