MANG 2790- Final

Briefly describe the difference between solicited and unsolicited proposals and how you would approach them

o Unsolicited proposals are sent without requests and are used to initiate/advertise something. I'd use the indirect approach. initiative: sang kien Solicited proposals are presented as an answer to a need. I'd use the direct approach. What are the five distinct goals of communicating' A solicited proposal is when the customer asks for a proposal. They may ask verbally or they may issue a written Request for Proposals (RFP). An unsolicited proposal is when you send them a proposal they haven't even asked for because you think they should buy from you or take some action.

you can't use a person name, photograph, or other identity without permission

Doing so is considered an invasion of privacy. You can use images of people considered to be public figures as long as you don't unfairly imply that they endorse your message.

marketing messages and websites aimed at children are subject to be special

For example, online marketers must obtain consent from parents before collecting personal information about children under age 13.

marketing and sale messages are considered binding contracts in many states

If you imply or make an offer and then can't fulfill your end of the bargain, you can be sued for breach of contract

Balancing emotional and logical appeals

Imagine you're sitting at a control panel with one knob labeled "logic" and another labeled "emotion." As you prepare persuasive messages, carefully adjust each knob, tuning the message for maximum impact. Too little emotion, and your audience might not care enough to respond. Too much emotion, and your audience might think you are ignoring tough business questions or even being irrational. Look at screenshot

"Bait and switch" advertising is illegal

Trying to attract buyers by advertising a product that you don't intend to sell—and then trying to sell them another (and usually more expensive) product—is illegal.

What is an closed-ended question?

is elicit (bring out) a specific answer, such as yes or no . Don't use too many closed question in a interview, or the experience will feel more like a simple survey and won't take full advantage of the interactive interview setting.

Summarizing

is similar to paraphrasing but presents the gist of the material in fewer words than the original. An effective summary identifies the main ideas and major support points from your source material but leaves out minor details, examples, and other information that is less critical to your audience. Like quotations and paraphrases, summaries also require complete documentation of sources

What is the Yarkstick approach? go to screenshot

is useful when you need to use a number of criteria to evaluate one or more possible solutions These criteria become the "yardstick" by which you measure the various alternatives. With this approach, you begin by discussing the problem or opportunity and then list the criteria that will guide the decision. The body of the report then evaluates the alternatives against those criteria.

What is 2+4 approach?

it convinces readers of your point of view by demonstrating that everything adds up The main points in your outline are the main reasons behind your conclusions and recommendations. You support each reason with the evidence you collected during your analysis.

What is the difference between a solicited proposal and an unsolicited proposal?

Unsolicited proposals differ from solicited proposals in another important respect: Your audience may not be aware of the problem you are addressing, so your proposal must first convince readers that a problem or an opportunity exists before convincing them that you can address it. Thus unsolicited proposals generally spend considerable time explaining why readers should take action and convincing them of the benefits of doing so.

Request for Proposal (RFP)

When organizations require complex products, services, or systems, they often prepare a formal invitation to bid on the contract, called a request for proposals (RFP), which includes instructions that specify exactly the type of work to be performed or products to be delivered, along with budgets, deadlines, and other requirements.

Secondary Research

With a clear plan and careful prioritization, you're ready to conduct research, and the first step is to see whether anyone else has already done some or all of the research you need. Consulting research that was done previously for another purpose is considered secondary research. The sources for such information include print and online periodicals, online databases, books, and other research reports. (Some companies specialize in reports on particular industries, companies, technologies, market regions, and other subjects.)

analog (logical appeal)

With analogy, you reason from specific evidence to specific evidence ineffect "borrowing" from something familiar to explain something unfamiliar. For instance, to convince the executive committee to hire leadership coaches for newly promoted managers, you might say it's like hiring a nutritionist or a personal trainer to help one develop positive habits and healthy routines.

deduction (logical appeal)

With deductive reasoning, you work from a generalization to a specific conclusion. To persuade your boss to hire additional customer support staff, you might point to industry surveys that show how crucial customer satisfaction is to corporate profits.

induction (logical appeal)

With inductive reasoning, you work from specific evidence to a general conclusion. To convince your team to change to a new manufacturing process, for example, you could point out that every company that has adopted it has increased profits, so it must be a smart idea.

explain the AIDA model. Is it a one-way form of communicating?

With the AIDA model, you craft one or more messages to move recipients through the four stages of attention, interest, desire, and action. the model works well for both persuasive business messages (such as persuading your manager to fund a new project) and marketing and sales messages.

What is an open-end question?

solicit ( nai xin )opinions, insights, and information

quoting

source means you reproduce the material exactly as you found it (giving full credit to the source, of course).

action (A)

suggest the specific actions you want you audience to take. Include deadline, when applicable.

reccomendation

suggests what to do about the information. The following example illustrates the difference between a conclusion and a recommendation:

Sale message

take over at that point, encouraging potential buyers to make a purchase decision then and there.

Audience centered approach: when are reports and proposals most effective?

that reports and proposals are most effective when they are adapted to the needs and interests of their intended audiences. To ensure your own success with reports, be sensitive to audience needs, build strong relationships with your audience, and control your style and tone.

what is the fair use doctrine?

you can use other people's work only as long as you don't unfairly prevent them from benefiting as a result. Ex: if you reproduce someone else's copyrighted material in a report you're writing, even if you properly identify the source, you may be preventing the author from selling that material to your readers Copyright protections may prevent you from using some materials without obtaining permission from the copyright holder.

Primary Research

, which is collecting data and information for the first time, rather than analyzing and reusing what other researchers have found. The two most common primary research methods for business writing are surveys and interviews, the focus of this section. Other primary techniques include observation and experiments, such as test-marketing a new product.

Ways to evaluate the quality of your sources

1) does the source have reputation for honesty and reliability 2) is the source potentially biased? 3) what is the purpose of material' 4) is the author credible? 5) where did the source get its information? 6) can you verify the material independently? 7) is the material current? 8) are all claims supported with evidence? 9) do the sources claims stand up to logical scrutiny(examine)?

What is a key resource that libraries have?

1) newspaper and periodicals 2) business book 3) directories 4) almanacs and statistical resources 5) government publications 6) databases

How to balance emotional and logical appeals

1) the actions you hope to motivate 2) your readers expectations 3) the degree of resistance you need to overcome 4) your position in the formal and informal power structure of the organization

List four aspects of audience sensitivity

1) adopting the "you" attitude,: Reports and proposals that are highly technical, complex, or lengthy can put heavy demands on readers, so the "you" attitude takes on special importance with these messages. 2) maintaining a strong sense of etiquette, 3) emphasizing the positive, 4) using bias-free language

2) providing reasons and additional information (Direct Approach)

-the extent of your explantation depends on the nature of the news and your relationship with the reader For ex: if you want to preserve a long-standing relationship with an important customer, a detailed explanation could well be worth the extra effort such a message would require. -in some situations that explain negative news is not appropriate or helpful. In order to maintain your relationship with the reader, you should explain why you cant provide information -Apology or not? depend! some people think that is expression of sympathy or some people think it admit the fault and take responsible - Some experts have advised that a company should never apologize, even when it knows it has made a mistake, because the apology might be taken as a confession of guilt that could be used against the company in a lawsuit. -HOWEVER, effective apology can help repair and improve a company reputation Steps for Apology: 1) the apology should be deliver by someone whose position in the organization corresponds with the gravity of the situation 2)The apology needs to be REAL 3) Apology need to be delivered quickly, particularly, in social media age 4) media and channel choices are crucial- The right choice can range from a private conversation to a written message posted or distributed online to a public press conference, depending on the situation.

Type of buffer

1) agreement: find a point on which you and the reader share similar views 2) appreciation: express sincere thanks for receiving something 3) cooperation: convey your willingness to help in any way you realistically can 4) fairness: Assure the reader that you've closely examined and carefully considered the problem, or mention an appropriate action that has already been taken. 5) good news: Start with the part of your message that is favorable. 6) praise: find an attribute or an achievement to compliment. 7) resale: Favorably discuss the product or company related to the subject of the letter. 8) understand: Demonstrate that you understand the reader's goals and needs.

Closing on a respectful note (indirect approach)

1) avoid an uncertain conclusion 2) manage future correspondence 3) express optimism, if appropriate 4) be sincere

List two ways to reinforce (strengthen) your position in a persuasive message.

1) choose words wisely: to trigger the desired responses, 2) phrases

Marketing and sales messages must be truthful and nondeceptive

. The FTC considers messages to be deceptive if they include statements that are likely to mislead reason- able customers and those statements are an important part of the purchasing decision. Failing to include important information is also considered deceptive. The FTC also looks at implied claims—claims you don't explicitly make but that can be inferred from what you do or don't say.

3) Continuing with a clear statement of bad news (indirect approach)

1) . State the negative news clearly, and then make a smooth transition to any positive news that might balance the story. 2) Second, if appropriate, use a conditional (if or when) statement to imply that the audience could have received, or might someday receive, a favorable answer ("When you have more managerial experience, you are welcome to reapply"). Such a statement could motivate applicants to improve their qualifications 3) emphasize what you can do or have done rather than what you cannot do. Say "We sell exclusively through retailers, and the one nearest you that carries our merchandise is . . ." rather than "We are unable to serve you, so please call your nearest dealer."

AIDA approach have limitations

1) AIDA is a unidirectional method that essentially talks at audiences, not with them. 2) Second, AIDA is built around a single event, such as asking an audience for a decisionsion rather than on building mutually beneficial long term relationship

What considerations do you have when deciding on the correct approach?

1) Do you need to get the reader's attention immediately? If the situation us emergency, or if someone has ignored repeated messages, the direct approach can help you get attention quickly 2) Does the recipient prefer a direct style of communications? Some recipients prefer to direct approach no matter what, so if you know this, go with direct 3)How important is this news to the reader? For minor or routine scenarios, the direct approach is nearly always best. However, if the reader has an emotional investment in the situation or the consequences to reader are considerable, the indirect approach is often better, particularly if the bad news is unexpected 4) will the bad news come as a shock? The direct approach is fine for many business situation in which people understand the possibility of receiving bad news. However, if the bad news might come as a shock to readers, use the indirect approach to help them prepare for it

List at least four ways heading can improve a document

1) Headings improve a document's readability and are especially useful for identifying the framework of a report. 2)They also visually indicate shifts from one idea to the next and, when used in a combination of levels, help readers see the relationship between subordinate and main ideas. 3) In addition, busy readers can quickly understand the gist of a document simply by scanning the headings. 4) In online reports, headings serve all these functions, plus they can be used to provide links to other sections and other websites. If you have three levels of headings in a report, for example, you might use 20-point bold type for the first- level headings, 16 points for the second level, and 12 points for the third level:

What are legal considerations

1) Marketing and sales messages must be truthful and nondeceptive (not misleading in advertise) 2) you must back up your claims with evidence 3) "Bait and switch" advertising is illegal 5) marketing messages and websites aimed at children are subject to be special 6) marketing and sale messages are considered binding contracts in many states 7) in most case, you can't use a person name, photograph, or other identity without permission

List four things you must use correct documentation for

1) Most word-processing programs can automatically track and number endnotes for you, and you can use the "table of authorities" feature to create a bibliography tieu su of all the sources you've used. 2) A wide variety of citation management or reference management tools are available with popular web browsers. 3)You may document your sources through footnotes, endnotes, or some similar system. 4)Whatever method you choose, documentation is necessary for books, articles, tables, charts, diagrams, song lyrics, scripted dialogue, letters, speeches, and anything else you take from someone else, including ideas and information that you've re-expressed through paraphrasing or summarizing

What three basic categories do analytical reports fall into?

1) Reports to assess opportunities: 2) Reports to solve problems 3) Reports to support decisions

What are the five main goals of delivering negative news?

1) To convey the bad news (deliver) 2) To gain acceptance of the bad news 3) to maintain as much of your audience's goodwill as possible 4) to maintain a good image for your organization 5) to reduce or eliminate the need for future correspondence on the matter, if appropriate

List techniques that help you emphasize your credibility, especially with hostile or skeptical audiences.

1) use simple language to avoid suspicions of fantastic claims and emotional manipulation 2) provide objective evidence for the claims and promises you make 3) identify your information sources 4) establish common ground by emphasizing beliefs, attitudes, and experiences you have in common with the audience. 5) Be objective and present fair logical arguments 6) display your willingness to keep your audience's best interest at heart 7) persuade with logic, evidence, and compelling narratives, rather than trying to coerce with high pressure, "hard sell" tactics 8) persuade possible, try to build your credibility before you present a major proposal or ask for a major decision. that way, audiences don't have to evaluate both you and your message at the same time

IADA Model (4 phase)

1)Attention. 2)Interest. 3)Desire. 4)Action:

1) Buffer (indirect approach)

A message using the indirect approach open with a buffer: a neutral statement that establishes common ground with the reader without revealing the main idea. Example of common ground: Our department shares your goal of processing orders quickly and efficiently. Example of poor common ground As a result of the last downsizing, every department in the company is running shorthanded. (this show negative consquence) A good buffer: 1) express your appreciation for being considered (if you are responding to a request) 2) assure reader your attention to the request or indicate your understanding of the reader needs 3) need to be relevant and sincere A poor buffer: 1) dismiss the reader concerns, 2) divert attention from problem with insincere flattery or irrelevant material 3) mislead the reader into thinking your message actually contains good news

using the direct approach for negative news,

A negative message using the direct approach opens with the bad news, proceeds to the reasons for the situation or the decision, and ends with a positive statement aimed at maintaining a good relationship with the audience. Steps for direct approach 1) Opening with a clear statement of the bad news 2) providing reasons and additional information 3) Closing on a respectful note

you must back up your claims with evidence

According to the FTC, offering a money-back guarantee or providing letters from satisfied customers is not enough; you must still be able to support claims for your product with objective evidence such as a survey or scientific study. If you claim that your food product lowers cholesterol, you must have scientific evidence to support that claim.

3) Closing on respectful note (Direct Approach)

After you've explained the negative news, close the message in a manner that respects the impact the news is likely to have on the recipient. If appropriate, consider offering your readers an alternative solution if you can and if doing so is a good use of your time. Look for opportunities to include positive statements, but avoid creating false hopes or writing in a way that seems to suggest to the recipient that something negative didn't happen. Ending on a false positive can leave readers feeling "disrespected, disregarded, or deceive In situations where you're responding after a mistake was made, an important aspect of a respectful close is describing the actions being taken to avoid similar mistakes in the future. Offering such explanations can underline the sincerity of an apology because doing so signals that the person or organization is serious about not repeating the error.

2) Providing reasons and additional information (indirect approach)

An ideal explanation section leads readers to your conclusion before you come right out and say it. In other words, the reader has followed your line of reasoning and is ready for the answer.

In what key way to analytical reports differ from informational reports?

Analytical reports and proposals are almost always written in response to a perceived problem or a perceived opportunity. A clear statement of this problem or opportunity helps frame the communication challenge by identifying what you're going to write about, but it's insufficient to guide your writing efforts Informational reports often address a predetermined need and must meet specific audience expectations. For example, you may be asked to write reports that verify your company's compliance with government regulations, that summarize sales, or that monitor a process—all of which have audiences who expect certain information in a certain format. With other informational reports, you will need to uncover audience needs before you can define the optimum purpose.

example of AIDA for sales messages

Attention: Attention is usually grabbed by the use of image, color, layout, typography, size, celebrity, model etc Interest: Once attention is grabbed, it's necessary to create interest in the viewers mind so that they will read more about the brand being advertised. By the use of an attractive sub head, interest can be invoked Desire: The element of desire is usually created by the use of body copy where you write in detail about the necessity of buying the brand, thereby explaining the features of the brand, facts and figures Action: Towards the end, the contact information of the brand will be given where they expects the viewers to take action immediately. It can be in the form of shop address, toll free numbers or website address

2+2=4 is best use for analytical report

Because of its natural feel and versatility, the 2 + 2 = 4 approach is generally the most persuasive and efficient way to develop an analytical report for skeptical readers. When organizing your own reports, try this structure first. You'll find that many business situations lend themselves nicely to this pattern of logical argumentation

What functions does documenting your sources serve?

Documenting the sources you use in your writing serves three important functions: 1) It properly and ethically credits the person who created the original material, 2) it shows your audience that you have sufficient support for your message 3) it helps your readers explore your topic in more detail, if desired.

what are selling points and benefits?

Determining key selling points and benefits. With some insight into audience needs and the alternatives offered by your competitors, your next step is to decide which features and benefits to highlight

1) Report to assess opportunities (analytical reports)

Every business opportunity carries some degree of risk and requires a variety of decisions and actions in order to capitalize on the opportunity. For instance, market analysis reports are used to judge the likelihood of success for new products or sales initiatives by identifying potential opportunities as well as competitive threats and other risks. Due diligence reports examine the financial aspects of a proposed decision, such as acquiring another company.

3) Reports to support decisions (analytical reports)

Feasibility reports are called for when managers need to explore the ramifications of a decision they're about to make (such as replacing an advertising agency or switching materials used in a manufacturing process). Justification reports justify a decision that has already been made.

What are information gaps?

Focus your research by identifying the most important gaps in your information. Find specific information you need to write. technique such as information gap analysis, you will get a clear idea of the information you truly need to collect. your problem statement frames the purpose of your research, but it doesn't usually tell you what specific information you need to find. Your next task is to dig deeper to discover the information gaps that need to be filled through research. You or someone in your company may already have some of the information you need, and you don't want to waste time or money gathering the information you already have.

what facts should be in conclusion?

For a conclusion to be sound, it must meet two criteria. 1) First, it must be based strictly on the information in your report. You shouldn't introduce any new information in your conclusion. (If something is that important, it belongs in the body of the report.) Also, you can't ignore any of the information you've presented, even if it doesn't support your conclusion. 2) Second, the conclusion must be logical, meaning it must follow accepted patterns of inductive or deductive suy luan reasoning. Conclusions that are based on unproven premises, appeal to emotion, make hasty generalizations, or contain any other logical fallacies are not valid.

desire (D)

Help audience members embrace your idea by explaining how the change will benefit them and answering potential objections

What are assumptions you have about your audience when delivering negative news?

How would the audience feel and react to this news? How it is important to the audience? How to make sure you don't hurt the audience feeling Send All the details to make sure the audience know what going on to show that you respect them?

What approach would you use for an accepting audience for an informational report? For an analytical report? What if the audience was hositle? (not sure )

I would use direct approach for an accepting audience for an informational report because informational report need to meet specific expectation. Analytical: I would use direct approach for analytical report because the direct approach is a series of statements summarizes the conclusions reached in relation to each main topic. When you expect your audience to agree with you, use the direct approach to focus atten- tion on conclusions and recommendations. If the audience was hositle, i would use indirect approach. go to screenshot

How does clarity figure into persuasion?

In defining your purpose, make sure you're clear about what you really hope to achieve. Suppose you want to persuade company executives to support a particular research project. But what does "support" mean? Do you want them to pat you on the back and wish you well? Or do you want them to give you a staff of five researchers and a $1 million annual budget?

What approach might help the audience accept high-impact negative news?

Indirect approach might help the audience accept high impact negative news because it is helps the readers to prepare for hearing the bad news by presenting the reasons first. The purpose of this approach is to ease the blow and help readers accept the situation. When it is done well, it is good example of audience orientated communication crafted with attention to ethics and etiquette. Showing consideration for the feeling of others is never dishonest YOU gotta show the audience that you respect them

2) Reports to solve problems (analytical reports)

Managers often assign troubleshooting reports when they need to understand why something isn't working properly and what can be done to fix the situation. A variation, the failure analysis report, studies events that happened in the past, with the hope of learning how to avoid similar failures in the future.

what is the difference between marketing and sale message?

Marketing messages focus on such tasks as introducing new brands to the public and encouraging customers to visit websites for more information, whereas sales messages make an explicit request for people to buy a specific product or service.

1) Opening With a Clear Statement of the Bad News (Direct Approach)

No matter what the news is, come right out and say it, but maintain a calm, professional tone that keeps the focus on the news and not on individual failures or other personal factors. Also, if necessary, explain or remind the reader why you're writing.

What is the difference between "Need to know" and "Nice to know"?

Only prioritizing research needs Prioritizing your research needs is important because you won't have the time or money to answer every question you might have. Moreover, if you'll be using interviews or surveys, you'll need to limit the number of questions you ask so that you don't consume more time than people are willing to give. One simple way to prioritize is to divide your questions into "need to know" and "nice to know" and then THROW out all the "nice to know" questions.

define persuasion

Persuasion is an attempt to change an audience's attitude, beliefs, or action

How do you address risks when preparing analytical reports?

Reports to assess opportunities: Every business opportunity carries some degree of risk and requires a variety of decisions and actions in order to capitalize on the opportunity. For instance, market analysis reports are used to judge the likelihood of success for new products or sales initiatives by identifying potential opportunities as well as competitive threats and other risks. Due diligence reports examine the financial aspects of a proposed decision, such as acquiring another company.

how can emotion be involved in communicating negative news?

Senders need to manage their own emotions and consider the emotional state of their audiences. Be careful what you write when you are trying to deliver negative news. For example, the employees who are losing their jobs are likely to experience fear about their futures and possibly a sense of betrayal. The employees who are keep their job are likely to feel anxiety about the long term security of their jobs, the ability of company management to turn things around, and level of care and respect the company has for its employees

AIDA for indirect approach

The AIDA model is tailor-made for using the indirect approach, allowing you to save your main idea for the action phase When your AIDA message uses the indirect approach and is delivered by memo or email, keep in mind that your subject line usually catches your reader's eye first. Your challenge is to make it interesting and relevant enough to capture the reader's attention without revealing your main idea. If you put your request in the subject line, you might get a quick no before you've had a chance to present your arguments example of good subject line: Reducing the cost of customer support inquiries

How does WIIFM figure in to persuasion?

The best persuasive messages are closely connected to your audience's desires and interests To understand and categorize audience needs, you can refer to specific information, such as demographics (the age, gender, occupation, income, education, and other quantifiable characteristics of the people you're trying to persuade) and psychographics (personality, attitudes, lifestyle, and other psychological characteristics). When analyzing your audiences, take into account their cultural expectations and practices so that you don't undermine your persuasive message by using an inappropriate appeal or by organizing your message in a way that seems unfamiliar or uncomfortable to your readers unfamiliar or uncomfortable to your readers The most effective main ideas for persuasive messages have one thing in common: They are about the receiver, not the sender. For instance, if you're trying to convince others to join you in a business venture, explain how it will help them, not how it will help you

how can you anticipate (guess) objections?

The best way to deal with audience resistance is to anticipate as many objections as you can and address them in your message before your audience can even bring them up

What is an ethical issue regarding the timing of delivering negative news?

The challenge of sending and receiving negative messages can tempt one to delay downplay, or twist the bad news. However, doing so may be unethical and even illegal. Effectively sharing bad news within an organization requires commitment from every one involved. Employees must commit to sending messages when necessary and doing so in timely fashion, even when that is unpleasant or difficult. Employees who observe unethical or illegal behavior within their companies and are unable to resolve the problems through normal channels may have no choice but to resort to whistle blowing, expressing their concerns internally through social media or the news media if the perceive no other options.

Using indirect approach with negative news

The indirect approach helps prepare readers for the bad news by presenting the reasons for it first. , the purpose of this approach is to ease the blow and help readers accept the situation. Steps: 1) Open with a buffer 2) Providing reasons and additional information 3)Continuing with a clear statement of the bad news 4) Closing on a respectful note

Briefly discuss an issue that you would consider differently when delivering negative news to an internal audience, as compared to delivering it to an external audience.

The messages described in previous section deal with internal matters or individual interactions with external parties. From time to time, managers must also share negative information with public at large, and sometimes respond to negative information as well Most of these scenarios have unique challenges that must be addressed on a case by case basis, but the general advice offered here applies to all of them negative organizational messages to external audiences can require extensive planning

What is a good way to start your research?

To maximize your chances of finding useful information and to minimize the time you spend looking for it, follow these planning steps: Familiarize yourself with the subject so that you can frame insightful questions. Give yourself some unstructured time at the beginning of the project to explore the general subject area, perhaps by reading industry publications and blogs, searching for trending topics on Twitter, visiting competitors' websites, and interviewing experts within your organization

When responding to an RFP, what extras should you include?

To write a proposal in response to an RFP, begin by reviewing the requirements. Next, define the scope of the deliverables, determine the methods and procedures to be used, and estimate time requirements, personnel requirements, and costs. Then put it all in writing—exactly as specified in the RFP, following the precise format it requires and responding meticulously ti mi to every point it raises. RFP scan seem surprisingly picky, even to the point of specifying the paper size for the proposal and the number of copies to send, but you must follow every detail.

Can you include positive news in a negative message? If so, when?

Yes, you can. It is when your can suggest the employees what kind of job they can get after leave your workplace You can tell the audience the sell of car can get back to normal with high profit,we don't have to lay off the employees.It can help to persuade worker to work harder

Paraphrasing

You can often maximize the impact of secondary material in your own writing by paraphrasing it—restating it in your own writing by paraphrasing it- restating it in your own words and sentence structures.

Conclusion

is a logical interpretation (explantation) of the facts and other information in a report.

Unsolicited proposals

are created by organizations attempting to obtain business or funding without a specific invitation from a potential client. Such proposals may also be initiated by employees or managers who want to convince company insiders to adopt a program, a policy, or an idea. In other words, with an unsolicited proposal, the writer makes the first move.

Solicited proposals

are generally prepared at the request of external parties that require a product or a service, but they may also be requested by such internal sources as management or the board of directors.

Benefits

are the particular advantages purchasers can realize from those features. Benefits can be practical, emotional, or a combination of the two.

logical appeal

calls on reasoning and evidence. The basic approach with a logical appeal is to make a claim based on a rational argument, supported by solid evidence. When appealing to your audience's logic, you might use three types of reasoning: 1)analog 2) induction 3) deduction

attention (A)

catch the readers eye or ear Your first objective is encourage your audience to want to hear about your problem, idea, or new product- whatever your main idea is. Be sure to find some common ground on which to build you case

how does choose your word wisely help to reinforce your position in persuasive message?

examine your language. Can you find more powerful words to convey your message? For example, if your company is in serious financial trouble, talking about fighting for survival is a more powerful emotional appeal than talking about ensuring continued operations. As with any other powerful tool, though, use vivid language and abstractions carefully and honestly. In addition to examining individual word choices, consider using metaphors and other figures of speech. If you want to describe a quality-control system as being designed to detect every possible product flaw, you might call it a "spider web" to imply that it catches everything that comes its way. Similarly, anecdotes (brief stories) can help your audience grasp the meaning and importance of your arguments. Instead of just listing the number of times the old laptop computers in your department have failed, you could describe how you lost a sale when your computer broke down during a critical sales presentation.

proposal report

feature persuasive requests for decisions or act · Internal proposals: request decisions from managers within the organization (Funding proposals, general project proposals) External proposals: request decisions from parties outside the organization (investment proposals, grant proposals, sale proposals

selling points

focus on what the product does most attractive features of a product

marketing message

guide potential buyers through the purchasing process without asking them to make an immediate decision.

what make a survey reliable?

if it produces identical results when repeated.

example of anticipate objections

if you know that your proposal to switch to lower-cost materials will raise concerns about product quality, address this issue head-on in your message. If you wait until people raise the concern after reading your message, they may gravitate toward another firm before you have a chance to address their concerns. By bringing up such potential problems right away, you also demonstrate a broad appreciation of the issue and imply confidence in you message. This anticipation is particularly important when you're not delivering a message in person and won't have the opportunity to detect and respond to objections on the spot.

what are the three type of reports?

information reports analytic reports proposal reports

information reports

offer data, facts, feedback, and other types of information, without analysis or recommendations · Reports to Monitor and Control Operations: provide feed and other information for decision making (plans, operating reports, personal activity reports) · Report to implement Policies and Procedures: communicate organizational rules and positions (guidelness, position papers) · Report to demonstrate compliance: provide information to show regulations or other authorities that the company meet formal requirements · Report to document progress: provide managers or customers with information on project status.

analytic reports

other information and analysis can also include recommendations · Reports to Assess opportunities: explain the risks and rewards of choosing a course of choosing a course of action (market analysis reports, due diligence reports) · Report to solve problems: analyze problems and (optionally) suggest solutions (troubleshooting reports, failure analysis reports) · Report to support decisions: judge the merits of past or future decisions (feasibility reports, justification reports

interest (I)

provide additional details that prompt audience members to imagine how the solution might benefit them.

what facts should be included in the reccomendation?

recommendations must be based on logical analysis and sound conclusions. They must also be practical and acceptable to your readers—the people who have to make your recommendations work. Finally, when making a recommendation, be certain you have adequately described the steps that come next. Don't leave your readers wondering what they need to do to act on your recommendation

emotional appeal

the emotional appeal calls on audience feelings and sympathies rather than on facts, figures, and rational arguments. For instance, you can make the word freedom evokes strong feelings, as do words such as success, prestige, compassion, security, and comfort. Such words can help put your audience members in a positive frame of mind and help them accept your message. However, emotional appeals in business messages aren't usually effective by themselves because the audience wants proof that you can solve a business problem. Even if your audience members reach a conclusion based primarily on emotions, they'll look to you to provide logical support as well.

example of how Selling points and benefits work

the feature of a thin, flexible sole in a running shoe offers the practical benefit of a more natural feel while running. In contrast, the visual design features of the shoe offer no practical benefits but can offer the emotional benefit of wearing something stylish or unusual.

What makes a survey valid?

what it's intended to measure. To conduct a survey that generates reliable and valid results, you need to choose research participants carefully and develop an effective set of questions.