Writing Professional Reports and Proposals - Business Decision Making - ثاني ثانوي

Lesson 5 Chapter 8 www.ien.edu.sa Writing Professional Reports and Proposals 5-1 Written Communication Written communication is designed to communicate information about a particular subject, usually in more detail than would be expected in verbal com- munication. Two types of document that are important for managers are reports and proposals. Reports are often written objectively, although may include analysis and/or recommendations. A proposal provides information about a product, service, or idea and tries to convince the reader to choose the recommended solution. وزارة التعليم Ministry of Education 2024-1446 Business Decision Making S1 S2 S3.indb 259 DEFINITIONS Report: A written document designed to communicate information about a particular subject. Reports are written objectively, though some can include analysis and/or recommendations. Proposal: A written document designed to persuade and inform. A proposal provides information about a product, service, or idea and tries to convince the reader to adopt the recommended solution. A key difference between reports and proposals is when they are written. A pro- posal is normally developed early in the decision-making process when it can influence decisions. A report is usually written after some action has been taken. Some reports document the status of an activity or project as it occurs. Other reports are written at the conclusion of the activity or project. 5-2 Choosing the Form of Communication Before you decide whether to write a report or a proposal, it is important to understand different types of reports and proposals that can be used, as shown in Figure 8-11. The following questions will help decide which is most appropriate: Organizational Communication and Decision Making 259 30/06/2023 14:28

FIGURE 8-11: Types of reports and proposals Internal proposal Recommends solution to audience within an organization External proposal Recommends solution to audience outside an organization Informational report Summarizes subject Decision or action Analytical report Presents alternatives and recommendations QUICK TIP The general goal of reports and proposals is to answer questions and solve problems. QUICK TIP The primary audience is often a decision maker. 1. What is your purpose for writing? The first step in writing a report is clearly defining your purpose. Start by analyzing what you want to accomplish. Is your goal to inform, update, ana- lyze, or persuade? Your objective will help you to decide on the format that you should use. 2. Who are your readers? As with other types of documents, write a report or proposal with your read- ers in mind. To best meet your readers' needs, identify how well they under- stand your subject. What do they want to learn from reading your report or proposal? How are they likely to react? How should you write to make the information clear and understandable to your readers? Be sure to consider your primary (main) audience and the secondary audience, which includes anyone else who might read the document. 3. Should you write a report or a proposal? You write a report to share information with someone else. You write propos- als to persuade your readers to adopt your idea, product, or solution. They are similar to analytical reports except that you are presenting only one rec- ommendation. Table 8-4 lists suggestions for when you should write a report or a proposal. 4. Will your report present information or analyze a topic? Reports can be one of two types. Informational reports present informa- tion in a clear, objective format. An informational report is appropriate when you want to provide a written summary of a subject for your reader. Opinions 260 8 Chapter رة ا Ministry of Education 2024-1446 Business Decision Making S1 S2 S3.indb 260 30/06/2023 14:28

وزارة التعليم Ministry of Education 2024-1446 Business Decision Making S1 S2 S3.indb 261 and recommendations are not included in an informational report. Analytical reports typically present data, analysis, and a conclusion. Analytical reports often provide different options, identify pros and cons for alternatives, and include specific recommendations. DEFINITIONS Informational reports: A type of report that presents information in a clear, objective format, and is appropriate when you want to provide a written summary of a subject for your reader. Analytical reports: A type of report that presents data, analysis, and a conclusion by providing different options, identifying pros and cons for alternatives, and including specific recommendations. 5. Is your proposal for an internal or external audience? Proposals are also one of two types. Internal proposals recommend how to solve problems within an organization, such as by changing a procedure or using different products or services from vendors. External proposals are designed to sell products or services to customers and are usually written in response to a request. The answers to these questions help you decide how long your report or proposal should be, what information to include, and the degree of formality that is appropriate. DEFINITIONS Internal proposals: A type of proposal that recommends how to solve problems within an organization. External proposals: A proposal written for an audience that is out- side of your organization. Table 8-4 shows the different scenarios in which a report, a proposal, or a different channel is most suitable. Organizational Communication and Decision Making 261 30/06/2023 14:28

262 8 Chapter رة ا Ministry of Education 2024-1446 Business Decision Making S1 S2 S3.indb 262 TABLE 8-4: When to write a report or a proposal scenario You attended a trade show and want to inform others about your competitors' products You need to document company procedures You are analyzing whether to purchase new computer equipment or upgrade the current equipment You are proposing to purchase new computer equipment report proposal other ✓ ✓ You are recommending a new way to schedule staff resources ✓ You are offering your company's services to a person or organization You are summarizing notes you took at a con- ference for your own future reference You are promoting your company's services for a general audience You are describing your company's products and providing examples to potential customers Informal notes or outline Advertisement Presentation 5-3 Developing Effective Reports and Proposals It takes a lot of practice to write effective reports and proposals. It is possible to develop and improve writing skills by following these guidelines: 1. Respect the reader The reader's time is valuable; don't waste it with a rambling, confusing memo or e-mail that must be read several times to make sense of it. Pay attention to your grammar and spelling. Poor writing indicates that you think your time is more important than that of your readers. You'll lose their interest and their respect. 2. Know your point and get to it What is the key piece of information that you want the reader to remember? Many people just sit and write, without clarifying in their own mind what it is they're trying to say. To write effectively, know what your central point is and write to support it. 3. Write clearly Write clearly rather than impressively. Don't use complicated language and avoid jargon. The goal of good writing for business is to be understood the first time through. State your message as simply and as clearly as possible. 30/06/2023 14:28

YOU TRY IT 4. Peer review the message Get a second opinion. When the communication is very important, such as a formal memo to the department or organization, ask someone you consider to be a good writer to read it before you send it. There are readymade online templates for reports and proposals in Microsoft Word. Open Word, click on File, then New. You can then search for online tem- plates in the search bar, e.g., by using the search word "report" or "proposal". Practice writing effective reports. Complete the following steps. Part 1: Practice writing beginnings by revising a report introduction 1. Review the following report introduction. Introduction This report describes opportunities for Specialty Travel to expand its tour destinations and activity offerings. This report compares the following infor- mation about the tour destinations and activities provided by Specialty Travel's competitors. This report shows that TJ Travel offers five more tours to destinations in America than Specialty Travel and three more tours to desti- nations in Asia. This company also offers two types of on-site activities not provided by Specialty Travel. This report also shows that Global Tours offers seven more tours to destinations in Europe, six more tours to destinations in the Caribbean, and four more tours to destinations in America. This com- pany also offers five types of on-site activities not provided by Specialty Travel. 2. In your notebook, revise the above material so it's clear, appealing, and appropriate for a report introduction. Part 2: Practice writing the body of a document 1. Review the following report text and then brainstorm four or five recom- mendations to include in the report. Competitive Advantages Specialty Travel distinguishes itself from other tour organizers because Specialty Travel tours emphasize adventure, culture, and education (ACE). Specialty Travel travelers enjoy activities ranging from hiking to hang-gliding while learning about the culture of the region—the food, the people, and the history. Recent customer surveys show that Specialty Travel's target audi- وزارة التعليم Ministry of Education 2024-1446 Business Decision Making S1 S2 S3.indb 263 Organizational Communication and Decision Making 263 30/06/2023 14:28

ence prefers cultural tourism. This means tours that take travelers into the heart of the region they are visiting and include a broad range of physical and cultural activities. People don't want to sit on a tour bus and feel like tourists. They want eco-friendly travel that makes them feel like participants in the world rather than spectators. 2. Write your with: REVIEW QUESTIONS list of recommendations in your notebook, starting your notes To meet this need, Specialty Travel can do the following: 1. A meeting where participants have the chance to report their progress on assigned tasks is called a: a. report meeting b. full participation meeting c. feedback meeting d. feedforward meeting 2. What kind of long document presents information in a clear, objective format? a. Electronic notes b. Analytical report c. Informational report d. Interview 3. What type of long document often provides different options, identifies pros and cons for alternatives, and includes specific recommendations? a. Analytical report b. Informational report c. Informational proposal d. Citation 4. What can you do to develop effective reports? a. Ask somebody else to write them b. Copy an existing document c. Ask someone to check the report d. Ask the receiver for improvements 264 8 Chapter رة ا Ministry of Education 2024-1446 Business Decision Making S1 S2 S3.indb 264 30/06/2023 14:28