Copyright 2017 Pearson Education Inc Excellence in Business
Copyright © 2017 Pearson Education, Inc.
Excellence in Business Communication Chapter 12 Writing Reports and Proposals Copyright © 2017 Pearson Education, Inc.
Learning Objectives (1 of 2) 1. Explain how to adapt to your audiences when writing reports and proposals, and describe the choices involved in drafting report and proposal content. 2. Identify five characteristics of effective writing in online reports, and explain how to adapt your writing approach for wikis. Copyright © 2017 Pearson Education, Inc. Chapter 12 - 3
Learning Objectives (2 of 2) 3. Discuss six principles of graphic design, and identify the most common types of visuals used to present data, information, concepts, and ideas. 4. Explain how to integrate visuals with text effectively and how to verify the quality of your visuals. Copyright © 2017 Pearson Education, Inc. Chapter 12 - 4
Drafting Reports and Proposals (LO 1) Explain how to adapt to your audiences when writing reports and proposals, and describe the choices involved in drafting report and proposal content. Copyright © 2017 Pearson Education, Inc. Chapter 12 - 5
Adapting to Your Audience • Formal Situations Using the “You” Attitude • Informal Situations • Cross-Cultural Situations Copyright © 2017 Pearson Education, Inc. Chapter 12 - 6
Drafting Report Content Three Main Sections The Introduction Copyright © 2017 Pearson Education, Inc. The Body The Close Chapter 12 - 7
Introduction to a Report (1 of 2) Establish Context ***** Identify Subject ***** Preview Main Ideas Copyright © 2017 Pearson Education, Inc. Authorization for Report Problem/Purpose of Report Scope of Report Background of Report Chapter 12 - 8
Introduction to a Report (2 of 2) Establish Context ***** Identify Subject ***** Preview Main Ideas Copyright © 2017 Pearson Education, Inc. Sources/Methods of Research Key Terms and Definitions Limitations of Report Organization of Report Chapter 12 - 9
The Body of a Report (1 of 3) • Explain the Problem or Project • Facts, Evidence, and Trends • Analysis of Potential Action Copyright © 2017 Pearson Education, Inc. Chapter 12 - 10
The Body of a Report (2 of 3) • Analysis of Pros and Cons • Procedures or Processes • Methods and Approaches Copyright © 2017 Pearson Education, Inc. Chapter 12 - 11
The Body of a Report (3 of 3) • Criteria or Benchmarks • Conclusions/Recommendations • Support Statements Copyright © 2017 Pearson Education, Inc. Chapter 12 - 12
The Close of a Report Summary, Recommendations, Action When Using the Direct Approach When Using the Indirect Approach When Seeking to Motivate Action Copyright © 2017 Pearson Education, Inc. Chapter 12 - 13
Problem Solving Report (1 of 2) Copyright © 2017 Pearson Education, Inc. Chapter 12 - 14
Problem Solving Report (2 of 2) Copyright © 2017 Pearson Education, Inc. Chapter 12 - 15
Drafting Proposal Content • Use the AIDA plan. • Demonstrate your knowledge. • Provide examples and information. • Research your competition. • Show that your proposal is feasible. • Relate your proposal to reader needs. Copyright © 2017 Pearson Education, Inc. Chapter 12 - 16
Introduction to a Proposal • Background Information Problem or Opportunity • Problem Statement • Proposed Solution • Scope of the Proposal • Proposal Organization Copyright © 2017 Pearson Education, Inc. Chapter 12 - 17
The Body of a Proposal • Facts and Evidence Proposed Solution and Anticipated Results • Proposed Approach • Work Plan Schedule • Qualifications Statement • Proposed Costs Copyright © 2017 Pearson Education, Inc. Chapter 12 - 18
The Close of a Proposal • Review Your Argument Summary and Bottom Line • Review Reader Benefits • Review Your Approach • Restate Your Qualifications • Request a Decision Copyright © 2017 Pearson Education, Inc. Chapter 12 - 19
Helping Your Readers Find Information ►Using Headings and Subheadings ►Employing Transitional Devices ►Providing Previews and Reviews Copyright © 2017 Pearson Education, Inc. Chapter 12 - 20
Using Productivity Tools Templates Style Sheets Graphics Spreadsheets Databases Media and Channels Copyright © 2017 Pearson Education, Inc. Chapter 12 - 21
Writing for Online Reports and Wikis (LO 2) Identify five characteristics of effective writing in online reports, and explain how to adapt your writing approach for wikis. Copyright © 2017 Pearson Education, Inc. Chapter 12 - 22
Drafting Website Content (1 of 2) Build Trust with the Audience Adapt to a Global Audience Create Reader-Oriented Content Copyright © 2017 Pearson Education, Inc. Chapter 12 - 23
Drafting Website Content (2 of 2) Use a Concise, Skimmable Format Include Effective, Relevant Links Copyright © 2017 Pearson Education, Inc. Chapter 12 - 24
Collaborating on Wikis • Rethinking your authorship expectations • Editing and improving the team’s work • Using templates and formatting options • Using editing and commenting features • Taking advantage of the “sandbox” Copyright © 2017 Pearson Education, Inc. Chapter 12 - 25
Contributing to Wikis • Starting a New Wiki • Adding Material to a Wiki • Revising Wiki Material Copyright © 2017 Pearson Education, Inc. Chapter 12 - 26
Illustrating Your Reports with Effective Visuals (LO 3) Discuss six principles of graphic design, and identify the most common types of visuals used to present data, information, concepts, and ideas. Copyright © 2017 Pearson Education, Inc. Chapter 12 - 27
Understanding Visual Literacy Consistency Contrast Balance Emphasis Convention Simplicity Copyright © 2017 Pearson Education, Inc. Chapter 12 - 28
Choosing the Right Visual for the Job Large Sets of Numeric Values Detailed Textual Information Trends and Relationships in Variables Copyright © 2017 Pearson Education, Inc. Chapter 12 - 29
The Parts of a Table Multicolumn Heading Column Subheading Single Column Heading Row Heading xxx xxx Row Subheading xxx xxx Row Heading xxx xxx TOTALS xxx xxx Copyright © 2017 Pearson Education, Inc. Chapter 12 - 30
Sample Table Copyright © 2017 Pearson Education, Inc. Chapter 12 - 31
Preparing Tables (1 of 2) Use Common, Understandable Units Put All Items in a Column in the Same Unit Label Column Headings and Subheadings Copyright © 2017 Pearson Education, Inc. Chapter 12 - 32
Preparing Tables (2 of 2) Separate Columns/Rows With Lines/Space Make Online Tables Readable on Screen Document the Source of Data in a Table Copyright © 2017 Pearson Education, Inc. Chapter 12 - 33
Using Line Charts and Surface Charts Line Charts Surface Charts Copyright © 2017 Pearson Education, Inc. Trends Over Time Relationship of Variables Cumulative Effect Changes in Composition Chapter 12 - 34
Average Kiln Temperatures, North Island Facility, Day Shift Copyright © 2017 Pearson Education, Inc. Chapter 12 - 35
Home Game Ticket Sales Copyright © 2017 Pearson Education, Inc. Chapter 12 - 36
Using Bar Charts Portraying Numbers Using Height or Length of Bars to Show a Series of Numbers Depicting Relationships Showing and Comparing Quantities Over Time Copyright © 2017 Pearson Education, Inc. Chapter 12 - 37
Communi. Co Staff Computer Skills Copyright © 2017 Pearson Education, Inc. Chapter 12 - 38
Worldwide Market Share Copyright © 2017 Pearson Education, Inc. Chapter 12 - 39
Communi. Co Preferred Communication Media 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Sales IM Copyright © 2017 Pearson Education, Inc. Engineering Email Phone Texting Administration Face-to-Face Chapter 12 - 40
Communi. Co Employee Training Costs Copyright © 2017 Pearson Education, Inc. Chapter 12 - 41
Using Pie Charts • Illustrate Distribution • Highlight Dominance • Compare Percentages Copyright © 2017 Pearson Education, Inc. Chapter 12 - 42
Year-End Head Count by Function Copyright © 2017 Pearson Education, Inc. Chapter 12 - 43
Data Visualization Meaning Interactivity Complexity Dynamism Copyright © 2017 Pearson Education, Inc. Chapter 12 - 44
Data Visualization Copyright © 2017 Pearson Education, Inc. Chapter 12 - 45
Flowcharts Copyright © 2017 Pearson Education, Inc. Chapter 12 - 46
Maps, Drawings, Diagrams, Infographics, and Photographs Maps • Location, Distance, Points Drawings • Business Concepts, Technical Topics and Diagrams Infographics • Data, Concepts, Ideas Photographs • Function, Decoration, Appearance Copyright © 2017 Pearson Education, Inc. Chapter 12 - 47
Infographics Copyright © 2017 Pearson Education, Inc. Chapter 12 - 48
Integrating Quality Visuals (LO 4) Explain how to integrate visuals with text effectively and how to verify the quality of your visuals. Copyright © 2017 Pearson Education, Inc. Chapter 12 - 49
Designing Effective Visuals Style and Quality Integration with Text Elements Balance Illustrations and Words Reference Visuals Copyright © 2017 Pearson Education, Inc. Chapter 12 - 50
Interpreting Visuals Titles Captions Legends Copyright © 2017 Pearson Education, Inc. Chapter 12 - 51
Verifying the Quality of Visuals • Accuracy • Citation • Ethics Copyright © 2017 Pearson Education, Inc. Chapter 12 - 52
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2017 Pearson Education, Inc. Chapter 12 - 53
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