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BUSINESS DOCUMENTS
Emergency Manual
☐ Vocabulary1. Business Case
2. Executive Summary
3. Business Plan
4. Reports
a. Summary
b. Analytical (or Analysis)
c. Recommendation
d. Proposal
e. Feasibility Study
f. Others: Compliance, Progress, etc.
1. Business Case
This Photo by Unknown Author is licensed under CC BY-SA
☐ Justification?
Case Study?
☐ Length?
(that is, conclusion supported by evidence)
Brief
Long
(This is determined by project and company.)
OR
= TECO use?
Prepared by Jeff Karon
BUSINESS DOCUMENTSEmergency Manual
☐ Structure of Business Case?
[2 examples]
EXECUTIVE SUMMARY
FINANCE
Financial AppraisalSensitivity Analysis
PROJECT DEFINITION
Background InformationBusiness ObjectiveBenefits and LimitationsOption Identification and SelectionOutline PlanMarket AssessmentRisk AssessmentProject ApproachPurchasing Strategy
PROJECT ORGANIZATION
Project GovernanceProgress Reporting
EXECUTIVE SUMMARY
INTRODUCTION
STATEMENT OF THE PROBLEM
DISCUSSION OF POSSIBLE OPTIONS
[discuss the following:]
Benefits
Costs [graphs and figures are useful]
Likely time-scale for project to see ROI
Risks
RECOMMENDATION
[More detailed analysis or supporting data may appear in
APPENDIX]
BUSINESS DOCUMENTSEmergency Manual
2. Executive Summary
3. Business Plan
OR
A plan to improve or create a process or procedure?
(A plan for the business?)
?
☐ A summary of a report written for decision-makers.
Begins with conclusion or recommendation. Includes outline of reasons or evidence. Often uses bullets or numbered items.
Full report, including appendices, links, and attachments.
?
☐ A detailed proposal report for a new business or a major change/addition to an existing business.
OR
A document written for a decision-maker?
BUSINESS DOCUMENTSEmergency Manual
4. Reports
a. Summary
☐ Briefs the reader on a situation.
Any brief summary, analysis, or recommendation report.
(May need a consensus?)?
OR
b. Analytical☐ Analyzes business strategy or process using company and other data. May include recommendations.
(Includes summary.)
c. Recommendation
☐ Proposes a solution to a problem or challenge, usually in the current situation. Usually evaluates possible solutions, then proposes one of the solutions. Usually written after research has been conducted.
(Includes summary and analysis.)
d. Proposal
☐ Justifies feasibility of new project or research. Usually written prior to conducting a study or research.
(Includes summary and analysis.)
If solicited (versus unsolicited), often linked to an RFP.
BUSINESS DOCUMENTSEmergency Manual
e. Feasibility☐ Presents evidence about practicality of proposed project based on specific criteria. Usually in-depth and detailed. Written after feasibility research has been carried out.
(Includes summary and analysis.)
f. Others
Progress Report
Compliance Report
Annual Report
Marketing Report
(Etc.)
BUSINESS DOCUMENTSEmergency Manual
☐ Formal Versus Informal Reports
☐ FORMAL ☐ Informal
Length
Complexity
Depth of Headings
Multi-page. Brief.
High detail with supporting material.
Often standalone.
3+ levels. Often 1-2 levels.
Recipients External
(or high-level within company)
Internal
Components
Cover
Title Page
Table of Contents
List of Illustrations
Executive Summary
Introduction
Body
Conclusions
Recommendations
References
Appendices
Title Page
Table of Contents
Executive Summary
Introduction
Body
Conclusions
Recommendations
Introduction
Body
Conclusions
RecommendationsNote: the “body” usually presents, interprets, and analyzes relevant data. The actual headings would vary depending on the project.
BUSINESS DOCUMENTSEmergency Manual
☐ Formatting
1. Headings: Levels
2. Headings and Body: Font Choice
MAJOR HEADING
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
First-Level Heading
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
Second-Level Heading
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
Third-Level. Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
MAJOR HEADING
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
First-Level Heading
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
Two variations (there are others).
2 blank lines.
1 blank line.
Only 1 blank line between all headings and text blocks.
MAJOR HEADING
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
MAJOR HEADING
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
Heading: sans-serif font.
Body: serif font.
Heading and body text in san-serif
(more contemporary?).
BUSINESS DOCUMENTSEmergency Manual
BUSINESS DOCUMENTSEmergency Manual
3. Headings and Body: Font Size
MAJOR HEADING
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
10-12 point.
12-14 point.
Print Reports
Major Heading1. Lorem ipsum dolor sit amet. 2. Consectetuer adipiscing elit.
PowerPoints
18-24 point.
MAJOR HEADING1. Lorem ipsum dolor sit amet. 2. Consectetuer adipiscing elit.
Mobile (Web)
16 point minimum
(though reflowable or resizable text makes this a complex issue).
BUSINESS DOCUMENTSEmergency Manual
4. Headings and Body: Alignment
MAJOR HEADING
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
1. Lorem ipsum dolor sit amet.2. Consectetuer adipiscing elit.3. Nunc viverra imperdiet enim.
Except for some headings and lists, full block format (text aligned with left margin, ragged right margin).
MAJOR HEADING
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
1. Lorem ipsum dolor sit amet.2. Consectetuer adipiscing elit.3. Nunc viverra imperdiet enim.
Some reports require “full justification” (smooth right and left margins), but avoiding gaps between words can be difficult without layout knowledge.
MAJOR HEADING
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
3. Lorem ipsum dolor sit amet.4. Consectetuer adipiscing elit.5. Nunc viverra imperdiet enim.
Aligning everything on the right margin is an option and increases chances of successful copying and pasting, including to the web.
MAJOR HEADING
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
Whether a graphic should be inserted “inline” is worth considering.
BUSINESS DOCUMENTSEmergency Manual
☐ Sample Formal Reports
BUSINESS DOCUMENTSEmergency Manual
BUSINESS DOCUMENTSEmergency Manual
BUSINESS DOCUMENTSEmergency Manual
(Previous report excerpts from Guffey and Loewy, Essentials of Business Communication, 2013.)
BUSINESS DOCUMENTSEmergency Manual
(Report excerpt from Locker and Kienzler, Business and Administrative Communication, 2013.)
BUSINESS DOCUMENTSEmergency Manual
☐ Sample Informal Reports
☐ Informal reports are relatively short and usememo format (or email as memo) for inside organization.
letter format for outside organization.
BUSINESS DOCUMENTSEmergency Manual
Sample memo format.
[Report continues.]
BUSINESS DOCUMENTSEmergency Manual
(Sample informal reports from Guffey and Loewy.)
A memo format for a brief summary report.
[Report continues.]
BUSINESS DOCUMENTSEmergency Manual
☐ Accessibility
MAJOR HEADING
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
The question of whether to place graphics “inline” was raised in the section on “Formatting.” If we consider increasing our documents accessibility to visually-impaired readers, for example, then the answer is to always do so.
We also should provide alternative text for images.
Word includes an Accessibility Checker.