Communications - Chapter 13

Question 1

What are components in a formal proposals?

Answer 1

1. Introduction
2. Background, Problems, Purpose
3. Schedule
4. Staffing
5. Budget
6. Authorization

Question 2

What components are optional in informal proposal, but generally appear in formal proposal?

Answer 2

1. Copy of RFP
2. Letter of transmittal
3. Abstract or Summary
4. Title Page
5. Table of contents
6. List of figures
7. Appendix

Question 3

What is in the introduction of a proposal?

Answer 3

1. Explain why the proposal is being made.
2. Develop a persuasive “hook,” such as (a) extraordinary results; (b) low costs or speedy results; (c) an exclusive, remarkable resource; (d) a serious problem and a promise of a solution later; or (e) a key issue or benefit that represents the heart of the proposal.

Question 4

What do you do for unsolicited proposals?

Answer 4

For unsolicited proposals, describe an existing problem.

Question 5

What do you do for solicited proposals?

Answer 5

For solicited proposals, show that you fully understand the problem and its ramifications.

Question 6

What is in Proposal, Plan, Schedule?

Answer 6

1. Present your plan for solving the problem.
2. Describe implementation and evaluation.
3. Outline a schedule showing dates.

Question 7

What is in Staffing?

Answer 7

1. Explain the specific credentials and expertise of the key personnel for the project.
2. Show how your support staff and resources are superior.

Question 8

What is in the Budget, Authorization of a proposal?

Answer 8

1. Itemize costs carefully.
2. Proposals are contracts.
   Present a deadline for the bid figures.
3. Ask for approval, and make it easy to reply.

Question 9

What in the letter transmittal or executive summary of a business plans?

Answer 9

1. Explain your reason for writing.
2. Provide contact information for all principals.
3. Describe your business concisely.
4. Introduce parts of your plan.
5. Ask for support.

Question 10

What is in table of contents?

Answer 10

List topics and page numbers.

Question 11

How do you describe the company in the business plan?

Answer 11

1. Identify business form (proprietorship, partnership, corporation, and so on)
2. Specify business type (merchandising, service?)
3. For existing businesses, explain founding, growth, sales, and profit.

Question 12

How do you describe Product or service in a business plan?

Answer 12

1. Explain what you are providing and how it will benefit customers.
2. Describe why your idea is better than existing products or services.

Question 13

How do you do a market analysis in a business plan?

Answer 13

1. Discuss market characteristics, trends, and projected growth.
2. Describe customer behavior, complementary products and services, and barriers to entry.
3. Identify your customers and how you will attract, hold, and increase your market share.
4. Specify the strengths and weaknesses of competitors.

Question 14

How do you explain Operations and management in a business plan?

Answer 14

1. Explain how you will run your business: location, equipment, personnel, and management.
2. Emphasize experienced and well-trained staff and advisors.

Question 15

How do you do Financial analysis in a business plan?

Answer 15

1. Outline a realistic start-up budget.
2. Present an operating budget that projects costs.
3. Explain how much money you have and will need.

Question 16

What goes in the Appendixes of a business plan?

Answer 16

Provide extras, such as managers’ résumés, promotional materials, and product photos.

Question 17

What is in this chapter?

Answer 17

1. Preparing Proposals
2. Preparing effective business plans
3. Preparing Formal Reports
4. Preparing Report components

Question 18

How do you analyze the report problem and purpose in Formal Reports?

Answer 18

Devlop a problem question and purpose statement

Ex: Are customers satisfied with our service?
The purpose of this report is to investigate customer satisfaction and to recommend areas for improvement

Question 19

How do you anticipate the audience and issues in Formal Reports?

Answer 19

1. Consider primary and secondary audiences. What do they already know? What do they need to know?
2. Divide the major problem into subproblems for investigation.

Question 20

How do you prepare a work plan in Formal Reports?

Answer 20

1. Include problem and purpose statements.
2. Describe sources and methods of data collection.
3. Prepare a project outline and work schedule.

Question 21

How do you collect data in Formal Reports?

Answer 21

1. Search secondary sources.

2. Gather primary data.

Question 22

How do you document data sources in Formal Reports?

Answer 22

Prepare note cards or printouts citing all references (author, date, source, page, and quotation). Use one documentation format consistently.

Question 23

How do you interpret and organize the data in Formal Reports?

Answer 23

1. Arrange the collected data in tables, grids, or outlines to help you visualize relationships and interpret meanings.
2. Organize the data into an outline.

Question 24

How do you prepare graphics in Formal Reports?

Answer 24

Make tables, charts, and illustrations – but only if they serve a function. Use graphics to clarify, condense, simplify, or emphasize your data.

Question 25

How do you compose the first draft in Formal Reports?

Answer 25

1. Write the first draft knowing that you will revise it later.
   2, Use appropriate headings and transitional expressions to guide the reader.

Question 26

How do you revise and proofread Formal Reports?

Answer 26

Revise to eliminate wordiness, ambiguity, and redundancy. Look for ways to improve readability, such as bulleted or numbered lists. Proofread three times for (1) word and content meaning, (2) grammar and mechanics, and (3) formatting.

Question 27

How do you evaluate the product in Formal Reports?

Answer 27

Decide whether the report will achieve its purpose. Encourage feedback so that you can improve future reports.

Question 28

Formal report components: Front Matter

What goes in the cover and title page?

Answer 28

1. Choose a professional binder or cover.
2. Balance the following parts on the title page:
   a. Name of report in all caps
   b. Receiver’s name, title, and organization
   c. Author’s name, title, and organization
   d. Date submitted

Question 29

Formal report components: Front Matter

What goes in the letter or memo of transmittal

Answer 29

1. Announce the topic and explain who authorized it.
2. Briefly describe the project and preview the conclusions – if the reader is supportive.
3. Close by expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.

Question 30

Formal report components: Front Matter

What goes in the Table of contents?

Answer 30

Show the beginning page number where each report heading appears in the report.

Question 31

Formal report components: Front Matter

What goes in the List of figures?

Answer 31

1. Include a list of tables, illustrations, or figures showing the title of each and its page number.
2. Place the list of figures on the same page with the table of contents if possible.

Question 32

Formal report components: Front Matter

What goes in the Executive summary?

Answer 32

1. Summarize the report purpose, findings, conclusions, and recommendations.
2. Include strategic words and sentences.
3. Prepare an outline with headings.
4. Fill in your outline.

Question 33

Formal report components: Front Matter

What else goes in the Executive summary?

Answer 33

5. Begin with the purpose.
6. Follow the report sequence.
7. Eliminate nonessential details.
8. Restrict the length to no more than 10 percent of the original document.

Question 34

Formal report components: Front Matter

What goes in the Introduction?

Answer 34

1. Describe events leading to the problem or need.
2. Explain the report topic and why it is important.
3. Clarify the scope and limitations of the report.
4. Orient readers with a preview of the report structure.

Question 35

Formal report components: Front Matter

What else goes in the Introduction?

Answer 35

1. Identify who authorized the report.
2. Consider reviewing relevant literature.
3. Describe secondary and primary data sources.
4. Define key terms.

Question 36

Formal report components: Body

What goes in the body?

Answer 36

1. Discuss, analyze, and interpret the research findings or proposed solution to the problem.
2. Arrange the findings in logical segments that follow your outline.
3. Use clear, descriptive headings.

Question 37

Formal report components: Back Matter

What goes in the the conclusion and recommendations?

Answer 37

1. Explain what the findings mean in relation to the problem.
2. Make enumerated recommendations, if requested.
3. Suggest actions for solving the problem.

Question 38

Formal report components: Back Matter

What goes in the Appendix?

Answer 38

Include items of interest to some readers, such as data-gathering tools like questionnaires.

Question 39

Formal report components: Back Matter

What goes in the Works Cited or References?

Answer 39

1. List all references in “Works Cited” or “References” if footnotes are not provided.
2. Optionally, include a bibliography showing all the works cited (and perhaps consulted), arranged alphabetically.