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Chap 11

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11.

Chapter 11
Writing Business Reports
and Proposals

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall


11.2

Chapter 11 Objectives
 Discuss the structure of informational reports.
 Explain the structure of analytical reports.
 List the most popular types of visuals and
discuss when to use them.
 Clarify five principles of graphic design to
remember when preparing visuals.
 Identify and briefly describe five tools that
writers can use in long reports to help readers
stay on track.

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall


11.3

Deciding on Length
and Format
When selecting a format,
you have four options:

Preprinted Memo
form

Letter Manuscript

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall


11.4

Organizing
Informational Reports
To arrange your material, use a topical
organization such as

Importance Spatial
orientation

Sequence Geography

Chronology Category
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
11.5
Let’s
Discuss Analytical Reports
What are some drawbacks of using
the direct approach for a research
and analysis report?
Under what circumstances would
you write a justification report?
Under what circumstances would
you write a report based on a
logical argument?

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall


11.6
Structural Approaches
for Logical Argument

2 + 2 = 4 Approach

Scientific method

Yardstick approach

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall


11.7
Quick Preparing the
Quiz
Final Outline
 What is the purpose of a final outline?
 What does a final outline force you
to reevaluate?
 Are outline headings important?
 The final outline gives you a visual
diagram of the report.
 You reevaluate the information you
have collected.
 Yes, they affect the tone of the report.
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
11.8

Visual Aids

Clarify and simplify the text

Depict relationships between points

Emphasize and summarize points

Attract and build credibility

Reinforce understanding

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall


11.9

“Visualizing” Information
 Decide on the message.
 Identify points requiring visual support.
 Maintain a balance between illustrations
and words.
 Consider your production schedule.

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall


11.10
Let’s Which Graphic
Discuss
Should You Use?
What is the best use of each of the
following types of graphics?

Tables Flow charts


Bar charts Maps
Pie charts Drawings
Line charts Organization charts

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall


11.11

Using Graphic Design Principles

Continuity Emphasis

Contrast Simplicity

Experience

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall


11.12

Fitting Graphics Into Text

 Introduce graphics in the text.


 Place them near the text they illustrate.
 Choose titles and legends that convey a
message and explain the graphic clearly.
 Match title and legend style to heading style
(informative or descriptive).
 Phrase all legends and titles consistently
throughout the report.

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall


11.13
Quick Composing Reports --
Quiz
True or False?
 All reports are written formally.
 To achieve a formal tone, use
personal pronouns.
 By using verb tense consistently,
you add to the clarity of your report.
 False, many can be informal.
 False, use impersonal words.
 True
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
11.14

Guiding Readers
through Reports
 Start with an opening that indicates the
report’s subject and importance.
 Use headings, subheadings, and
lists effectively.
 Use transitions to bind the report.
 Use preview and review sections.
 Create an ending that leaves a strong,
lasting impression.

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall


11.15
Let’s Test Your
Discuss Knowledge
 What are your options for structuring an
informational report?
 What are your options for structuring an
analytical report?
 How does topical organization differ from
logical organization?
 When is it appropriate to use tables, line
charts, surface charts, and pie charts in a
report?
 What five principles apply to effective visuals
for business reports?
To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall
11.16
Let’s Test Your
Discuss Knowledge continued

 How does a flowchart differ from an


organization chart?
 What tools can you use to help readers follow
the structure and flow of information in a long
report?
 What ethical issue is raised by the use of
technology to alter photographs in reports?
 What is the purpose of adding titles and
legends to visual aids in reports?
 How do writers use transitions in reports?

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall

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