By

Dr. Abdullah Mahfoudh Salem Baadhem

Faculty of Applied and Human Sciences-2021/2022

Business Communication Today
Business Communication Today
Learning Objectives

1) Adapt the three-step writing process to reports and proposals.

2) List the options for organizing informational reports and identify
the key parts of a business plan.
3) Discuss three major ways to organize analytical reports.
4) Explain how to choose an organizational strategy when writing
a proposal.
Types of Reports

Informational Reports Analytical Reports Proposals

Data
Information Special Category

Facts
Analysis Information

Feedback
Recommendations Persuasive Communication
Defining Your Purpose

➢ Informational Reports
• Address a Predetermined Need
• Meet Specific Audience Expectations
➢ Analytical Reports
• Written in Response to Perceived Problem or Opportunity
• Clear Statement of Purpose
Preparing Your Work Plan

➢ Essential Elements
• Statement of Problem or Opportunity
• Statement of Purpose and Scope of Investigation
➢ Additional Elements
• Discussion of Tasks to Accomplish
• Descriptions of Results
• Review of Project Assignments
• Plans for Following Up
• Working Outline
Gathering Information

➢ Planning Your Research

• Prioritize Information
• Focus on the Most Important Question
• Adapt Existing Information
Selecting the Best Media and Channels

➢ Observe Media Requirements

➢ Consider How Audience Wants to Provide Feedback
➢ Does the Document Need to be Searchable or Editable?
➢ Observe the Message the Media Selection is Sending
Organizing Your Information

Direct Approach Indirect Approach

Business Reports Shorter Messages
Can Work in Combination with
Lead with Key Findings
Direct Approach
More Forceful Report Intersperse Conclusions Throughout
Categories for Informational Reports

➢ Monitor and Control Operations

➢ Implement Policies and Procedures
➢ Demonstrate Compliance
➢ Document Progress
Organizational Strategies for Informational Reports

➢ Comparison
➢ Importance
➢ Sequence
➢ Spatial Orientation
➢ Chronology
➢ Geography
➢ Category
Creating Successful Business Plans

➢ Mission, Structure, Objectives and Operations

• Before the Company is Launched
• When Company is Seeking Funding
• After Company is Up and Running
A Typical Business Plan

➢ Summary
➢ Mission and Objectives
➢ Company and Industry
➢ Products or Services
➢ Market and Competition
➢ Management
➢ Marketing Strategy
Types of Analytical Reports

Three Basic Categories

➢ Reports to Assess Opportunities
➢ Reports to Solve Problems
➢ Reports to Support Decisions
Challenges of Writing Analytical Reports

➢ Analyzing a Problem or Opportunity

➢ Presenting in a Credible Manner
➢ Convince Others to Make Decisions
Defining the Scope of Your Analytical Report

➢ What Needs to Be Determined?

➢ Why Is This Issue Important?
➢ Who Is Involved in the Situation?
➢ Where is the Trouble Located?
➢ How Did the Situation Originate?
➢ When Did it Start?
Tackling Complex Problems

Problem Factoring
➢ Divide into Series of Questions
➢ Are You Advocating One Thought?
➢ Are You Objectively Exploring All Available Options?
Organizational Strategies for Analytical Reports

Three Common Approaches

➢ Focusing on Conclusions
➢ Focusing on Recommendations
➢ Focusing on Logical Arguments
Focusing on Conclusions

Advantages Disadvantages
Direct Approach Ignores Questions
Presents Main Idea Potential for Oversimplification
Focusing on Recommendations

Five Steps
➢ Establish or verify the need for action in the introduction by briefly describing
the problem or opportunity
➢ Introduce the benefit that can be achieved, without providing any details
➢ List the steps (recommendations) required to achieve the benefit, using action
verbs for emphasis
➢ Explain each step more fully, giving details on procedures, costs, and benefits
➢ Summarize your recommendations
Focusing on Logical Arguments

Three Indirect Approach

➢ The 2 + 2 = 4 Approach
➢ The Yardstick Approach
Types of Proposals (1 of 2)

Internal External
Request Decisions from Within the Request Decisions from Outside the
Organization Organization
Purchase Decisions or New Research
Grant Proposals or Sales Proposals
Projects
Types of Proposals (2 of 2)

Solicited Unsolicited
Expected Unexpected
Specific Instructions More Flexibility
Audience Aware of the Audience Unaware of the
Problem Being Addressed Problem Being Addressed
General-Purpose Online Search Tools

Pros Cons
Ranked by Usefulness No Human Editors
Millions of Webpages No Uniform Search Techniques
Powerful Ranking Algorithms Can’t Reach Deep Web
Improved Online Search Tools

Web Directories Metasearch Engines Online Databases

Human Editors Multiple Search Engines Free Public Access

Can Focus on Specific Media Type Can Compare Results Specialized Search Engines
Organizational Strategies for Proposals

➢ Solicited Proposal
• Direct Approach
• Receptive Audience
• Focus on Recommendations
➢ Unsolicited Proposal
• Indirect Approach
• Skeptical Audience
• Establish Credibility
• Convince Audience that Problem Exists
Thank you