Understanding and Planning Reports and Proposals Copyright 2010

Understanding and Planning Reports and Proposals Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 1

Basic Report Categories Informational Analytical Proposals Data and Facts Information Persuasion Feedback Analysis Internal Information Recommendations External Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 2

The Three-Step Process Planning Writing Completing Analyze Situation Adapt to the Audience Revise Gather Information Select Medium Get Organized Compose the Message Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Produce Proofread Distribute 3

Analyze the Situation State Purpose Prepare Work Plan ü To Inform ü Determine Tasks ü To Identify ü Create Outline ü To Analyze ü Set Schedule Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 4

Gather the Information Purpose Audience Priorities Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 5

Select the Medium Audience Members Media Requirements Feedback Preferences Hardcopy Format Digital Format Document Uses Subject Matter Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 6

Organize the Information Direct Approach Indirect Approach Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall pular and most convenient for business reports. 7

Support Your Messages 1. Plan your research 2. Locate data and information 3. Process the data and information 4. Apply your findings 5. Manage information efficiently Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 8

Plan Your Research Develop a Problem Statement Identify Information Needs Generate Research Questions Prioritize Information Needs Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 9

Ethics and Research • Keep an open mind • Respect privacy of participants • Do not mislead people • Document and credit sources • Respect intellectual property rights • Observe research etiquette Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 10

Data and Information Secondary Research Primary Research Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 11

Evaluating Sources Honesty and Reliability Potential Bias Purpose of Material Author’s Credibility Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 12

Evaluating Sources Source’s Information Independent Verification Timely and Complete Careful Scrutiny Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 13

Secondary Research Inside Company Outside Company Reports and Memos Print Resources Other Documents Online Resources Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 14

Finding Information at the Library Newspapers Periodicals Business Books Directories Almanacs Statistical Resources Government Publications Electronic Databases Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 15

Internet Search Tools Search Engines Web Directories Metasearch Engines Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Online Databases 16

Search Techniques Keyword Searches Boolean Operators Natural Language Forms-Based Searches Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 17

Fine Tune Search Methods ü Read the instructions ü Observe the details ü Review your options ü Vary the search terms ü Adjust the search scope Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 18

Innovative Search Methods Newsfeed Subscriptions Social Bookmarking Sites Desktop Search Engines. Enterprise Search Engines Research Managers Content Managers Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 19

Documenting Sources Credit Sources Build Credibility Help Readers Summarizing Paraphrasing Direct Quotations Common Knowledge Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 20

Primary Research Experiments Observations Surveys Interviews Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 21

Conducting Surveys Validity and Reliability Easy-to-Analyze Questions Clear Instructions Avoid Leading Questions Easy-to-Answer Questions. No Ambiguous Questions Short Questionnaires No Compound Questions Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 22

Internet Surveys Save Time Minimize Cost Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 23

Conducting Interviews Select Questions Ask Questions Open-Ended Sequencing Closed Methodology Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 24

Using Research Results Avoid Plagiarism Quoting Cite Sources Paraphrasing Observe Context Summarizing Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 25

Apply Research Results Drawing Good Conclusions Making Feasible Recommendations Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 26

Planning Informational Reports Monitor and Control Operations Implement Policies and Procedures Demonstrate Compliance Report Progress Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 27

Organizing Informational Reports Comparison Importance Sequence Chronology Geography Category Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 28

Organizing Website Content Demanding Readers Reading Challenges Non-Linear Format Multidimensional Medium Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 29

Information Architecture Site Navigation Reader Control Information “Chunks” Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 30

Planning Analytical Reports Assess Opportunities Solve Problems Support Decisions Market Analysis Troubleshooting Feasibility Due Diligence Failure Analysis Justification Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 31

Challenges of Analytical Reports Analysis Persuasion Responsibility Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 32

Focus on Conclusions Advantages Disadvantages Easy to Use Possible Resistance Bottom-Line Driven Oversimplification Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 33

Focus on Recommendations 1. Establish the need for action 2. Introduce the overall benefits 3. List the required steps 4. Explain each step more fully 5. Summarize the recommendations Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 34

Focus on Logical Arguments Indirect Approach Skeptical Readers 2+2=4 Approach Yardstick Approach Hostile Readers Rational Approach Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 35

Planning Proposals Internal Requests External Requests Project Funding Investment Proposals Management Support Grant Proposals General Projects Sales Proposals Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 36

Structuring Proposals Solicited Unsolicited Expected Unexpected Direct Approach Indirect Approach Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 37