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Essentials of Business Communication, Second Edition

Ch. 101

Organizing Informal Proposals (1)


1. Introduction must provide a "hook" to capture the reader's interest. 2. The Background section identifies problems and discusses the goals of project. 3. Proposal discusses the plan for solving the existing problem.
Essentials of Business Communication, Second Edition
Ch. 102

Organizing Informal Proposals (2)


4. The Staffing section describes the credentials and expertise of project leaders. 5. Budget indicates project costs. 6. Authorization asks for approval to proceed.
Essentials of Business Communication, Second Edition
Ch. 103

Organizing Formal Proposals (1)


Differ from informal proposals in size and format but not in style In addition to the 6 basic parts, might also include: copy of the RFP, letter of transmittal, abstract and/or executive summary, title page, table of contents, figures, and appendix
Essentials of Business Communication, Second Edition
Ch. 104

Researching Secondary Data (1)


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

Essentials of Business Communication, Second Edition

Ch. 105

Researching Secondary Data (2)


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

Essentials of Business Communication, Second Edition

Ch. 106

Researching Secondary Data (3)


The Internet: World Wide Web
Web Opportunities and Frustrations: wide range of organizational and commercial information Web Browsers and URLS Search Tools

Essentials of Business Communication, Second Edition

Ch. 107

How to Become a Savvy Web Researcher (1)


Understand the AND/OR default and the significance of quotation marks Prefer uncommon words as search terms. Omit articles and prepositions Know your search tool; use FAQs and "How to Search" sections
Essentials of Business Communication, Second Edition
Ch. 108

How to Become a Savvy Web Researcher (2)


Bookmark the best. Use two or three search tools. Understand the importance of case sensitivity in keyword searches. Be persistent.

Essentials of Business Communication, Second Edition

Ch. 109

Generating Primary Data


Surveys Interviews
Locate an expert Prepare for the interview interview guide Make your questions objective and friendly Keep note of the time End graciously

Observation and Experimentation


Essentials of Business Communication, Second Edition
Ch. 1010

Organizing and Outlining Data (1)


Direct strategy (main ideas first) Indirect strategy (facts and discussion first) Chronological sequence (historical data) Geographical or spatial arrangement (e.g., East, West, New Territories, Central)
Essentials of Business Communication, Second Edition
Ch. 1011

Organizing and Outlining Data (2)


Topical or functional arrangement (e.g., duties of CEO, duties of general manager) Compare and contrast Journalistic pattern (who, what, when, where, why, how)
Essentials of Business Communication, Second Edition
Ch. 1012

Organizing and Outlining Data (3)


Value/size Importance (most to least or least to most) Simple to complex Best case/worst case
Essentials of Business Communication, Second Edition
Ch. 1013

Illustrating Report Data (1)


Effective and appropriate graphics could: make information easier to understand and remember. make numerical data meaningful. simplify complex ideas. provide visual interest.
Essentials of Business Communication, Second Edition
Ch. 1014

Illustrating Report Data (2)


Most common types of visuals aids
Table Bar Chart Line Chart Pie Chart
Flow Chart Organization Chart Photograph, Map, Illustration
Ch. 1015

Essentials of Business Communication, Second Edition

Matching Visual Aids With Objectives (1)

Table -- to show exact figures and values

Essentials of Business Communication, Second Edition

Ch. 1016

Matching Visual Aids With Objectives (2)

Bar Chart -- to compare one item with others

Essentials of Business Communication, Second Edition

Ch. 1017

Matching Visual Aids With Objectives (3)

Line Chart -- to demonstrate changes in quantitative data over time

Essentials of Business Communication, Second Edition

Ch. 1018

Matching Visual Aids With Objectives (4)

Pie Chart -- to visualize a whole unit and the proportions of its components

Essentials of Business Communication, Second Edition

Ch. 1019

Matching Visual Aids With Objectives (5)

Flow Chart -- to display a process or procedure

Essentials of Business Communication, Second Edition

Ch. 1020

Matching Visual Aids With Objectives (6)

Organization Chart -- to define a hierarchy of elements or a set of relationships

Essentials of Business Communication, Second Edition

Ch. 1021

Matching Visual Aids With Objectives (7)

Photograph -- to achieve authenticity

Essentials of Business Communication, Second Edition

Ch. 1022

Matching Visual Aids With Objectives (8)

Map -- to spotlight a location

Essentials of Business Communication, Second Edition

Ch. 1023

Matching Visual Aids With Objectives (9)

Illustration -- to show an item in use

Essentials of Business Communication, Second Edition

Ch. 1024

Parts of a Formal Report (1)


Prefatory Parts Title page Letter of transmittal Table of contents Executive summary, abstract, synopsis
Essentials of Business Communication, Second Edition
Ch. 1025

Parts of a Formal Report (2)


Body of Report
Introduction or Background Discussion of Findings Summary, Conclusions, Recommendations

Supplementary Parts
Footnotes or Endnotes Bibliography or References Appendix or Appendices
Essentials of Business Communication, Second Edition
Ch. 1026

Executive Summary (1)


Purpose of Report The purposes of this report are (1) to determine the Sun Coast University campus communitys awareness of the campus recycling program and (2) to recommend ways to increase participation. Sun Coasts recycling program was intended to respond to the increasing problem of waste disposal, to fulfill its social responsibility as an educational institution, and to meet the demands of legislation that made it a requirement for individuals and organizations to recycle.
Essentials of Business Communication, Second Edition
Ch. 1027

Executive Summary (2)


Research Method A survey was conducted in an effort to learn about the campus communitys recycling habits and to assess current participation in the recycling program. A total of 220 individuals responded to the survey, but 27 surveys could not be used. Since Sun Coast Universitys recycling program includes only aluminum, glass, paper, and plastic at this time, these were the only materials considered in this study.

Essentials of Business Communication, Second Edition

Ch. 1028

Executive Summary (3)


Recycling at Sun Coast
Most survey respondents recognized the importance of recycling. They stated that they do recycle aluminum, glass, paper, and plastic on a regular basis either at home or at work. However, most respondents displayed a low level of awareness and use of the on-campus program. Many of the respondents were unfamiliar with the location of the bins around campus and, therefore, had not participated in the recycling program. Other responses indicated that the bins were not conveniently located.

Essentials of Business Communication, Second Edition

Ch. 1029

Executive Summary (4)


Recommendations for Increasing Recycling Participation
Recommendations for increasing participation in the program include the following:
1. 2.

Relocating the recycling bins for greater visibility Developing incentive programs to gain the participation of on-campus groups
Ch. 1030

Essentials of Business Communication, Second Edition

Executive Summary (5)


3.

Training student volunteers to give on-campus presentations that explain the need for recycling and the benefits of using the recycling program
Increasing advertising of the program

4.

Essentials of Business Communication, Second Edition

Ch. 1031

End

Essentials of Business Communication, Second Edition

Ch. 1032