Business Communication Reports, Proposal, Presentation in English ppt

How to create a professional Report, Proposal and Presentation in English. Communication skills help to plan, manage, organize, promote, innovate various marketing, management, development, construction processes, and systems. Communication skills are important to market and promote the business. Communication skills help to build and inspire people to work towards organizational goals. And communication skills is the method that a business can use to provide great customer experience. Communication skills are important to remove the communication gap between employers and employees. Communication skills help to reduce stress and improve productivity. And this is the way that inspires everyone to achieve the organizational goals effectively and happily. That’s why communication skills are very important in business management and organizations.

* PHAN KIEU DUYEN

* NGUYEN DAO NHU THUY

* PHAN KIEU DUYEN

* NGUYEN DAO NHU THUY

UNIT 4: REPORTS, PROPOSALS, AND PRESENTATIONS

C 11 • Reports and Research Basics

C 12 • Informal Business Reports

Chapter 13: Proposals, Business Plans, and Formal Business Reports

Preparing Informal Proposals

• What are Proposals?

Proposals are written offers to solve problems, provide services, or sell

C13: Proposals, Business Plans, and Formal Business Reports

Preparing Informal Proposals

Preparing Informal Proposals

Figure 13.2, an informal letter proposal to a Boston dentist to improve patient

satisfaction, illustrates the six parts of letter proposals D:\KD\CN27\HK5\2.Giao

tiep Kinh doanh\PRESENTATION\Figure 13.2.docx

C13: Proposals, Business Plans, and Formal Business Reports

What are six main components of informal proposal?

Provide necessary background Discuss the significance of the

proposal and the goals or purposes that matter to the client

Introduce the problem Your goal is to convince the reader that a

problem exists or to persuade the reader that you understand the problem completely.,

Indicate the purpose Specify why you are making the proposal and highlighting the writer’s qualifications.

1 Introduction

2 Background,

Problem, and

Purpose

Explain the proposal Present your plan for solving the problem or

meeting the need

Discuss plan management and evaluation If appropriate, tell how the

plan will be implemented and evaluated

Outline a timetable Furnish a schedule showing what will be done and

What are six main components of informal proposal?

Show project costs For most projects itemize costs Remember,

however, that proposals are contracts

Include a deadline Here or in the conclusion, present a date beyond

which the bid figures are no longer valid

Promote the qualifications of your staff Explain the specific

credentials and expertise of the key personnel for the project

Mention special resources and equipment Show how your support

staff and resources are superior to those of the competition

4 Staffing

5 Budget

Ask for approval Make it easy for the reader to authorize the

project (for example, Sign and return the duplicate copy)

6 Authorization

Request

Preparing Informal Proposals

Chapter 13: Proposals, Business Plans, and Formal Business Reports

Preparing Informal Proposals

Preparing Formal Proposals

C13: Proposals, Business Plans, and Formal Business Reports

Preparing Formal Proposals

Special components of Formal Proposal

A letter of transmittal addresses the person who is designated to

receive the proposal or who will make the final decision This

persuasive letter briefly presents the major features and benefits of

executive summary also reviews the proposal’s highlights, but it is

written for managers and should be less technically oriented

3 Abstract or

Executive

Summary

Preparing Formal Proposals

Special components of Formal Proposal

A table of contents should include all headings and their beginning

page numbers, any appendixes should be listed.

The title page includes the following items: title of proposal, name

of client organization, RFP number or other announcement, date

of submission, authors’ names, and/or the name of their organization.

executive summary also reviews the proposal’s highlights, but it is

written for managers and should be less technically oriented.

6 List of

Illustrations

Appendix A might include résumés of the principal investigators or testimonial letters Appendix B might include examples or a listing of previous projects

7 Appendix

Chapter 13: Proposals, Business Plans, and Formal Business Reports

Preparing Informal Proposals

Creating Effective Business Plans Components of Typical Business Plans

Components of Typical Business Plans

List the page numbers and topics included in your plan

Explain your reason for writing Provide your name, address, and

telephone number, along with contact information for all

principals Include a concise mission statement for your business

Describe your business explaining the reasons it will succeed.

service) For existing companies, describe the company’s founding,

growth, sales, and profit.

C13: Proposals, Business Plans, and Formal Business Reports

Creating Effective Business Plans

Components of Typical Business Plans

Explain specifically how you will run your business,including location, equipment, personnel, and management

Discuss market characteristics, trends, projected growth, customer

behavior, complementary products and services, and barriers to

entry Discuss the strengths and weaknesses of your direct and indirect competitors.

5 Market Analysis

6 Operations and

Management

Explain how much money you have, how much you will need to start

up, and how much you will need to stay in business Including all cost and fee you need to pay (permits, equipment, insurance, supplies,

advertising and promotions, salaries, tax, and so on)

7 Financial

Analysis

Provide necessary extras such as managers’ résumés, promotional materials, and product photos, sales forecast, a personnel plan, anticipated cash flow, profit and loss, and a balance sheet

8 Appendixes

Bplans.co m

Chapter 13: Proposals, Business Plans, and Formal Business Reports

Preparing Informal Proposals

Writing Formal Business Reports

Writing Formal Business Reports

Front Matter Components of Typical Business Plans

Including: (a) name of the report (in all caps); (b) name, title, and organization of the individual receiving the report; (c) author’s name, title, and organization; and (d) date submitted

Formal reports are usually enclosed in vinyl or heavy paper binders

to protect the pages and to give a professional, finished appearance

1 Cover

2 Title Page

Announce the report topic and explain who authorized it Briefly

describe the project and preview the conclusions, if the reader is supportive

3 Letter of

transmittal

C13: Proposals, Business Plans, and Formal Business Reports

Writing Formal Business Reports

Summarize the report purpose, findings, conclusions, and recommendations

Include a list of tables, illustrations, or figures showing the title of the item and its page number

Writing Formal Business Reports

Make enumerated recommendations that suggest actions for solving the problem

Explain what the findings mean in relation to the original problem

11 Appendix

Discuss, analyze, and interpret the research findings or theproposed solution to the problem

8 Body

Body and Back Matter Components of Typical Business Plans

List all sources of information used in your report

12 Works cited or

references

Chapter 13: Proposals, Business Plans, and Formal Business Reports

Preparing Informal Proposals

Final Writing Tips

● Allow sufficient time Develop a realistic timetable and stick to it.

● Finish data collection Do not begin writing until you have collected all the data and

drawn the primary conclusions For reports based on survey data, complete the tables

and figures first

● Work from a good outline A big project such as a formal report needs the order and

direction provided by a clear outline

● Provide a proper writing environment You will need a quiet spot where you can

spread out your materials and work without interruption

● Use the features of your computer wisely Use check spelling, check grammar tool

Save your document often and keep backup copies on disks or memory sticks Print out

important materials so that you have a hard copy

C13: Proposals, Business Plans, and Formal Business Reports

Final Writing Tips

● Write rapidly; revise later Record their ideas quickly and save revision until

after the first draft is completed Rapid writing encourages fluency and creativity

● Save difficult sections If some sections are harder to write than others, save

them until you have developed confidence and a rhythm working on easier topics

● Be consistent in verb tense Use past-tense verbs to describe completed actions

(for example, the respondents said or the survey showed)

Use present-tense verbs, however, to explain current actions (the purpose of the

report is, this report examines, the table shows)

When citing references, use past-tense verbs (Jones reported that)

Final Writing Tips

● Generally avoid I and we This formal style sometimes results in the overuse of

passive-voice verbs (for example, periodicals were consulted and the study was

conducted)

● Let the first draft sit After completing the first version, put it aside for a day or two Return

to it with the expectation of revising and improving it Do not be afraid to make major changes.

● Revise for clarity, coherence, and conciseness Read a printed copy out loud Make sure

that your writing is so clear that a busy manager does not have to reread any part.

● Proofread the final copy three times First, read a printed copy slowly for word meanings

and content

Then read the copy again for spelling, punctuation, grammar, and other mechanical errors

Finally, scan the entire report to check its formatting and consistency

(page numbering, indenting, spacing, headings, and so forth).

C 11 • Reports and Research Basics

BUSINESS

PRESENTATIONS

1. • Preparing

BUSINESS PRESENTATIONS

Knowing Your purpose

Knowing Your Audience

1.

TO PREPARING EFFECTIVE BUSINESS PRESENTATIONS

2 • ORGANIZING THE CONTENT

3 BUILDING AUDIENCE RAPPORT

Building Audience

Rapport Like a Pro

Effective Imagery

Analogies Metaphors, Similes Personal anecdotes Worst and best case scenarios

Verbal Signposts

Previewing Summarizing Switching directions

Noverbal Messages

Look terrific ! Animate your body Speak extemporaneously Punctuate your words Get out from behind the podium Vary your facial expression

Speaker’s Notes

1

2

Check the room

Greet members of the audience

Practise stress reduction

Control your voice and vocabulary Put the brakes on

Move naturally Use visual aids effectively Avoid digressions

Summarize your main points and arrive at the high point of your talk

After Your

Presentatio

n

Distribute handouts Encourage questions Repeat questions Reinforce your main points Keep control

Avoid Yes, but answers End with a summary and appreciation

• ORGANIZING TEAM-BASED WRITTEN AND ORAL PRESENTATIONS

Preparing to Work Together

Planning the Document or Presentation Collecting Information

Organizing, Writing and Revising Editing, Rehearsing and Evaluating

• For his presentation in Tokyo, Jon Georges spoke slowly, chose simple English, avoided jargon and cliches, used short sentences and paused frequently.

• Consider audience expectations

• And cultural conventions

consider directness( getting to the point quickly) is to be inappropriate

7.

ADAPTING PRESENTATIONS TO INTERCULTURAL AUDIENCES

Voice Mail

Announce your voice mail

Prepare a warm and informative

greeting Test your message

8.

• IMPROVING TELEPHONE AND VOICE

MAIL SKILLS

SUMMARY OF LEARNING OBJECTIVES

appropriate nonverbal.

competently.

understanding.