Lecture and Resource Slides BCOM 3e, Lehman & DuFrene © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Chapter 11 Organizing and Preparing Reports and Proposals

Learning Objectives 1.Identify the parts of a formal report and the contribution each part makes to the report’s overall effectiveness. 2.Organize report findings. 3.Prepare effective formal reports using an acceptable format and writing style. 4.Prepare effective short reports in letter, memorandum formats, , and letter formats. 5.Prepare effective proposals for a variety of purposes.

Learning Objective 1 Identify the parts of a formal report and the contribution each part makes to the report’s overall effectiveness.

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Formal-Informal Report Continuum

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Parts of a Formal Report Continued

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Parts of a Formal Report (cont.)

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. An Executive Summary Should... Assist the reader in _____________ a long, complex report Briefly introduce the ______ and preview and summarize the major _______ Summarize the report summary, __________, and recommendations understanding report sections conclusions

Learning Objective 2 Organize report findings.

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Questions to Be Answered in an Analytical Report Outline I.Conclusion II.Justification Outline I.Conclusion II.Justification What is the solution? Why

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Organizing an Analytical Report by Criteria Emphasizes reasons that led to decision Makes comparison easy Uses headings with obvious relationship to problem Uses original headings

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Outline I.Introduction A.Problem B.Method Used II.Product Comparison A.Palm Is Least Expensive B.Service/Warranties Favor Blackberry C.Expandability Is Best on Blackberry D.Availability of Applications Is Equal III.Conclusion: Blackberry Is the Best Buy Outline I.Introduction A.Problem B.Method Used II.Product Comparison A.Palm Is Least Expensive B.Service/Warranties Favor Blackberry C.Expandability Is Best on Blackberry D.Availability of Applications Is Equal III.Conclusion: Blackberry Is the Best Buy Developing a Report Outline Problems Method Findings Conclusions Problems Method Findings Conclusions

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Using Headings Effectively If sections are divided, use at least two subdivisions Treat all headings at the same level consistently –Placement on page and appearance –Grammatical construction Do not place two headings together without intervening text

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Proper Outline Development Use Minimum of Two Subdivisions and Parallel Language I.Introduction A. Identify purpose II. Content Organization A. Introduction B. Body C.Close I. Introduction A. Audience rapport B. Clear purpose statement II. Content Organization A. Captivating introduction B. Well-organized body C. Motivating close

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Avoid Common Errors in Heading Format Delivering a Dynamic Speech xxxx xxxxxxx xxxxxxx x xxxx xxxxxxxxx x xxxxxxxx xxxx xxxxx. Planning the Speech xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx xxxxxxx xxxx xxxxxxxxx. Organizing the Content Captivating introduction. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. Convincing body. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. Delivering a Dynamic Speech xxxx xxxxxxx xxxxxxx x xxxx xxxxxxxxx x xxxxxxxx xxxx xxxxx. Planning the Speech xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx xxxxxxx xxxx xxxxxxxxx. Organizing the Content Captivating introduction. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. Convincing body. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. Need intervening text to separate two headings Must format second-level heads consistently Must format first-level heads consistently

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Talking Heads Should... Talk about content rather than only listing topics Aid a reader in determining if all sections must be read Provide easy transition from outline to contents page

Learning Objective 3 Prepare effective formal reports using an acceptable format and writing style.

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Choosing an Effective Writing Style Avoid __________ pronouns Use _____ voice and _________ tense Avoid __________ headings without intervening text Use _________ sentences to link sections Use a variety of _________ techniques first-person active consecutive transition coherence consistent

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Improving Transitions Use tables and numbered lists Define terms carefully Use a variety of transitions to keep reader interest

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Enhancing Credibility Avoid _________terms Identify ___________ Label _______ Use _____________ emotional assumptions opinions documentation

Learning Objective 4 Prepare effective short reports in letter, memorandum formats, , and letter formats.

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Writing Techniques for Short Reports Short reports can use... A __________ writing style with first- or second-person Contractions for ________ style Graphics to __________ text Heads and subheads to __________ text personal natural reinforce partition

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Short, Periodic Memo Report: Why It Works Includes headings to serve formal report functions of transmittal and title page Includes horizontal line to separate transmittal from body Uses deductive approach to present information requested on quarterly basis TO:Alyssa Foster, Director, Human Resources FROM:Connor Klasson, Coordinator, Child Care Services DATE:September 14, 2012 SUBJECT:Quarterly Report on In-House Child Care Center, Second Quarter, 2012 The in-house child care center experienced a successful second quarter. Data related to enrollment and current staffing follow: Registration for the upcoming school year is presently underway and is exceeding projected figures. Current staff size will necessitate an enrollment cap of 98. Further increases in enrollment will be possible only if additional personnel are hired. The payroll deduction method of payment, instituted on January 1, has assured that operations remain profitable. It has also eliminated the time and expense of billing. Parents seem satisfied with the arrangement as well. TO:Alyssa Foster, Director, Human Resources FROM:Connor Klasson, Coordinator, Child Care Services DATE:September 14, 2012 SUBJECT:Quarterly Report on In-House Child Care Center, Second Quarter, 2012 The in-house child care center experienced a successful second quarter. Data related to enrollment and current staffing follow: Registration for the upcoming school year is presently underway and is exceeding projected figures. Current staff size will necessitate an enrollment cap of 98. Further increases in enrollment will be possible only if additional personnel are hired. The payroll deduction method of payment, instituted on January 1, has assured that operations remain profitable. It has also eliminated the time and expense of billing. Parents seem satisfied with the arrangement as well. Enrollment:92 children, up from 84 at end of first quarter. Staff: Ten full-time staff members, including six attendants, three teachers, and one registered nurse

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Full license renewal is expected in August as we have met and/or exceeded all state and county requirements for facilities, staff, and programs. Favorable results were obtained from the employee satisfaction poll, which was administered to parents participating in the child care program. Ninety- one percent indicated that they were very satisfied or extremely satisfied with our in-house child care pro-gram. The most frequently mentioned suggestion for improvement was the extension of hours until 7 p.m. This change would allow employees time to run necessary errands after work, before picking up their children. We might consider this addition of services on a per hour rate basis. A copy of the survey instrument is provided for your review. Call me should you wish to discuss the extended service hours idea or any other aspects of this report. Attachment Full license renewal is expected in August as we have met and/or exceeded all state and county requirements for facilities, staff, and programs. Favorable results were obtained from the employee satisfaction poll, which was administered to parents participating in the child care program. Ninety- one percent indicated that they were very satisfied or extremely satisfied with our in-house child care pro-gram. The most frequently mentioned suggestion for improvement was the extension of hours until 7 p.m. This change would allow employees time to run necessary errands after work, before picking up their children. We might consider this addition of services on a per hour rate basis. A copy of the survey instrument is provided for your review. Call me should you wish to discuss the extended service hours idea or any other aspects of this report. Attachment Short, Periodic Memo Report: Why It Works (cont.) Uses headings to highlight standard information; allows easy updates Includes primary data collected from parent survey Attaches material to memo; attachment would be appendix in formal report

Learning Objective 5 Prepare effective proposals for a variety of purposes.

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Structure of a Proposal Problem or purposeScopeMethod and procedureMaterials and equipmentQualificationsFollow-up and evaluationBudget and costsSummaryAddenda

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Process for Preparing Proposals Start with an easy-to-prepare section after determining parts to include Complete all sections and arrange in appropriate order Check transitions between sections Proofread, edit, and check figures thoroughly