Writing Reports and Proposals Chapter 11 1 Reports

Writing Reports and Proposals Chapter 11 - 1

Reports and Proposals Effective Writing Effective Visual Aids Chapter 11 - 2

Audience Adaptation The “You” Attitude Style and Language Appropriate Tone Cultural Sensitivity Chapter 11 - 3

Composing Reports and Proposals Introduction Body Conclusion Report Context Presentation Main Points Subject/Purpose Analysis Benefits Main Ideas Interpretation Action Items Overall Tone Support Action Details Chapter 11 - 4

Drafting Report Content Accurate Balanced Complete Clear and Logical Documented Properly Chapter 11 - 5

Content of Proposals Attention Interest Introduction Solicited Proposal Body Unsolicited Proposal Closing Action Desire Chapter 11 - 6

Strategies for Success Demonstrate Your Knowledge Provide Concrete Examples Research the Competition Offer a Workable Proposal Relate to Your Audience’s Needs Present an Attractive Package Chapter 11 - 7

Proposal Introduction Background Solution Scope Organization Chapter 11 - 8

The Proposal Body Solution Work Plan Qualifications Detailed Cost Chapter 11 - 9

The Proposal Closing Key Points Benefits Qualifications Commitment Chapter 11 - 10

Report Introduction Authorization Opportunity or Purpose Scope of Coverage Background Sources and Methods Terms and Definitions Limitations Report Organization Chapter 11 - 11

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 Chapter 11 - 12

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 Chapter 11 - 13

The Report Closing Summary Conclusions Recommendations Action Plans Chapter 11 - 14

Guiding the Readers Headings and Links Transitional Devices Previews and Reviews Structure Words Introductions Key Points Phrases Overviews Consistency Paragraphs Summaries Chapter 11 - 15

Technology for Reports and Proposals Templates Embedded and Linked Documents Electronic Forms Electronic Documents Multimedia Documents Proposal-Writing Software Chapter 11 - 16

The Power of Images • Enhance textual messages • Replace verbal messages • Convey complex information • Hold people’s attention • Communicate with diverse audiences • Convey connotative meaning Chapter 11 - 17

Choosing Points to Illustrate Clear Complete Concise Connected The 5 C’s of Visual Design Compelling Chapter 11 - 18

Pick the Right Visuals Data and Information Concepts and Ideas Chapter 11 - 19

The Parts of a Table Multicolumn Head* Subhead Single-Column Head Row head Subhead Total XXX XXX XX XX XX Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table). Chapter 11 - 20

Preparing Data Tables Common Units Consistent Usage Column Headings Chapter 11 - 21

Preparing Data Tables Rows and Columns Totals and Averages Data Sources Chapter 11 - 22

Line and Surface Charts 70% Trends 60% Variables 50% 40% Relationships 2008 2009 2010 2011 Chapter 11 - 23

Temperature °F Average Kiln Temps Chapter 11 - 24

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 2005 2006 2007 Other Students 2008 Families 2009 Alumni 2010 2011 Staff Chapter 11 - 25

Using Bar Charts Compare Items Show Changes Indicate Composition Show Relative Sizes Chapter 11 - 26

Communi. Co Staff Computer Skills Chapter 11 - 27

Communi. Co Preferred Communication Media Chapter 11 - 28

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 2006 2007 2008 Head Count 2009 2010 2011 Training Costs Chapter 11 - 29 Training Costs Head Count Communi. Co Employee Training Costs

Using Pie Charts üShow Distribution üShow Percentages üCompare Segments Chapter 11 - 30

Percentage of Time Spent Online By Age Group Chapter 11 - 31

Data Visualization Data Limits Graphic Variety Data Complexity Chapter 11 - 32

Information, Concepts, and Ideas Organization Charts Flow Charts Maps Drawings Diagrams Photographs Animation Video Chapter 11 - 33

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 Chapter 11 - 34

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 District F District G Chapter 11 - 35

Maps as Visual Aids Distribution Routes Simple Maps Market Territories Geographic Information Systems Facilities Locations Online Resources Chapter 11 - 36

Drawings and Diagrams Networks Processes Operations Procedures Chapter 11 - 37

Photographic Images Decorative Value Copyright Issues Functional Value Level of Detail Ethical Concerns Chapter 11 - 38

Animation and Video Shapes and Text Computer Animation Digital Video Chapter 11 - 39

Creating Visual Aids Software Templates Style Quality Chapter 11 - 40

Integrate Text and Visuals Balance Text & Visuals Maximize Access Reference Visuals Position Visuals Minimize Disruption Titles, Captions, Legends Chapter 11 - 41

Verifying Visual Quality Accuracy Documentation Honesty Chapter 11 - 42

Writing Business Reports and Proposals Chapter 11 - 43