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									                          Chapter 10

           Proposals and Formal
                 Reports




Mary Ellen Guffey, Essentials of Business Communication, 6e   Ch. 10-1
             Organizing Proposals

• Introduction must provide "hook" to
  capture reader's interest.
• Background section identifies problems
  and goals of project.
• Proposal discusses plan for solving
  existing problem.


 Mary Ellen Guffey, Essentials of Business Communication, 6e   Ch. 10-2
             Organizing Proposals

• Staffing section describes credentials and
  expertise of project leaders.
• Budget indicates project costs.
• Authorization asks for approval to
  proceed.



 Mary Ellen Guffey, Essentials of Business Communication, 6e   Ch. 10-3
     Researching Secondary Data

• Print Resources
    • Books
    • Periodicals
    • Bibliographic indexes (print, CD-ROM, and
      Web-based)




 Mary Ellen Guffey, Essentials of Business Communication, 6e   Ch. 10-4
     Researching Secondary Data

• Electronic Databases
    • Magazine, newspaper, and journal articles
    • Newsletters, business reports,company
      profiles, government data, reviews, and
      directories




 Mary Ellen Guffey, Essentials of Business Communication, 6e   Ch. 10-5
     Researching Secondary Data

• The Web
    • Product data, mission statements, staff
      directories, press releases, current
      company news, government information,
      article reprints, scientific reports, and
      employment information



 Mary Ellen Guffey, Essentials of Business Communication, 6e   Ch. 10-6
     How to Become a Savvy Web
             Researcher
• Use two or three search tools.
• Understand the importance of case
  sensitivity in keyword searches.
• Understand the AND/OR default and the
  significance of quotation marks.
• Prefer uncommon words as search terms.
• Omit articles and prepositions.
 Mary Ellen Guffey, Essentials of Business Communication, 6e   Ch. 10-7
     How to Become a Savvy Web
             Researcher
• Use wild cards (e.g., cent** will retrieve
  center and centre).
• Know your search tool; use FAQs and
  "How to Search" sections.
• Bookmark the best.
• Be persistent.


 Mary Ellen Guffey, Essentials of Business Communication, 6e   Ch. 10-8
          Organizing Report Data

• Direct strategy (main ideas first)
• Indirect strategy (facts and discussion
  first)
• Chronological sequence (historical data)
• Geographical or spatial arrangement (e.g.,
  East, West, South, North, etc.)

 Mary Ellen Guffey, Essentials of Business Communication, 6e   Ch. 10-9
          Organizing Report Data

• Topical or functional arrangement (e.g.,
  duties of CEO, duties of general manager,
  etc.)
• Compare and contrast
• Journalistic pattern (who, what, when,
  where, why, how)

 Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 10-10
          Organizing Report Data

• Value/size
• Importance (most to least or least to
  most)
• Simple to complex
• Best case/worst case


 Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 10-11
          Illustrating Report Data

• Reasons for using visual aids
  • To clarify data
  • To summarize important ideas
  • To emphasize facts and provide focus
  • To add visual interest



 Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 10-12
          Illustrating Report Data

• Most common types of visuals aids
  • Tables
  • Charts
  • Graphs
  • Photographs, maps, illustrations



 Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 10-13
       Matching Visual Aids With
              Objectives
• Table
     To show exact figures and values
• Bar Chart
     To compare one item with others
• Line Chart
     To demonstrate changes in quantitative data over
     time


 Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 10-14
       Matching Visual Aids With
              Objectives
• Pie Chart
     To visualize a whole unit and the proportions of its
     components
• Flow Chart
     To display a process or procedure
• Organization Chart
     To define a hierarchy of elements or a set of
     relationships

 Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 10-15
       Matching Visual Aids With
              Objectives
• Photograph
     To achieve authenticity
• Map
     To spotlight a location
• Illustration
     To show an item in use




 Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 10-16
          Tips for Effective Use of
                Visual Aids
• Choose an appropriate visual aid to
  illustrate your objective.
• Clearly identify the contents of the visual
  aid with a meaningful title and appropriate
  labels.
• Refer the reader to the visual aid by
  discussing it in the text and mentioning
  its location and figure number.
 Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 10-17
          Tips for Effective Use of
                Visual Aids
• Locate the visual aid close to its reference
  in the text.
• Strive for vertical placement of visual
  aids.
• Give credit to the source if appropriate.



 Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 10-18
         Parts of a Formal Report

• Prefatory Parts
  •   Title page
  •   Letter of authorization
  •   Letter of transmittal
  •   Table of contents
  •   Executive summary, abstract, synopsis, or
      epitome

 Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 10-19
         Parts of a Formal Report

• Body of Report
  • Introduction or background
  • Discussion of findings
  • Summary, conclusions, recommendations
• Supplementary Parts
  • Footnotes or endnotes
  • Bibliography
  • Appendix
 Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 10-20
                            End


Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 10-21

								
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