The Three-Step Writing Process to Reports and Proposals

Author: Barbara M. Chavez

When writing a report, you may choose one of these two categories that follow in accordance to the type of report you are portraying:

• Informational Report
• Analytical Report

Informational --> This type of report offers data, facts, feedback and other types of information, that do not include analysis nor recommendations. Informational reports consist of facts that way the reader can make their decisions. The attitude towards this report is not negative nor positive but a neutral attitude throughout, since its based on facts and data. A thesis statement is not manditory for an informational report, because your not including an argument.

Analytical --> This type of report offers both information and analysis, and can also include recommendations. Analytical reports takes a problem, an idea, or an issue and breaks it down into its component parts to be able to distinguish how the parts fit best together.  This type of report is well known in the professional world and is commonly assigned by a professor to College students. A well written analytical report consists of; complete research, critical thinking and a clear communication of ideas.

When it comes time to writing a proposal you must have a structured persuation for your internal or external audiences.

Proposal --> It is a key step in the complex sales process. Proposals are used in the business industry to persuade an idea to your audience intended. 

Reports and proposals have the same step in writing... 

[ Plan ] ----> [ Write ] ----> [ Complete ]

PLAN : You first analyze the situation by clarifying the problem; gather all your information by knowing the needs of your audience; select the right medium that will best deliver your message; and then organizing all your information by defining your main ideas and selecting the appropriate approach method to use.

WRITE : First adapt to your audience by using the "you" attitude and building that strong relationship with them; then compose the message by having strong words effective to your introduction, body and conclusion. 

COMPLETE : Revise your message by evaluating content and review then rewrite your work; produce the message by using effective design elements to show a professional appearance in your text; proofread the message by reviewing looking for errors and spelling grammar; and finally distribute your message by delivering your report with your chosen medium and be sure that all documents are distributed successfully. 

Read more:

IBM Experts

http://www.prenhall.com/behindthebook/0132328992/pdf/Bovee_CH03.pdf

Negative Messages: Choosing the Right Approach for the Situation

Author: Barbara M. Chavez

When delivering a negative message one must choose one of the two approaches in writing to ones audience, either by using the Direct Approach or the Indirect Approach.

Direct Approach: Firmness is needed and your audience prefers bad news first. Bad News --> Reasons --> Positive Close.

Indirect Approach: Audience will be displeased and is emotionally involved. Buffer --> Reasons --> Bad News --> Positive Close.

The best way to find out which approach is more appropriate for your audience is to know whether the bad news will come to a shock for the audience or not a shock.  In a business situation it is more effective to use the Direct Approach. If the bad news are intended to individuals its more effective to use the Indirect approach, to prepare your audience for what is coming to them. It simply depends on the level of bad news; on who or what it is affecting, if the bad news are harsh it would be best to help prepare your audience for it by using Indirect.

The length of a message depends on your audience's preference, as far as short messages that get straight to the point or nice and long to prepare them for bad news. For a company or corporation many bosses prefer the short and to the point messages, and for that its best to use the Direct Approach.

When it comes to a minor changes or a routine  scenario in a business, the Direct Approach is more effective to use on your audience. Your audience might not have an emotional investment in the situation or the consequences are considerable. However, if the minor changes will affect individuals, then the Indirect Approach is preferred in that situation. Depending on the relationship with your audience will also allow you to determine which approach is best for you to use. If you want to maintain a close working relationship with your audience, then the Indirect Approach suits best.

The use of the Direct Approach might be needed when trying to get your audience's attention. If you have attempted to send repeated Indirect messages to someone and they have not yet responded, then a Direct message is needed to get their attention.

Every company, corporation and organization has their own prefferred style when composing a message. Some prefer a blunt and direct message, while others will prefer a gentle and indirect message.

Don't lose sight of your purpose and your audience. A sensitive, personal tone can be more important to your readers than your choice of message organization.

Read more on, which approach will deliver your message successfully to your audience:

Gail Marie, eHow Contributor
http://www.ehow.com/way_5173239_tips-direct-indirect-business-email.html

Revising is Maximizing

Author: Mike Cortez

In the world of business, effective communication is an undeniably critical skill. It can determine the amount of success in your career, whether it may be an email directed toward colleague regarding a business matter in need of resolution or a proposal attempting to persuade a potential key client. In either situation, the audience tends to associate the quality of your writing to your capabilities and thinking process.

For this reason, revision is one of the most critical stages in the writing process, and with the completion of the first draft modification follows. In this phase, you verify your message allows the reader to fully comprehend the purpose of your communication. Revising a document for maximum comprehension consists of evaluating the content, organization, style, tone, readability, and finally editing.

First, evaluating content simply means to go back and analyze the information, confirming your central idea and key points are covered. The information must also be reviewed for accuracy and must be relevant to the matter at hand. Additionally, is it important to verify that there is enough information to satisfy the reader’s needs, providing a good balance of background and detailed information.

Secondly, assessing organization follows, which confirms all points are covered in the most logical order. To be more specific, you want to verify if rearranging the sequence of the message could be beneficial to the reader. Furthermore, make sure your most important ideas are located in the most predominate areas.

After reviewing the content and organization, it is important to examine the style and tone of the message. As for style, you want to make sure it is written in an interesting manner, captivating and retaining the reader’s interest throughout the piece. As with all workplace communications, the tone should reflect that of a friendly, knowledgeable business professional.

By analyzing the document you are able to identify problem area that can be revised, at this point you are ready for editing. Your goal here is to rewrite and reorganize the first draft to make it more interesting, flow properly, and ultimately, to be as effective as possible. This can include a variety of techniques, such as breaking up long sentences, remove unnecessary words, and revising the introduction and conclusion portions, which is what have the most impact on the reader.

In conclusion, revision literally means to "see again," to look at something from a fresh, critical perspective. It is an ongoing process of rethinking the paper: reconsidering your arguments, reviewing your evidence, refining your purpose, reorganizing your presentation and reviving an ineffective style. As stated, your ultimate goal is to enhance your clarity, effectiveness, and overall reader comprehension.

Reference: William Zinsser- UNC Professor

http://www.unc.edu/depts/wcweb/handouts/revision.html

Building Strong Relationships with Your Audience

Author: Barbara M. Chavez

It is vitally important to build a strong and positive relationship with your audience in any matter of situation. A successful company or corporation stays professional from beginning to end when addressing to their audience. A first impression is what will make or break a company or corporation, and will help open doors for them in the business world. Communicating through a via-message or seeing a person face-to-face, do not create the same image. It is much easier and effective when speaking to your audience in-person, but not always can you speak directly eye to eye. How to compose a business message?

The main factor of positive impute with a successful break-through is based on your credibility. Establishing your credibility… A good start is by questioning yourself; how reliable am I to my audience? And how much trust do I evoke in others? You are building a relationship with your audience, first impressions are what matter the most. Before your audience accepts your message, they need to know why you will benefit them.

MJB Consulting Services is well known for their 9-Steps Conquering Success Plan. Many big Corporations have executed in success, moving forward and strong with their audiences.  A corporation that uses a similar step strategy is Federal Express (FedEx), who is well known world-wide for its Purple Promise to its customers, and continues to grow with their customers and clients.

Step 1: Honesty -->The state of being honest grants you the respect from your audience. Show them that you are reliable, even if they might not seek for your services at the time.

Step 2: Objectivity --> Remain professional at all times, even if you might feel uncomfortable in an emotional situation, always be open to all sides of an issue.

Step 3: Awareness of audience needs --> Remember that they need to know how you will benefit them. Make sure that your audience knows that you are on the same page and understand what their needs are.

Step 4: Credentials, knowledge, and expertise --> Your audience wants to be assured that you’ve done your homework, as in that you have your resources.

Step 5: Endorsements --> always include facts and statements that back-up your proposals.


Step 6: Performance --> Impressing your audience with the knowledge you know and your communication skills are one thing, but your audience doesn’t want you to lure them in with just fancy talk. They want to assure that you will commit to getting the job done in a professional stage.

Step 7: Confidence --> Showing your audience that you have confidence in yourself, is the key to gaining their trust in you. Arrogance is one thing and confidence is another. Being confident will improve the way you present.

Step 8: Communication Style --> Giving sources for the information your providing your audience with is highly recommended. Your audience wants to know where you are getting your information from and confirm that it is valid.

Step 9: Sincerity --> When you are at your closing point, your audience does not want to hear remarks in which you are simply trying to get them to be on board with your proposals. Its always best to point out specific qualities.

 

"Establishing your credibility and projecting your company's image are two of the vital steps in building and fostering positive business relationships."

Read more guideslines on

your relationship with your audience:


William Arruda

http://www.selfgrowth.com/articles/Arruda5.html

Introducing the new Business Communication 2.0

Author: Jo Ann Luna

In today's society, knowing the basics of writing is not going to help you stand out in the workplace.  From writing an email at work to professional memos for fellow corporate employees, an individual's credibility may change by how one writes.  The typical techniques used in writing were taken from the Business Communication 1.0 approach; however, the newly innovated Business Communication 2.0 is proving to be a great asset to writing in the 21st century.

Two or three years ago, business communication was largely based on a broadcasting mindset.  Scripted pieces were read to the media, conversations and conferences were lecture based where one person spoke to many people.  Information went through the various positions of power, such as a hierarchy, and the information was always very structured and planned.  

In this new era, the new 2.0 approach has proved to be more effective.  This new model is more conversational and interactive. By creating a different atmosphere and communicating the message in a positive tone, the reader is more likely to interpret the message the way the writer wants them to.  Simply by changing the medium that is used and using a more discussion like tone where communication happens on a one to one basis or many to many type basis, the ability to capture the audience’s attention would be much easier.  

Also, with this new approach, new media is used as a means of communication that includes: blogs, podcasts, and wikis.  The typical e-mails and presentations are being replaced with podcasts and blogs, even Twitter and Facebook is becoming a normal way of communicating in the workplace.   Arizona Business & Money has outlined how effective Facebook and Twitter have become very convenient means of communication. They state in their article, "For retailers, the sites offer a way to communicate with customers that is less expensive than traditional advertising." 

Therefore, to sum it all up, it is quite simple; this new form of communication is taking off in today's workplace communication.

Read more:
Aizona Business & Money

http://www.azcentral.com/business/articles/2009/12/19/20091219biz-socialretail1120.html#ixzz1Pb1ioe84