Learning Objective Chapter 12 Using Reports and Proposals Copyright © 2001 South-Western College Publishing Co. Objectives O U T L I N E Types of Reports Proposals The Report/Proposal Process Functions of Reports Collaborative Efforts 12 C H A P T E R

Learning Objective Chapter 12 Using Reports and Proposals 1. List the functions and characteristics of reports. 2. Identify the different types of reports. 3. Identify the four stages of the report process. 4. Prepare a Report Audience Profile. 5. Explain the components of the Analysis Stage. 6. Develop and demonstrate a Report Action Plan. Learning Objectives

Learning Objective Chapter 12 Using Reports and Proposals FUNCTIONS OF REPORTS List the functions and characteristics of reports. Types of Reports Proposals The Report/ Proposal Process Managers may ask for reports that document the quality of work or efficiency of operation. Functions of Reports Providing Management and Organizational Control Informing Reporting raw data or information without any accompanying analysis or interpretation. Collaborative Efforts

Learning Objective Chapter 12 Using Reports and Proposals The problem is identified Data are reported that describe the situation objectively Analysis and interpretations are presented Persuading Reports can be used to change attitudes or motivate people toward action An opportunity for demonstrating ideas and plans. Analyzing A typical report will appear in the following format: Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts List the functions and characteristics of reports.

Learning Objective Chapter 12 Using Reports and Proposals Identify the different types of reports. TYPES OF REPORTS Commonly used for informal, short messages. Memos Used to provide up-to-date information about a project The Exception Report: to inform a supervisor about deviations from normal operations. Progress Reports Justification Reports Proposes a change in procedure, policy, or company plan Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts

Learning Objective Chapter 12 Using Reports and Proposals Reports to government stating that the company is complying government regulations. Compliance Reports Minutes A policy: a goal statement in general terms A standard: the goal defined in specific terms A procedure: the action required to achieve the goal Official records of a meeting. Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts Identify the different types of reports.

Learning Objective Chapter 12 Using Reports and Proposals Issued yearly by corporations to provide up- to-date information and create favorable impressions. Issued to shareholders, security analysts, employees, customers, suppliers, and the general public. Annual Reports Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts Identify the different types of reports.

Learning Objective Chapter 12 Using Reports and Proposals PROPOSALS A formal, persuasive request for actions that results from a perceived problem or opportunity. The Business Plan To persuade executives to invest - include: the kind of business, products, or services you want to establish why the business is a good investment financially plans for management and staff; budget needs return of investment for executives or investors marketing strategies you will use Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts Identify the different types of reports.

Learning Objective Chapter 12 Using Reports and Proposals Proposals/Reports to Government Agencies Other specialized proposals are: government bids contracts proposals Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts Identify the different types of reports.

Learning Objective Chapter 12 Using Reports and Proposals Explain the components of the analysis stage. THE REPORT/PROPOSAL PROCESS Determining the Purpose of the Report or Proposal (Setting Goals): General purpose to manage to inform to analyze to persuade Initial inquiry Which key individuals are involved? Analysis Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts

Learning Objective Chapter 12 Using Reports and Proposals Which key individuals are involved? What is your motivation for investigating this situation? List the primary reasons that this problem came to your attention. When should the report reach its primary audience (readers)? Where is the location of the problem or concern? How can you limit the scope of the problem? Why should you and your organization be concerned about this problem or issue? Why would your audience need the information contained in the report? How can the report make a difference? How can you predict the effectiveness of the report in this early stage? Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts Explain the components of the analysis stage.

Learning Objective Chapter 12 Using Reports and Proposals Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts Analysis Research Preparing the Final Report Figure 12.3 The Report Proposal Process

Learning Objective Chapter 12 Using Reports and Proposals Setting goals Synthesize your responses: look for common themes Write out your goals as formal statements Developing a purpose statement Analyzing Your Receivers (Readers) Special challenges of receiver analysis Distinguish the level of knowledge of your audience Upper and middle managers: more information A large, diverse audience: difficult to access Identify audience in relation to the company Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts Explain the components of the analysis stage.

Learning Objective Chapter 12 Using Reports and Proposals Developing an audience profile Who are your primary readers? Secondary readers? Cultural factors? Technological factors? Globalization factors? Will the readers be open to the information that is presented in the report? How much knowledge do the readers have about: a. the topic? b. you, the writer? c. the general situation? What will the readers need for the report to be effective? What action do you expect the reader to take after reading the report? Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts Explain the components of the analysis stage.

Learning Objective Chapter 12 Using Reports and Proposals Develop and demonstrate a Report Action Plan. Determining Information Needs: technical information? statistics? probabilities? or opinions? Making Decisions: Developing claims and research questions Claims make assumptions, explain predictions, or draw conclusions about issues that require verification from research Developing an action plan Put the action plan in outline form Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts

Learning Objective Chapter 12 Using Reports and Proposals Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts Figure 12.5 Report Audience Profile Flow Chart Purpose Statement Questions Composite Audience Purpose Statement Composite Audience Purpose Statement

Learning Objective Chapter 12 Using Reports and Proposals Explain the components of collaborative efforts. COLLABORATIVE EFFORTS Collaboration, working jointly with others, may be necessary when assistance is needed in planning, organizing, collecting data, or report writing. How Collaboration Works Typically the group meets to establish the goal statement, identify the audience, determine information needs and methods of data collection, and define the organization of the report. Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts

Learning Objective Chapter 12 Using Reports and Proposals Common Problems of Collaboration Guidelines to develop a collaborative climate: Provide a full agenda to all members early so that each member can be prepared. State the philosophy for the team and back up that philosophy with your actions. Provide the right environment, making sure all members have comfortable chairs, paper, etc. Have meeting strategies in mind, such as asking questions and validating other members' comments, before the meeting begins. Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts Explain the components of collaborative efforts.

Learning Objective Chapter 12 Using Reports and Proposals Channel discussion into critical analysis by facilitating discussions toward team goals and interrupting personal attacks when they begin. Show support for all group members by being open and responsive to all ideas presented. Types of Reports Proposals The Report/ Proposal Process Functions of Reports Collaborative Efforts Explain the components of collaborative efforts.

Learning Objective Chapter 12 Using Reports and Proposals The End Copyright © 2000 South-Western College Publishing Co.