1. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 1 Writing and Completing Reports and Proposals

2. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 2 Reports and Proposals Long message formats Effective visual support

3. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 3 Adapting to the Audience Be sensitive to their needs Adopt the “you” attitude Apply business etiquette Emphasize the positive Use bias-free language

4. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 4 Composing Reports and Proposals IntroductionBodyConclusion Report Context Subject/Purpose Main Ideas Overall Tone Presentation Analysis Interpretation Support Main Points Benefits Structure Action Items

5. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 5 Drafting Report Content Accurate Complete Balanced Clear and logical Documented

6. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 6 Report Introduction Authorization Scope of Coverage Sources and Methods Limitations Opportunity or Purpose Background Terms and Definitions Report Organization

7. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 7 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

8. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 8 The Report Body Procedures or steps in a process Methods and approaches Criteria for evaluating options Conclusions and recommendations Support for conclusions and recommendations

9. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 9 The Report Closing Summary Conclusions Recommendations Action plans

10. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 10 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

11. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 11 Drafting Proposal Content IntroductionBodyConclusion Key Points Benefits Merits and Qualities Commitment The Solution Work Plan Qualifications Detailed Costs Background Solution Scope Organization

12. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 12 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

13. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 13 Guiding the Readers Headings and subheadings Transitional devices Previews and reviews

14. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 14 Technology for Reports and Proposals Templates Embedded and linked documents Electronic forms Multimedia documents Electronic documents Proposal-writing software

15. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 15 Visual Literacy Consistency Contrast Balance Emphasis Convention Simplicity

16. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 16 Pick the Right Visuals Data and information Concepts and ideas

17. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 17 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

18. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 18 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

19. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 19 Line and Surface Charts Trends Variables Relationships

20. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 20 Using Bar Charts Compare items Show changes Indicate composition Show relative sizes

21. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 21 Using Pie Charts Limit the number of slices Arrange slices clockwise Use a variety of colors Show numbers or percentages

22. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 22 Data Visualization Countless data points Wide graphical variety Complex dynamic data

23. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 23 Flow Charts Processes Procedures Sequences

24. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 24 Organization Charts Positions Units Functions

25. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 25 Other Business Graphics Maps Drawings Diagrams Photographs

26. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 26 Animation and Video Shapes and text Computer animation Digital video

27. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 27 Designing Effective Visuals TemplatesBody TextAccuracy Appearance Documentation Honesty Title Caption Legend Design Consistency Efficiency

28. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 28 Completing Reports and Proposals Revising Producing Proofreading Distributing

29. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 29 Revising Reports and Proposals Content Readability Organization Style and tone

30. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 30 Integrate Text and Visuals Clear introductions Careful placement Clear references Use titles, captions, and legends Check for accuracy

31. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 31 Producing Formal Reports Prefatory parts Text of the report Supplementary parts

32. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 32 The Prefatory Parts Report cover Title fly/title page Authorization letter Transmittal letter Table of contents List of visuals Synopsis/abstract Executive summary

33. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 33 The Text of the Report Introduction Body Closing

34. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 34 Supplementary Parts Appendixes Bibliography Index

35. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 35 Formal Proposals Copy of the RFP Synopsis/Executive summary Transmittal document

36. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 36 Text of a Proposal Introduction Body Closing

37. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 37 Proofreading Reports and Proposals Inconsistencies Errors and omissions Missing components

38. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 38 Distributing Reports and Proposals Physical Electronic Web-based