Bài giảng Business and Administrative Communication - Chapter 17 Writing Proposals and Progress Reports

Chapter 17Writing Proposals and Progress ReportsChapter 17 Learning ObjectivesLO 17-1 Define proposalsLO 17-2 Brainstorm for writing proposalsLO 17-3 Organize proposalsLO 17-4 Prepare budget and costs sectionsLO 17-5 Write different proposal varietiesLO 17-6 Write progress reportsDefining ProposalsArgue for the work that needs to be done and who will do itCreated for projects that are longer or more expensive than routine workOffer a method to find information, evaluate something new, solve a problem, or implement a changeDefining ProposalsTwo goalsGet the project acceptedGet your organization accepted to do jobStress benefits for affected audiencesCompetitive proposal—compete for limited resourcesNoncompetitive proposals—have no competitionQuestions a Proposal Must AnswerWhat problem are you going to solve or opportunity do you hope to fill?Why does the problem need to be solved now or the opportunity explore now?How are you going to solve it?Can you do the work?Why should you be the one to do it?When will you complete the work?How much will you charge?What exactly will you provide?Style for ProposalsMake clear and easy to readAnticipate and answer questions audience may haveSupport generalizations with dataStress benefits throughoutUse expected formatStyle for Proposals, continuedEdit carefullyMake final check for all sections requestedEnsure that appearance gives good impressionMake sure you have chosen the correct media channel Allow enough time for production, reproduction, and administrative approvalsClass Research Proposal SectionsIntroductory paragraphProblem/opportunityFeasibilityAudienceTopics to investigateMethods/proceduresQualifications/facilities/resourcesWork scheduleCall to actionProposals for BusinessRecommends new programs or ways to solve problemsRequires considerable researchGathers information from outside organizationVarieties: Sales ProposalsUsed to sell goods or servicesMake sure you understand the buyer’s prioritiesPresent your products as solving your audience’s problemsShow benefits for each featureUse language appropriate for audienceVarieties: Sales ProposalsOrganization Scheme for Cover LetterCatch audience’s attention; summarize up to three major benefits Discuss each major benefit in order listedDeal with objections or concernsMention other benefits brieflyAsk audience to approve your proposal; give reason for acting promptlyVarieties: Business Plans and Other Funding ProposalsStress needs your project will meetShow how project will help fulfill goals of organization you are asking for fundsShow money you already have and how you plan to use money you getTypes of Progress ReportsChronologicalFocuses on what you have done and what work remainsTaskOrganizes information under the various tasks you have worked on during the periodRecommendationRecommends action:Increasing the funding or allotted time for a projectChanging its directionCanceling a project that isn’t working