1. Planning Reports and Proposals
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2. 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
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3. 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
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4. Effective Reports and Proposals
Informational reports
Analytical reports
Proposals
Reports fall into three basic categories:
Informational reports offer data, facts, feedback, and other types of information without analysis or recommendations.
Analytical reports offer both information and analysis, and may include recommendations.
Proposals offer structured persuasion for internal or external audiences.
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5. The Three-Step Process
Planning
Writing
Completing
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce Message
Proofread Message
Distribute Message
Adapt to
the Audience
Compose
the Message
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6. Analyzing the Situation
Define purpose
To inform
To identify
To analyze
Create work plan
Determine tasks
Create outline
Set schedule
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7. Define Your Purpose Informational Analytical Audience needs
Audience expectations
Analytical
Perceived problem
Perceived opportunity
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8. 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
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9. Gather the Information
Purpose
Audience
Priorities
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10. Select the Medium Media requirements Media preferences
Feedback preferences
Subject matter
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11. Organize the Information
Direct approach
State conclusions and recommendations
Introduce findings
Include support
Indirect approach
Discussion and support
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12. Planning Informational Reports
Monitor and control operations
Implement policies and procedures
Demonstrate compliance
Report progress
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13. Organizing Informational Reports
Comparison
Importance
Sequence
Chronology
Geography
Category
Spatial orientation
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14. Creating Business Plans
Summary
Mission and objectives
Company and industry
Products or services
Market and competition
Management
Marketing strategy
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15. Creating Business Plans
Design and development plans
Operations plan
Overall schedule
Critical risks and problems
Financial projections
Financial requirements
Exit strategy
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16. Organizing Websites Readers are demanding Reading online is difficult
The format is non-linear
The medium is multidimensional
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17. Information Architecture
Site navigation
User control
Information “chunks”
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18. Planning Analytical Reports
Assess opportunities
Market analysis and due diligence
Solve problems
Troubleshooting and failure analysis
Support decisions
Feasibility and justification
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19. Challenges of Writing Analytical Reports
Investigation
Persuasion
Responsibility
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20. 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?
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21. Methods of Organization
Focus on conclusions
Focus on recommendations
Focus on logical arguments
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22. Focus on Conclusions Advantages Disadvantages Ease of use
Bottom-line driven
Disadvantages
Possible resistance
Oversimplification
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23. Focus on Recommendations
Establish the need for action
Introduce the overall benefits
List the required steps
Explain each step more fully
Summarize the recommendations
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24. Focus on Logical Arguments
2 + 2 = 4 approach
Yardstick approach
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25. Planning Proposals Internal External Funding and management support
General projects
External
Investments and grants
Sales
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26. Types of Proposals Solicited Unsolicited Requested (RFP)
Audience initiated
Unsolicited
Not requested
Writer initiated
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27. Organizing Proposals Solicited Unsolicited Expected Direct approach
Unexpected
Indirect approach
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