Writing and Completing Reports and Proposals Copyright 2010

  • Slides: 44
Download presentation
Writing and Completing Reports and Proposals Copyright © 2010 Pearson Education, Inc. publishing as

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,

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

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

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,

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

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

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

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.

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 •

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

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

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

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

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 ©

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

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

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

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

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

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

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,

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 ©

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

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

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

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

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.

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

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

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

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

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

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

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.

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

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

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

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.

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

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

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.

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

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

Distribution of Reports and Proposals Physical Electronic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Web-Based 44