Writing and Completing Reports and Proposals Copyright 2010
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Writing and Completing Reports and Proposals Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 1
Reports and Proposals Long Message Formats Effective Visual Support Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 2
Adapting to the Audience The “You” Attitude Message Tone Cultural Awareness Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 3
Composing Reports and Proposals Introduction Body Conclusion Report Context Presentation Main Points Subject/Purpose Analysis Benefits Main Ideas Interpretation Structure Overall Tone Support Action Items Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 4
Drafting Report Content Accurate Balanced Complete Clear and Logical Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Documented Properly 5
Report Introduction Authorization Opportunity or Purpose Scope of Coverage Background Sources and Methods Terms and Definitions Limitations Report Organization Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 6
The Report Body ü Explanations of problem or opportunity ü Facts, statistics, and trends ü Results of studies or investigations ü Discussion and analysis of potential actions ü Advantages, disadvantages, costs, and Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 7
The Report Body ü Procedures or steps in a process ü Methods and approaches ü Criteria for evaluating options ü Conclusions and recommendations ü Support for conclusions and recommendations Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 8
The Report Closing Summary Conclusions Recommendations Action Plans Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 9
Strategies for Successful Proposals • Demonstrate your knowledge • Provide examples and information • Research the competition • Prove your proposal is feasible • Relate your proposal to the reader • Package the proposal attractively Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 10
Drafting Proposal Content Introduction Body Conclusion Background The Solution Key Points Solution Work Plan Benefits Scope Qualifications Merits and Qualities Organization Detailed Costs Commitment Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 11
Drafting Online Content 1. Build trust with intended audiences 2. Adapt content for global audience 3. Include reader-oriented content 4. Use a concise, skimmable format 5. Include effective links Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 12
Guiding the Readers Headings and Links Transitional Devices Previews and Reviews Readability Words Introductions Frameworks Sentences Summaries Relationships Paragraphs Overviews Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 13
Technology for Reports and Proposals Templates Linking and Embedding Electronic Forms Electronic Documents Multimedia Documents. Proposal-Writing Software Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 14
Consistency Interpret Images Emphasis Contrast Visual Literacy Convention Balance Create Images Simplicity Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 15
Pick the Right Visuals Data and Information Concepts and Ideas Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 16
The Parts of a Table Multicolumn Head* Subhead Row head Subhead Total Subhead Column Head XXX XXX XXX XX Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table). Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 17
Preparing Data Tables Use Common Units Round Numbers Label Columns Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 18
Preparing Data Tables Rows and Columns Limit Information Document Sources Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 19
Line and Surface Charts 100% Trends 80% Variables 60% 40% Relationships 2006 2007 2008 2009 Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 20
Temperature °F Average Kiln Temps Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 21
Home Game Ticket Sales 90, 000 Average Per Game 80, 000 70, 000 60, 000 50, 000 40, 000 30, 000 20, 000 10, 000 0 2003 2004 2005 Other Students 2006 Families 2007 Alumni Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 2008 2009 Staff 22
Using Bar Charts Compare Items Show Changes Indicate Composition Show Relative Sizes Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 23
Communi. Co Staff Computer Skills Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 24
Communi. Co Preferred Communication Media Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 25
16, 000 $8, 000 14, 000 $7, 000 12, 000 $6, 000 10, 000 $5, 000 8, 000 $4, 000 6, 000 $3, 000 4, 000 $2, 000 $1, 000 0 $0 2004 2005 2006 Head Count 2007 2008 2009 Training Costs Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 26 Training Costs Head Count Communi. Co Employee Training Costs
Using Pie Charts The Number of Slices Logical Arrangement Contrasting Colors Numbers or Percents Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 27
Percentage of Time Spent Online By Age Group Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 28
Data Visualization Countless Data Points Wide Graphical Variety Complex Dynamic Data Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 29
Flow Chart of the Report Writing Process Keyboard Input Yes Edit First Hard Copy Edit Next Hard Copy OK? No Add? Keyboard Input/Edit Yes Submit Report Keyboard Input/Edit No Style and Spelling Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 30
Organization Chart: The Chain of Command Chief Executive Officer Executive Vice President Vice President Vice President Region 1 Region 2 Region 3 Region 4 Region 5 District A District B District C District D District E Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall District F District G 31
Other Business Graphics Maps Drawings Diagrams Photographs Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 32
Animation and Video Shapes and Text Computer Animation Digital Video Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 33
Designing Effective Visuals Templates Body Text Accuracy Design Position Appearance Consistency Title/Number Documentation Efficiency Caption/Legend Honesty Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 34
Completing Reports and Proposals Revising Producing Proofreading Distributing Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 35
Revising Reports and Proposals Content Readability Organization Style and Tone Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 36
Producing Formal Reports Prefatory Parts Text of the Report Supplementary Parts Report Length Audience Needs Type of Report Type of Company Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 37
The Prefatory Parts Cover Title Fly Title Page Letter of Authorization Letter of Transmittal Table of Contents List of Illustrations Synopsis or Abstract Executive Summary Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 38
The Text of the Report Introduction Body Closing Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 39
Supplementary Parts Appendixes Bibliography Index Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 40
Formal Proposals Unique Prefatory Elements Copy of the RFP Synopsis/Executive Summary Transmittal Document Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 41
Text of a Proposal Introduction Body Section Conclusion Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 42
Proofreading Inconsistencies Errors and Omissions Missing Elements Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 43
Distribution of Reports and Proposals Physical Electronic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Web-Based 44
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- Copyright 2010 pearson education inc
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