Business Communication: Process and Product, 6e
WebThink Chapter 13
1. The RFP Game: Selling Your Products and Services to the Federal Government
Resource Web Sites:
http://www.fbodaily.com/ (FedBizOpps Daily)
http://cbdnet.access.gpo.gov/ (U.S. Department of Commerce: Commerce Business Daily)
http://www.gcn.com/research_results/undfedgov6.html (Government Computer News)
http://www.contractscanada.gc.ca/en/writin-e.htm (Writing Better Proposals)
http://foundationcenter.org/getstarted/tutorials/shortcourse/index.html (Proposal Writing Short Course)
Since you are a business student, you probably dream of owning your own business one day. And your business might just specialize in a product or service that you'll want to sell to the federal government. After all, the government can be a very lucrative customer. But how do you go about selling to the government? This exercise will allow you to learn more about the federal government's process of soliciting bids through the use of a "Request For Proposals" (RFP).
You'll visit the first three sites to learn what an RFP is and the role the Commerce Business Daily publication plays in the process. You will then visit the next two sites for helpful tips about writing proposals that respond to RFPs.
Because writing an effective proposal in response to an RFP is an essential step in securing government contracts, you should know how to write an effective one. After you've explored these sites, print the following questions and submit your answers to your instructor.
a. What is an RFP and what is included in it? How are winning bidders determined?
b. What is the FedBizOpps (FBO), and what role does it play in the RFP process? How often is the FBO issued? Approximately how many notices appear in each issue of the FBO? How many times does each notice appear in the FBO? What does it cost to subscribe to online access to this publication? Do you think this would be a worthwhile business expense?
c. What is a proposal? What should be included in a proposal? What format should it follow?
d. What are some helpful hints for writing effective proposals? Why is it so important to write proposals very carefully?
e. Why is it important for a small business owner to be able to write effective proposals? How can these online tools help you with proposal writing?
2. Technical Report Writing: Learn From the Experts at NASA
Resource Web Site:
http://grcpublishing.grc.nasa.gov/editing/vidcover.cfm
Many business communicators are responsible for writing technical reports. A technical report might be a procedures manual, a list of instructions, or a summary of a research project or study. And certain guidelines exist to ensure that your technical report is accurate and readable. NASA generates numerous annual reports and has even put its "Technical Report Writing" document online. Why not learn from the experts how to do it right? Here's your chance. Visit the NASA site and read through the first two chapters ("Stages of Report Preparation" and "Report Style") of this document. (Tip: Click the link labeled "Foreword and Chapter Descriptions" at the bottom of your screen to get started.) After you've reviewed the chapters, print the following questions and submit your answers to your instructor. (Tip: When you later have time to do so, read the remaining chapters of this document. In Chapter 9 of this online text you'll find an excellent author's checklist and a list of report writing aids.)
a. Briefly describe the five major stages of report preparation according to NASA. Compare these steps to the 3x3 Writing Process presented in your textbook.
b. What are the four general requirements of a good report according to NASA? How do these requirements compare with the writing techniques discussed in your textbook?
c. Explain what NASA means by the phrase "writing style." What does NASA consider to be an effective writing style? How does this compare to the discussion of writing style in your textbook?
3. Writing a Powerful Business Report
Resource Web Site:
http://www.writinghelp-central.com/business-reports.html (Writing-Help Central, “Write a Business Report”)
If you’re assigned to write a business report, you want it to be powerful and effective, right? If that is your goal, you need to know as much about business report writing as possible. Your textbook provides a wealth of information. And WritingHelp-Central has also put advice for writing excellent business reports online, including samples and templates. After you've read through this information, print the following questions and submit your answers to your instructor.
a. What are the different types of business reports? Have you ever had to write any of these types of reports in a class or on the job?
b. List the seven tips for writing better business reports. What else would you add to this list?
c. Take a look at the sample business plan and the sample business proposal. Do you think these models would be helpful to you if you were preparing these types of business reports? Why or why not?
4. Design Techniques: How to Make Your Reports Stand Out
Resource Web Site:
http://www.io.com/~hcexres/textbook/graphics.html (Online Technical Writing: Graphics and Tables)
Because business writers these days use word processing software, desktop publishing software, and other types of electronic tools, they have the ability to use graphics and other design techniques to add professionalism to their documents. Graphics and other visuals are especially important in business reports. But they must be done right. A graphic that is poorly designed or irrelevant can actually detract from the message of a report. For this exercise you will learn design and layout techniques that will help you create effective and attractive business documents. After you've read through this chapter of an online technical writing textbook (Austin Community College), print the following questions and submit your answers to your instructor.
a. What types of graphics are often included in technical reports? What kinds of information should be represented by graphics?
b. What are the formatting requirements when including graphics in a report? Why do you think these requirements are important?
c. What are some common ways to create graphics for a report? Which of these techniques do you have experience with?
d. Search the Web for sites where you can download clipart, photos, and other graphics. Which sites did you visit? Did you find any clipart that would be effective or appropriate in a business report?
- Writing the Perfect Business Plan
Resource Web Site:
http://www.sba.gov/smallbusinessplanner/index.html (Small Business Administration, Small Business Planner)
If you want to start your own business one day, you need to know how to write an effective and persuasive business plan. And the Small Business Administration is here to help. The SBA site (http://www.sba.gov) contains a wealthy of information for small business owners and for those who dream of owning a business one day. For this exercise you will focus on the part of the site concerned with starting a business. When you have time, be sure to explore the rest of the site to learn about everything the SBA has to offer. After you've explored the “Small Business Planner” section of the SBA site, print the following questions and submit your answers to your instructor.
a. Before you sit down to write a business plan, you should know if owning a small business is right for you. What seven questions should you ask yourself to determine if entrepreneurship is for you? (Hint: Click the “Get Ready” link and select “Is Entrepreneurship for You?” and “Checklist for Starting a Business”) Given your answers to these questions and your results after taking the “Small Business Readiness Assessment Tool,” is entrepreneurship right for you? Why or why not?
b. Before you sit down to write a business plan, you should also know that many small businesses fail. What are the ten primary reasons businesses fail (Hint: Click the “Get Ready” link and select “Is Entrepreneurship for You?) Why is it good to know this information before starting your own business? How do these reasons relate to a business plan?
c. Before you begin writing your business plan, what four questions should you ask yourself? (Hint: Click the “Write a Business Plan” link and select “A Business Plan: The Roadmap to Success.”) Why do you think answers to these questions are important?
d. What are the four distinct sections of a business plan? (Hint: Click the “Write a Business Plan” link and select “Writing the Business Plan.”)
e. What are the three basic purposes of a business plan? Explain how a business plan is used in each of these areas. (Hint: Click the “Write a Business Plan” link and select “Using the Business Plan” link.)