Chapter 10 Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Understanding and Planning Reports and Proposals

Learning Objectives 1.Applying the Three-Step Process 2.Supporting messages with research 3.Using primary and secondary research 4.Planning informational reports 5.Planning analytical reports 6.Planning proposals Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter

Applying the Three-Step Writing Process to Reports and Proposals Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter The Three-Step Process Situation Information Medium Organization Revise Produce Proofread Distribute Adapt to the Audience Adapt to the Audience Compose the Message Compose the Message PlanningCompletingWriting

Analyze Situation Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter PurposePurpose Work PlanWork Plan

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Gather Information AudienceAudience PurposePurpose

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Select the Medium Media Requirements Media Requirements Document Uses Document Uses Feedback Preferences Feedback Preferences Subject Matter Subject Matter

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Organize Information DirectDirect IndirectIndirect

Supporting Your Messages with Reliable Information Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter

Plan Your Research Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Problem StatementEssential InformationResearch Questions

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Ethics and Research Keep an open mindKeep an open mind Respect privacy of participantsRespect privacy of participants Document and credit sourcesDocument and credit sources Respect intellectual property rightsRespect intellectual property rights Don’t distort information from sourcesDon’t distort information from sources Don’t misrepresent your intentionsDon’t misrepresent your intentions

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Data and Information PrimaryResearch SecondaryResearch

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Reputation Potential Bias Purpose Credibility Methodology Verification Completeness Logical Scrutiny Evaluating Sources

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Use Research Results Avoid Plagiarism CiteSourcesObserveContext Summarizing Paraphrasing Quoting

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Apply the Results ConcludingConcluding RecommendingRecommending

Conducting Secondary Research Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Library Research Newspapers or Periodicals Newspapers or Periodicals Business Books Business Books Membership Directories Membership Directories Almanacs and Statistics Government Publications Electronic Databases

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Internet Search Tools

Online Monitoring Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Search Techniques Keywords Boolean Operators Boolean Operators Natural Language Natural Language Forms-Based

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Instructions Instructions Options Options Search Terms Search Terms Search Scope Search Scope First Results First Results Fine Tune Searches

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Document Sources ► Headings and Links ► Transitional Devices ► Previews and Reviews ► Credit Original Material ► Support Your Message ► Assist Your Readers

Conducting Primary Research Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter

Conducting Surveys Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Provide clear instructions Ask for information people can remember Keep questionnaires short and easy to use Formulate easy-to-analyze questions

Conducting Surveys Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Avoid asking leading questions Avoid ambiguous descriptors Avoid compound questions Consider online services and software

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Conducting Interviews Select Questions Ask Questions Open-Ended Closed Sequence Answers

Planning Informational Reports Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Organize Reports Comparison Importance Sequence Chronology Geography Category

Organize Websites Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Information Architecture Site Navigation Reader Control Information “Chunks”

Planning Analytical Reports Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Analytical Reports Opportunities Opportunities Problems Problems Decisions Decisions

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Analytical Challenges Analysis Analysis Persuasion Persuasion Responsibility Responsibility

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Focus on Conclusions OpportunitiesChallenges Audience Direct Approach Data or Methods Oversimplifying

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter 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 © 2012 Pearson Education, Inc. publishing as Prentice HallChapter = 4 YardstickYardstick Logical Arguments

Planning Proposals Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Proposal Structures SolicitedSolicited UnsolicitedUnsolicited

Understanding and Planning Reports and Proposals Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter