Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Writing and Completing Reports and Proposals
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Reports and Proposals Long message formats Effective visual support
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Adapting to the Audience Be sensitive to their needs Adopt the “you” attitude Apply business etiquette Emphasize the positive Use bias-free language
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Composing Reports and Proposals IntroductionBodyConclusion Report Context Subject/Purpose Main Ideas Overall Tone Presentation Analysis Interpretation Support Main Points Benefits Structure Action Items
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Drafting Report Content Accurate Complete Balanced Clear and logical Documented
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Report Introduction Authorization Scope of Coverage Sources and Methods Limitations Opportunity or Purpose Background Terms and Definitions Report Organization
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter The Report Body Explanations of problem or opportunity Facts, statistics, and trends Results of studies or investigations Discussion and analysis of potential actions Advantages, disadvantages, costs, and benefits
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter The Report Body Procedures or steps in a process Methods and approaches Criteria for evaluating options Conclusions and recommendations Support for conclusions and recommendations
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter The Report Closing Summary Conclusions Recommendations Action plans
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Strategies for Successful Proposals Demonstrate your knowledge Provide concrete examples Research the competition Prove that your proposal is workable Relate to the reader’s needs Package your proposal attractively
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Drafting Proposal Content IntroductionBodyConclusion Key Points Benefits Merits and Qualities Commitment The Solution Work Plan Qualifications Detailed Costs Background Solution Scope Organization
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 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 HallChapter Guiding the Readers Headings and subheadings Transitional devices Previews and reviews
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Technology for Reports and Proposals Templates Embedded and linked documents Electronic forms Multimedia documents Electronic documents Proposal-writing software
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Visual Literacy Consistency Contrast Balance Emphasis Convention Simplicity
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Pick the Right Visuals Data and information Concepts and ideas
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter The Parts of a Table Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table). Subhead Column Head Row head Subhead Total Subhead Multicolumn Head* XXX XX XXX XX
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Preparing Data Tables Use common, clearly identified units Round off all items in columns Label column headings Separate rows and columns Don’t overload the table with data Document data sources
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Line and Surface Charts Trends Variables Relationships
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Using Bar Charts Compare items Show changes Indicate composition Show relative sizes
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Using Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colors Show numbers or percentages
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Data Visualization Countless data points Wide graphical variety Complex dynamic data
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Flow Charts Processes Procedures Sequences
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Organization Charts Positions Units Functions
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Other Business Graphics Maps Drawings Diagrams Photographs
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Animation and Video Shapes and text Computer animation Digital video
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Designing Effective Visuals TemplatesBody TextAccuracy Appearance Documentation Honesty Title Caption Legend Design Consistency Efficiency
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Completing Reports and Proposals Revising Producing Proofreading Distributing
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Revising Reports and Proposals Content Readability Organization Style and tone
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Integrate Text and Visuals Clear introductions Careful placement Clear references Use titles, captions, and legends Check for accuracy
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Producing Formal Reports Prefatory parts Text of the report Supplementary parts
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter The Prefatory Parts Report cover Title fly/title page Authorization letter Transmittal letter Table of contents List of visuals Synopsis/abstract Executive summary
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter The Text of the Report Introduction Body Closing
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Supplementary Parts Appendixes Bibliography Index
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Formal Proposals Copy of the RFP Synopsis/Executive summary Transmittal document
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Text of a Proposal Introduction Body Closing
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Proofreading Reports and Proposals Inconsistencies Errors and omissions Missing components
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Distributing Reports and Proposals Physical Electronic Web-based