Business Communication Ch13 – Flashcards
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Proposal
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a written offer to solve problems, provide services, or sell equipment this responds to a request for proposals
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6 Components of an Informal Proposal
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Intro Background/problem/purpose Proposal/plan/schedule Staffing Budget Authorization Request
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Introduction of a Proposal
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1. Hint at extraordinary results 2. Promise low cost or speedy results 3. Mention a remarkable resource available only to you 4. Identify a serious problem 6. Specify key issue or benefit at heart of proposal
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Mind Mapping
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involves generating ideas around a single word and grouping those ideas into major and minor categories creates a web of relationships
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Goal of an unsolicted proposal
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convince reader that a problem exists so in the background section you must use more details
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Goal of solicted proposal
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to persuade the reader that you understand the problem so you will repeat the language from the request for proposal
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Proposal, plan, and schedule
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want to disclose enough info to secure the contract without giving away so much info that your services aren't needed tell what you propose to do and how it will benefit the reader
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Staffing section of the proposal
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describes the credentials and expertise of the project leaders and supporting staff As well as other resources like computer facilities
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Budget Section of Proposal
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1. prepare it carefully b/c it represents a contract 2. you cant change the price later 3. Should include a deadline for acceptance to protect you from rising cost 4. Can itemize costs or have total sum
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Authorization Request in Proposal
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should remind reader of key benefits and motivate action might include a deadline beyond which the offer is invalid a lot of times there is some negotiation before final contract is awarded
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What are the extra components added to the informal components in a formal proposal
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Copy of RFP Letter of Transmittal Abstract or Executive Summary Title Page Table of Contents List of Illustrations Appendixes
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Letter of Transmittal in Proposal
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addresses the person designated to receive the proposal or who will make the final decisiosn describes how you learned about he problem or how the proposal responds the the RFP briefly present major features and benefits of your proposal and assure that you are authorized
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Abstract or Executive Summary in Proposal
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Abstract summary of a proposals highlights Abstract intended for specialist or technical readers so should be less technical Executive summary is for managers Executive summary tends to be a little longer than abstract. Contains brief summary of proposals highlights Formal proposals may contain one or both
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What info goes in appendix
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ancillary material of interest to only some readers
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Grant Proposal
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formal proposal submitted to gov't or civilian organization that explains a project, outlines its budget and request money in the form of a grant very similar to formal proposal
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Components of Business Plan
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Letter of Transmittal Mission Statement Executive Summary Table of Contents and Company Description Product or Service Description Market Analysis Operations and Management Financial Analysis Appendixes
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Letter of Transmittal in Business Plan
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provides contact info fora ll principals and explains your reason for writing should include a summary of the market, a brief not about the competition, and explanation of why your plan is worthy
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Mission Statement Definition
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Explains the reason an organization or program exists
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Goals of Mission Statement
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1. Easily understood 2. Free of complex words and buzz words 3. Concise, memorable, and simple 4. Unique in distinguishing a business or program
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Executive Summary of Business Plan
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highlights the main points but should not exceed two pages concludes by introducing the parts of the plan and asking for financial backing
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Formal Report Definition
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document in which writer analyzes findings, draws conclusions, and makes recommendations to solve the problem
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Formal Business Report Components
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Cover Title Page Letter of Transmittal Table of Contents List of Figures Executive Summary Intro Body Conclusion Recommendations Appendix References
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Letter or Memo of Transmittal in a Formal Report
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uses direct strategy usually less formal than report itself announces topic and tells how it was authorized briefly describes topic highlights findings, conclusion, and recommendations closes with appreciation, instructions for actions, acknowledgement of help, or offers assistance in answering questions
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Executive Summary of Formal Report
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Look for strategic words and sentences prepare outline with headings fill in outline begin with purpose follow the report sequence eliminate nonessential control length
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What does a good formal introduction cover
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background problem/purpose significance scope organization
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What might you add to intro
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authorization literature reviews sources and methods definition of key terms
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the introduction to a proposal typically:
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highlights the writers qualifications
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The staffing section of an informal proposal may:
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Include resumes of key people
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Formal proposals differ from informal proposals in:
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size and format
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Title Page should include:
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Authors name and name of clients organization RFP number or other announcements Date of submission
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Most accurate statement about table of contents
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table of contents should include all headings and their beginning page numbers
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Executive Summary of a Business Plan Should:
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include a concise mission statement for its business type provide your name and contact info introduce the parts of your business plan and ask for support
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For existing companies the company description section should describe:
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the company's founding, growth, sales, and profits
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Are investors only looking for unique produces and services
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no
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What should the product/service section explain
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why your produce or service is better than existing products or services
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What would appear in market analysis section of a business plan
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discussion of customer behavior overview of complementary products/services explanation of how you will attract, hold, and increase your market share
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What do many investors consider to be the most important factor in assembling business potential
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whether your management team can implement the business plan
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Financial analysis section of a business plan should
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explain how much money you already have
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What gov't agency is most useful for advice on writing business plans
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the small business administration
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Are formal reports for external audiences only
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no
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Title Page Includes (in order)
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Report title Name of person receiving the report Authors name Date of submission
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Example of a Statement that is not appropriate for a transmittal letter or memo
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The questionnaire shown here was used to collect data for this report
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Table of Contents for a short formal report should:
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Include all headings
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Body of formal report
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discusses, analyzes, interprets, and evaluates the research findings or solution to the initial problem
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To avoid sound repetitious in a formal report:
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vary your presentation of the info slightly
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What section of a formal report tells what the findings mean
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the conclusion
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Expert report writers advise:
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recording ideas quickly and saving revisions until after the first draft is complete
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Are most proposals external
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Yes
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True or False: Most proposals are unsolicited
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false
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Example of an effective opening for an informal proposal
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we are pleased to submit this proposal describing how our computer consulting service can help you increase the efficiency and productivity of your staff
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Example of an appropriate statement to include in the letter of transmittal accompanying a formal proposal
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This bid will be in effect until July 23, 2009
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Should the executive summary be more technically oriented than an abstract summary
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no
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If you have only one illustration do you need to include a list of figures
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no
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Do formal proposals always have to be in writing
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no
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Do formal reports and formal proposals both make offers
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no
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after writing the first draft of a report should you put it aside for a day or two before revising it
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yes
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Purpose of a report cover
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to give the report a professional, finished appearance
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Are formal reports written for external readers only?
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no
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Are formal reports written for external readers only?
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no
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Are formal reports written for external readers only?
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no
