10: Understanding and Planning Reports and Proposals
10–14
or letters, and page jumps. For websites, they will need URLs, page titles, and access
dates. (LO 10.2; AACSB: Written and oral communication)
10-14. Student responses will vary based on their topic and Tweet selection. Email to instructor
10-15. Directories in the library, Encyclopedia of Associations (LO 10.3; AACSB: Written and
oral communication)
10-17. Market Share Reporter (LO 10.3; AACSB: Written and oral communication)
10-19. Hoover’s Online, Internet search engines (many of which have stock performance data on
public firms) (LO 10.3; AACSB: Written and oral communication)
10-21. Statistical Abstract of the United States (LO 10.3; AACSB: Written and oral
communication)
10-23. Before developing specific questions, students should consider the questionnaire’s
purpose, its length, and whether it will be completed on the spot or completed and mailed
in later. Because one of the chief issues is the length of the movie, the questionnaire
10-24. First, students should realize that ignoring signs of impatience would be the wrong move.
They could be labeled a time-waster, out of tune with the company’s priorities. Most
executives juggle many tasks during a typical day, and many of them were propelled up
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10-26. Answers will vary depending upon the article that is selected. The choice of approach
10-27. A sample outline might look like this:
I. Planning
a. Assess the situation
b. Account for all hazards
c. Think first about the basics of survival
II. Communication
a. Involve coworkers in discussion
b. Evaluate which staff are essential for business to continue operating
c. Maintain contact with staff
d. Inform public in case of closure
III. Safety
a. Shelter in place or evacuate
b. Secure the area
c. Reduce food supplies
10-28. A sample outline might look like this:
I. Availability of parking places
A. Inadequate student spaces at critical hours
B. Motorcycles taking up full spaces
C. Spaces (usually empty) reserved for college officials
D. Inadequate total space
II. Security problems
A. Inadequate attempts to keep neighborhood residents from occupying
spaces
B. Discourteous security officers
C. Vandalism to cars and a sense of personal danger
D. Residents’ harassing of students who park on the street in front of
neighboring houses
10: Understanding and Planning Reports and Proposals
10–16
III. Parking fees
A. Full fees charged to night students who use the lots during low-demand
periods
B. Relatively high parking fees
IV. Maintenance of lots
A. Poor night lighting near computer center
10-29. Focusing on logical arguments using the yardstick approach would be a good choice for
this report (establishing criteria for an attractive market and then judging both markets
10-31. Focusing on recommendations is a good choice; the objective is clearly positive, so the
reader will be receptive. (LO 10.6; AACSB: Written and oral communication)
10-34. When reviewing students’ work, look for their ability to define the problem and break it
into smaller components for analysis (if appropriate). To keep the exercise manageable,
students will eliminate extensive research, which they should be able to accomplish either
through team brainstorming (using the questions described in the chapter for planning
analytical reports) or through problem factoring (looking for cause-and-effect
EXPAND YOUR SKILLS
Critique the Professionals: It may be helpful to review the chapter material on information
architecture before students begin the exercise. Their analyses should clearly distinguish among
the differing needs, biases, and perspectives of each group of website users. Discourage students
from taking an uncritical approach (for example, “everything looks good”) to any of the sites
they review. (LO 10.1; AACSB: Written and oral communication)
10: Understanding and Planning Reports and Proposals
10–17
Sharpen Your Career Skills Online: This exercise calls upon students to use Bovée and Thill’s
Business Communication Web Search to find an online source of advice about conducting
research for business reports. Students will summarize the content of this source in an email to
the instructor, or as a post for the class blog. In either case, the conventions for communicating in
the particular medium should be observed, and the summary should clearly and effectively
convey the information that was learned. (LO 10.1; AACSB Tag: Written and oral
communication)
CASE SOLUTIONS
On the following pages are suggested solutions for this chapter’s cases.
10-35. Message Strategies: Informational Reports
Responses will vary, but they should be sure to follow the conventions of a good informational
10-36. Message Strategies: Informational Reports
Responses will vary, but should be sure to follow the conventions of a good informational report:
10-37. Message Strategies: Informational Reports
Responses will vary, but should be sure to follow the conventions of a good informational report:
10-38. Message Strategies: Informational Reports
The audience for this information report will be interested, so the direct approach is appropriate.
The memo should include information on progress the student has made thus far and on his or
her plan for completing the remaining requirements.
The purpose of the memo report should be clearly identified in the first paragraph. Information in
the report should be presented in a straightforward manner. Developing a preliminary outline
will assist in planning coverage of necessary information.
10: Understanding and Planning Reports and Proposals
10–18
The reader will be interested in points such as the number of semesters the student has been in
school, the number of courses typically taken each semester, and the number of courses
remaining. As students assess the number of courses remaining, they will need to research the
course offerings carefully and consider their own financial situations. They should research
answers to such questions as the following: What prerequisites must be completed for each of the
remaining courses? How will such prerequisites affect the number of semesters I will need to
complete the work? How will my progress be affected by courses offered only once a year or
only in certain terms? They must also address how working part- or full-time may affect their
10-39. Message Strategies: Informational Reports; Media Skills: Wiki Writing
When considering the use of social media in the workplace, students will find varying elements
to include in this exercise. Topics that could be included are:
Advantages:
• Encourages teams and other groups to collaborate on writing projects, from brief articles
to long reports and reference works.
Disadvantages:
• Takes time away from other work duties.
• Allows negative comments to run rampant, if not monitored correctly to ensure
10-40. Message Strategies: Informational Reports
Students should bear in mind that while their individual experiences may be unique, they are all
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10-41. Message Strategies: Online Content
Students will select varying topics to highlight based on their personal experience in selecting a
10-42. Message Strategies: Analytical Reports
You might encourage students to “step outside themselves” for this assignment as a way to view
10-43. Message Strategies: Analytical Reports
Students are preparing this report for a counselor or academic adviser, so they can assume they
have an interested reader. An important planning step for this report is identifying and
prioritizing the criteria that will be used as the “yardstick.” Criteria could include times and days
10-44. Message Strategies: Analytical Reports
From Case Tables 10.1 through 10.3, students should be able to identify a possible “sweet spot”
in the data: kitchens, bathrooms, and home offices are the most frequently tackled rooms; $10–
$20K is the most common budget range; and the tasks that are (1) of most interest to “heavy–
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10-45. Message Strategies: Proposals
Dear Marguerite,
Carrying a full-size laptop really weighs us salespeople down. Having to carry the laptop, as well as our large
printed catalog and product samples, really takes its toll when we are on the road. Carrying it all up and down stairs,
on and off airplanes, in and out of cars, it really slows us down and drains us of energy that would be better utilized
10-46. Message Strategies: Proposals
The report is an external, unsolicited proposal. Prior to conducting research on the product,
students need to verify the specific purpose of the proposal: to convince a retail outlet to carry a
particular product. They will obviously need to consider the interests and concerns of their
readers. Although readers may not have an initial interest in the product, they are interested in
10: Understanding and Planning Reports and Proposals
10–21
carrying products that sell in sufficient volume and with sufficient markup to contribute to
profits.
Students should conduct research to gather information about the product’s features and its
benefits to the store. For instance, could the availability of this product also increase demand for
other products in the store? Students may also find some information about the retail cost of the
10-47. Message Strategies: Proposals
Note: Below is a completed solution to this case. This email proposal will go to the landlord,
who is surely as frustrated as the tenant, so students can assume the reader is interested. The
purpose of the message is to inform the reader of areas that need improvement or change and
the benefits of making these changes. Naturally, the value of the suggestions made would be best
damage common property and even their own apartments. For instance, the tenants who recently
vacated apartment B-15 damaged the passage walls while moving their furniture.
This obviously adds to your maintenance costs, as well as makes the property unattractive to
potential tenants.
One long-term solution to these problems is to foster a sense of shared ownership and
10: Understanding and Planning Reports and Proposals
10–22
A community room can be used in various ways. For instance, you could:
• Build a sense of ownership by encouraging residents to give their feedback on what they
would like most in the common room.
• Encourage residents to use the common room by making it available to them for free.
Not only will the residents enjoy having a common space to relax in, but also get to know each
other well. This, in turn, would change their impersonal attitude toward Cedarwood Apartments,
leading to greater shared concern toward the building.
While I cannot offer researched evidence of the benefits of creating a community center, I have a
strong conviction that this initial investment will give you long-term returns. You would benefit
by having:
• Fewer instances of vandalism
Given the increasing availability of rented apartments in this neighborhood, having a community
room will give your property an edge over other apartments. If you have any questions regarding
this proposal, please call me.
D-21, Cedarwood Apartments
(LO 10.7; AACSB Tag: Written and oral communication)
IMPROVE YOUR GRAMMAR, MECHANICS, AND USAGE
Level 1: Self-Assessment—Dashes and Hyphens
10-50. The file on Marian Gephardt—yes, we finally found it—reveals a history of late
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10-55. How many owner-operators are in the industry? (AACSB Tag: Written and oral
10-61. Ron Franklin—do you remember him?—will be in town Monday. (AACSB Tag: Written
Level 2: Workplace Applications
10-63. Commerce One helps its customers lower administrative costs, improve order times, and
10-64. The intermodal bus vehicle seats up to 35 passengers but is equipped with a 20-foot
10-65. “The American Dream of innovation, persistence, and a refusal to accept the status quo
10: Understanding and Planning Reports and Proposals
10–24
has just created, in our opinion, America’s newest and most exciting company to watch,”
said James Gaspard, president of Neoplan USA. (AACSB Tag: Written and oral
communication)
10-67. Autobytel also owns and operates Carsmart.com, Autosite.com, and AIC (Automotive
10-68. Mymarket.com offers a low-cost, high-reward entry into e-commerce not only for buyers
but also for suppliers. (AACSB Tag: Written and oral communication)
10-70. After identifying the factors that improve an industrial process, you must conduct
10-71. The Fair Labor Standards Act regulates minimum wages, establishes overtime
10-72. The Chinese government is supporting use of the Internet as a business tool because the
10-73. At a certain point in a company’s growth, the entrepreneur who wants to control
10-74. City Fresh Foods is paid by city health agencies to provide ethnic food to the homebound
10-75. Having been in business since 2003, Ms. Rosen has boiled down her life story into a two-
minute sound bite for sales prospects. (AACSB Tag: Written and oral communication)
10-77. If I were Microsoft’s Satya Nadella, I’d handle the federal government’s antitrust lawsuit
differently. (AACSB Tag: Written and oral communication)
Level 3: Document Critique—Well-Written Solution
10: Understanding and Planning Reports and Proposals
10–25
MEMO
DATE: March 14, 2019
TO: Jeff Black and HR staff
FROM: Carrie Andrews CA
SUBJECT: Recruiting and hiring seminar
AVOIDING LEGAL MISTAKES
▪ How to write recruiting ads that accurately portray job openings and that don’t discriminate
▪ How best to comply with the Americans with Disabilities Act
▪ How to use an employment agency effectively and safely (without risk of legal
guidelines for much of this already, but a number of specific recommendations and legal
concepts should be emphasized.
It will take me a couple of weeks to get the personnel handbook updated, but we don’t have any
immediate hiring plans anyway. I’ll keep the seminar handouts and my notes on my desk, in case
you want to peruse them. After I’ve updated the handbook, we can get together and decide