UNIT II WRITING REPORTS & BUSINESS PROPOSALS

REPORTS
Oral presentation or written document that:
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Provides information Request funding or approval Analyse market or company data Makes recommendation for innovation or change Solves problems and answer questions systematically

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
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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

REPORTS
REPORTS VS PROPOSALS
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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.

REPORTS
Functions of Reports
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Informational presents data without analysis or recommendations Analytical - provides data, analysis, conclusions and if requested recommendations.

REPORTS
Types of Business Reports
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Periodic Reports most common and written at intervals to monitor progress in an organisation. Answer questions about what employees are doing and how effective is the organisation in carrying out its mission. Situational Reports describes non-recurring activities. Investigative / Informational Reports examines situations or problems by supplying facts with little or no interpretation or recommendations.

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3.

REPORTS
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Compliance Reports - comply with laws and regulation in response to government agencies.
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Justification/Recommendation Reports analytical reports used to justify or recommend and usually travels upwards where they are approved or refused.

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Yardstick Report offering two or more solutions by measuring similar criteria of all alternatives to find the best options.

REPORTS
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Feasibility Report using analysis to predict whether the project alternatives are practical or advisable. 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. Proposal offer to solve problems, investigate ideas or sell products and services. Business plan persuasive reports to convince investors.

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REPORTS Report Formats Format is governed by the length, topic, audience and purpose. Letter Format use for short (ten or fewer) pages, of informal reports addressed externally. Contains: date, inside address, salutation and complementary close. Memo Format use for short informal reports that stay internal. Contains: DATE, TO, FROM and SUBJECT.

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2.

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REPORTS Report Formats

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Manuscript Format- usually done on plain paper instead of letterhead stationary or memo forms. Printed Forms prepared forms used for repetitive data.

4.

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REPORTS Report Writing Process Managers write reports because: A more senior person has instructed them to.

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The particular report is a periodic part of the companys regular schedule/business.

On an as-needed basis to fill a gap that has been found, to share information or propose changes.

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REPORTS Report Writing Process

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Groundwork Pre-writing Process is identical to Managerial Writing Process and also involves: 1. Defining the Problem/Objectives ensure that valuable hours are not wasted following blind leads. Readers needs determine the problem or objective for writing the report.

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REPORTS Report Writing Process

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Develop recommendation - before gathering data, find solutions or action items. Analyse the the need for change and determine best plan for improvement taking constraints such as time and resources into consideration.

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REPORTS Report Writing Process Seeking Data may be done by : Primary- surveys, interviews, experiments or observation. Secondary- historical information, material already published. Gather data and analyse Transform in a format which will be clear and easily understood by the reader(s) of the report. Select and describe supporting data carefully to enhance the purpose.

3.
i.

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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.

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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.

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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 Winning Ingredients for Proposals
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Time Budget Readers satisfaction Proposal may vary in length depending on the audience.

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BUSINESS PROPOSALS
1.

Audiences Boss - seeking authorisation to hire staff, change procedure or makes purchases. Potential customer- offering product or service. Government Agency seeking funds to conduct research project. Foundations to raise funds for a non-profit organisation.

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3.

4.

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BUSINESS PROPOSALS
Proposals are Persuasive Plans Dependent on audience approval.

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Submit more than enthusiasm, include hard evidence. 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:
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2.
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Fully understanding your audiences needs, problems and why solving them is important. Formulating a careful, detailed plan. Prove beyond doubt that you have the logic, time, equipment, and personnel to solve the problem. 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 you or 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.

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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 Solution or Plan describe the change you propose and want approved. The Conclusion concisely remind readers that: Problem is ongoing and serious . The reason for change is justified. Action needs to be taken.
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BUSINESS PROPOSAL
External Reports

Front Matter Transmittal 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 thats thicker than the inside pages. If its 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 Illustrations Abstract/Executive Summary give highlights of the proposal that sells you or your company.

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BUSINESS PORPOSALS
External Proposals
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Introduction - 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 Proposal 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 literature

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BUSINESS PROPOSAL
External Proposal
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Conclusion

Back (End) Matter - include what is relevant from the following: Bibliography Qualifications/resumes Appendices Glossary of terms

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BUSINESS PROPOSAL
1.
2. 3. 4. 5. 6. 7.

Guidelines for Successful Proposal Approach it as a problem solving activity. Regard your audience as sceptical. Research your proposal thoroughly. Scout out what your competitors are doing. Prove that your proposal is workable. Be sure that your proposal is financially realistic. Package your proposal attractively

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