Chapter 11 Completing Business Report & Proposal
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The document discusses various topics related to writing business reports and proposals including adapting to the audience, cultural awareness, report structure, proposal drafting, visual aids, and completing reports. It provides guidance on analyzing the situation, organizing content, revising documents, and distributing final reports and proposals. The document appears to be from a business communication textbook or lecture covering best practices for effective written business documents.
Chapter 11 Completing Business Report & Proposal
- 1. “WRITING AND COMPLETING BUSINESS REPORT AND PROPOSAL” LECTURER : PUAN NOOR ENAIDA BINTI TUTAN KHAMIN DARULNAIM COLLEGE OF TECHNOLOGY
- 2. CONTENTS WRITING REPORTS AND PROPOSAL Adapting to your Audience Why Biometrics? WHY FINGERPRINT? Why Fingerprint? Benefits of Fingerprint Comparison Delivering Peace of Mind FINGERTEC AC900 SERIES Awards Features System Integration TCMS V2 Time Attendance Management System Benefits of TCMS V2 Features of TCMS V2 Sample Report Minimum PC Requirements Product FAQs
- 3. Attitude is Everything. IT IMPACTS EVERYTHING YOU DO.
- 4. Adapting to the Audience The “You” Attitude Message Tone Cultural Awareness
- 5. You-Attitude • To learn how to –Begin building goodwill. –Continue to adapt your message to the audience. –Emphasize what the reader wants to know. –See another point of view.
- 6. To Create You-Attitude • Talk about the reader. • Don’t discuss feelings, except to offer congratulations. • In positive situations, use you more than I. Use we when it includes the reader. • Avoid you in negative situations.
- 7. You-Attitude Examples continued • Lacking: You’ll be happy to hear that your scholarship has been renewed. • Better: Congratulations! Your scholarship has been renewed. • Lacking: You failed to sign your check. • Better: Your check was not signed.
- 8. You-Attitude (Malay Examples) continued • Lacking: Saya memohon jawatan sebagai pegawai akaun di syarikat tuan. Keputusan peperiksaan yang saya perolehi membuktikan saya memang bijak dan berkemampuan. Saya amat yakin bahawa saya mampu memberi perkhidmatanyang terbaik untuk syarikat tuan. • Better: Jika pihak tuan memberi peluang kepada saya untuk berkhidmat di syarikat tuan, saya akan berkhidmat sedaya upaya dan bekerja dengan bersungguh-sungguh untuk meningkatkan prestasi syarikat
- 9. • Lacking: Saya tidak boleh membaiki peti sejuk anda hari ini. • Better: Anda akan mendapat barang anda selewat-lewatnya petang esok. • Lacking: Baju ini tidak sesuai dengan anda. • Better: Baju itu memang cantik dengan kamu, tetapi kamu lebih cantik jika memakai pakaian bercorak abstrak.
- 10. CULTURAL AWARENESS “If you are • Humble • Respectful • Friendly you will always be fine”
- 11. STAGE SITUATION APPROACH REACTION Honeymoon First exciting contact with new culture Observe Excitement; Curiosity; Slight concern Initial confrontation First intensive feeling with new culture Solve problems in familiar ways Confusion; Mystified about; Others behaviour
- 12. STAGE SITUATION APPROACH REACTION Adjustment crisis Problems intensify Experimentation with new behaviours Frustration; Anger; Confusion about Recovery Sense of belonging to culture emerges New strategies to help one function effectively New culture is understandable ; Enjoying many aspect of it
- 13. Business Communication (DDG 3183) InterestAttention DesireAction AIDA PLAN
- 14. Chapter 14 The Three-Step Process Analyze Situation Gather Information Select Medium Get Organized Revise/Menyemak Produce/Hasil Proofread/Penerangan Distribute/Sebar Adapt to the Audience Compose the Message Planning CompletingWriting
- 17. Chapter 11 - 17 Report Introduction Authorization Scope of Coverage Sources and Methods Limitations Opportunity or Purpose Background Terms and Definitions Report Organization
- 18. 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
- 19. The Report Body Procedures or steps in a process Methods and approaches Criteria for evaluating options Conclusions and recommendations Support for conclusions and recommendations
- 20. The Report Closing Recommendations Action Plans Conclusions Summary
- 21. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 21 Strategies for Successful Proposals • Demonstrate your knowledge • Provide examples and information • Research the competition • Prove your proposal is feasible • Relate your proposal to the reader • Package the proposal attractively
- 22. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 22 Drafting Proposal Content Introduction Body Conclusion Key Points Benefits Merits and Qualities Commitment The Solution Work Plan Qualifications Detailed Costs Background Solution Scope Organization
- 23. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 23 Drafting Online Content 1. Build trust with intended audiences 2. Adapt content for global audience 3. Include reader-oriented content 4. Use a concise, skimmable format 5. Include effective links
- 24. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 24 Guiding the Readers Previews and Reviews Transitional Devices Headings and Links Readability Frameworks Relationships Words Sentences Paragraphs Introductions Summaries Overviews
- 25. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 25 Technology for Reports and Proposals Templates Linking and Embedding Electronic Forms Electronic Documents Multimedia Documents Proposal-Writing Software
- 26. © 2005 Pearson Education Canada Inc Business Communication Essentials Chapter 11 - 26 Selecting Visual Aids Tables Bar Charts Flowcharts Line and Surface Charts Pie Charts Organization Charts
- 27. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 27 Preparing Data Tables Use Common Units Round Numbers Label Columns
- 28. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 28 Preparing Data Tables Rows and Columns Limit Information Document Sources
- 29. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 29 The Parts of a Table Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table). Subhead Subhead Subhead Column Head Row head Row head Subhead Subhead Total Subhead Multicolumn Head* XXX XX XX XXX XXX XXX XXX XXX XX XX XX XX XX XX XX XX
- 30. © 2005 Pearson Education Canada Inc Business Communication Essentials Chapter 11 - 30 Preparing Tables • Use common, clearly identified units • Use the same units for all items in a column • Label column headings • Separate rows and columns • Document data sources
- 31. © 2005 Pearson Education Canada Inc Business Communication Essentials Chapter 11 - 31 Line Chart: Net Operating Income/Loss of CanMedia Studios -40 -30 -20 -10 0 10 20 30 40 1995 '96 '97 '98 '99 '00 '01 2002 Millions$
- 32. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 32 200920082006 2007 Relationships Trends Variables 100% 80% 60% Line and Surface Charts 40%
- 33. © 2005 Pearson Education Canada Inc Business Communication Essentials Chapter 11 - 33 Surface Chart: Average Monthly Sales at Computer Land $0 $20,000 $40,000 $60,000 $80,000 $100,000 $120,000 $140,000 $160,000 Store 1 Store 2 Store 3 Store 4 Computers Printers Software Supplies
- 34. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 34 Home Game Ticket Sales AveragePerGame 0 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000 90,000 2003 2004 2005 2006 2007 2008 2009 Other Students Families Alumni Staff
- 35. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 35 Using Pie Charts Numbers or Percents Contrasting Colors Logical Arrangement The Number of Slices
- 36. © 2005 Pearson Education Canada Inc Business Communication Essentials Chapter 11 - 36 9% 16% 30% 45% Listening Speaking Reading Writing Usage of Business Communication Channels
- 37. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 37 Flow Chart of the Report Writing Process Keyboard Input First Hard Copy Next Hard Copy Style and Spelling Style and Spelling Keyboard Input/Edit Submit Report Edit Edit Add? OK? Yes No No Yes Keyboard Input/Edit
- 38. © 2005 Pearson Education Canada Inc Business Communication Essentials Chapter 11 - 38 Organization Chart District A District B District C District D District E District F District G Region 1 Region 2 Region 3 Region 4 Region 5 Vice President Vice President Vice President Vice President Vice President Chief Executive Officer Executive Vice President Executive Vice President President
- 39. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 39 Data and Information Concepts and Ideas Pick the Right Visuals
- 40. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 40 Using Bar Charts Show Relative Sizes Indicate Composition Show Changes Compare Items
- 41. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 41 CommuniCo Preferred Communication Media 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Sales Engineering Admin IM E-mail Telephone Text Message Face-to-Face
- 42. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 42 CommuniCo Employee Training Costs HeadCount TrainingCosts 0 2,000 4,000 6,000 8,000 10,000 12,000 14,000 16,000 2004 2005 2006 2007 2008 2009 $0 $1,000 $2,000 $3,000 $4,000 $5,000 $6,000 $7,000 $8,000 Head Count Training Costs
- 43. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 43 CommuniCo Staff Computer Skills 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% E-mail Instant Message Graphics Spread Sheets Desktop Publish Database Develop HTML/XML East
- 44. © 2005 Pearson Education Canada Inc Business Communication Essentials Chapter 11 - 44 Bar Chart: Total Internet Sales 1997-2003 $0 $200 $400 $600 $800 $1,000 $1,200 $1,400 Billions$ 1997 1998 1999 2000 2001 2002 2003
- 45. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 45 Data Visualization Countless Data Points Wide Graphical Variety Complex Dynamic Data
- 46. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 46 Other Business Graphics Maps Drawings Diagrams Photographs
- 47. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 47 Animation and Video Shapes and Text Computer Animation Digital Video
- 48. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 48 Designing Effective Visuals Templates Body Text Accuracy Appearance Documentation Honesty Position Title/Number Caption/Legend Design Consistency Efficiency
- 49. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 49 Completing Reports and Proposals Revising Producing Proofreading Distributing
- 50. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 50 Revising Reports and Proposals Content Readability Organization Style and Tone
- 51. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 51 Producing Formal Reports Type of Report AudienceNeeds ReportLength Type of Company Prefatory Parts Text of the Report Supplementary Parts
- 52. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 52 Cover List of Illustrations Letter of Authorization Title Page Executive Summary Table of Contents Title Fly Synopsis or Abstract Letter of Transmittal The Prefatory Parts
- 53. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 53 The Text of the Report Introduction Body Closing
- 54. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 54 Supplementary Parts Appendixes Bibliography Index
- 55. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 55 Copy of the RFP Synopsis/Executive Summary Transmittal Document Formal Proposals Unique Prefatory Elements
- 56. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 56 Text of a Proposal Introduction Body Section Conclusion
- 57. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 57 Inconsistencies Errors and Omissions Missing Elements Proofreading
- 58. Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 58 Distribution of Reports and Proposals Physical Web-BasedElectronic
- 59. COVER REPORT
- 60. TUTORIAL COVER REPORT Microsoft word 2010
- 63. 63 1WRITING AND COMPLETING BUSINESS REPORT AND PROPOSAL