Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Planning Reports and Proposals
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Learning Objectives Adapt the three-step writing process to reports and proposals Explain the value of a work plan in the development of long reports List the key elements of a business plan
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Learning Objectives Identify three steps you can take to ensure effective organization of online reports and other website content Discuss three major ways to organize analytical reports Explain how to choose an organizational strategy when writing a proposal
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Effective Reports and Proposals Informational reports Analytical reports Proposals
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter The Three-Step Process WritingCompletingPlanning Analyze Situation Gather Information Select Medium Get Organized Revise Produce Message Proofread Message Distribute Message Adapt to the Audience Compose the Message
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Analyzing the Situation Define purpose –To inform –To identify –To analyze Create work plan –Determine tasks –Create outline –Set schedule
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Define Your Purpose Informational –Audience needs –Audience expectations Analytical –Perceived problem –Perceived opportunity
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Prepare the Work Plan Problem, opportunity, purpose, and scope –Tasks to be accomplished –Final products or outcomes –Schedules and requirements –Plans for following up –Working outline
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Gather the Information Purpose Audience Priorities
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Select the Medium Media requirements Media preferences Feedback preferences Subject matter
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Organize the Information Direct approach –State conclusions and recommendations –Introduce findings –Include support Indirect approach –Introduce findings –Discussion and support –State conclusions and recommendations
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Planning Informational Reports Monitor and control operations Implement policies and procedures Demonstrate compliance Report progress
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Organizing Informational Reports Comparison Importance Sequence Chronology Geography Category Spatial orientation
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Creating Business Plans Summary Mission and objectives Company and industry Products or services Market and competition Management Marketing strategy
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Creating Business Plans Design and development plans Operations plan Overall schedule Critical risks and problems Financial projections Financial requirements Exit strategy
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Organizing Websites Readers are demanding Reading online is difficult The format is non-linear The medium is multidimensional
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Information Architecture Site navigation User control Information “chunks”
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Planning Analytical Reports Assess opportunities –Market analysis and due diligence Solve problems –Troubleshooting and failure analysis Support decisions –Feasibility and justification
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Challenges of Writing Analytical Reports Investigation Persuasion Responsibility
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Defining the Problem What needs to be determined? Why is this issue important? Who is involved in the situation? Where is the trouble located? How did the situation originate? When did it start?
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Methods of Organization Focus on conclusions Focus on recommendations Focus on logical arguments
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Focus on Conclusions Advantages –Ease of use –Bottom-line driven Disadvantages –Possible resistance –Oversimplification
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Focus on 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 © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Focus on Logical Arguments = 4 approach Yardstick approach
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Planning Proposals Internal –Funding and management support –General projects External –Investments and grants –Sales
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Types of Proposals Solicited –Requested (RFP) –Audience initiated Unsolicited –Not requested –Writer initiated
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Organizing Proposals Solicited –Expected –Direct approach Unsolicited –Unexpected –Indirect approach