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Planning Business Reports and Proposals

Teamwork on Proposal

Select an interesting topic


E.g., impact of new rural pension program

Apply for grant from Ford Foundation Write proposal Prepare PPT Make presentation in class Hand in proposal and PPT
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Learning Objectives

Concepts Purposes Informational v.s. analytical Elements included in work plan Four types of interview questions

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Concept of Reports

Written factual accounts Information about business Presentable form

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Purpose

Guide decisions Comply with government regulations Gain acceptance

Monitor and control operations


Implement policies and procedures Document results

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Classifying Reports

Source: Authorized, Voluntary Frequency: Special, Routine Audience: Internal, External Length: Short, Long Formality: Informal, Formal

Intent: Informational, Analytical


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Informational Reports

Monitor and control operations


Plans, operating reports, personal activity reports

State policies and procedures


Lasting guidelines, position papers

Document compliance Report progress


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Analytical Reports

Problem-solving reports Business proposals


Internal

External
Solicited Unsolicited

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Planning Reports

Analysis
Audience and purpose Define problem

Limit scope
Outline investigation, etc.

Investigation Adaptation
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Analyzing the Situation

Informational reports

Analytical reports

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Problem Definition for Analytical Reports


Clarify the problem Ask the right questions Factor the problem Form a hypothesis

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Purpose of Report

To inform
To persuade To recommend To confirm To analyze To summarize
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Developing a Preliminary Outline

Parallel construction

Consistent headings

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Preparing Work Plan


State problem State purpose and scope Discuss tasks Review final outcomes Review schedules and requirements Set follow-up plans Compose working outline
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Research Process

Understand topic and assignment


Find and access information Evaluate and finalize sources Process information Analyze data Interpret findings
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Understand Topic and Assignment

Preliminary information Problem statement Questions and subquestions

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Using Secondary Sources of Information

Business books
Electronic databases Newspapers Periodicals

Directories
Government publications Almanacs Statistical resources

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Business Information in Cyberspace


Internet public library Company Websites


www.apple.com

News release sites

Searching the Internet


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Preliminary Observations

Documents Observations Experiments

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Effective Interviews

Purpose
Collect information Make decisions Clarify issues

Structure
Overall length Stylistic issues Organization
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Types of Questions

Open-ended Direct open-ended Restatement


You said you dislike sales quotas. Is that correct?

Close-ended
Did you meet your sales quota?
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Preparing Questions

Think about sequence

Rate questions
Ask smart questions

Mix types of questions


Limit number Edit questions
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Processing Interview Information


Write down your ideas Review notes Organize the material Transcribe recordings

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Evaluating and Selecting Sources

Honesty and reliability Logic and good sense Data collection methods The author

Purpose of the material Completeness Independent verification Potential bias Timeliness

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Analyzing the Data


Mean Median Mode Trend Correlation

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