© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 10-1 Chapter 10 Proposals and Formal...

Chapter 10Chapter 10

Proposals and Formal Reports

Informal ProposalsInformal Proposals

Introduction must provide "hook" to capture reader's interest.

Background section identifies problems and goals of project.

Proposal discusses plan for solving existing problem. Include a schedule of activities.

Informal ProposalsInformal Proposals

Staffing section describes credentials and expertise of project leaders.

Budget indicates project costs. Authorization asks for approval to

proceed.

Formal ProposalsFormal Proposals

•Much larger than informal proposals

•Organized into many parts.

Preparing to Write Formal Preparing to Write Formal ReportsReports

•Begin with a definition of the project.

•Use outlines and headings.

Researching Secondary DataResearching Secondary Data

Electronic DatabasesMagazine, newspaper, and journal articles

Newsletters, business reports,company profiles, government data, reviews,

and directories

Researching Secondary DataResearching Secondary Data

The Web Product data, mission statements, staff

directories, press releases, current company news, government

information, article reprints, scientific reports, and employment information

Internet Search Tips and Techniques

Use two or three search tools. Understand case sensitivity in keyword

searches. Understand Boolean searching. Be specific. Omit articles and prepositions.

Internet Search Tips and Techniques

Use wild cards (e.g., cent** will retrieve center and centre).

Know your search tool; use FAQs and "How to Search" sections.

Bookmark the best. Be persistent.

Generating Primary DataGenerating Primary Data

Surveys Interviews

• Locate an expert.• Prepare for the interview.• Make question objective and friendly.• Watch the time• End graciously.

Observation and Experimentation

Documenting Data and Plagiarism

Plagiarism is the act of not documenting your sources, of taking another person’s ideas or published words and not acknowledging that fact.

Documenting Data and Plagiarism

In a business report, documenting serves three purposes:

1. Strengthens your argument.

2. Protects you.

3. Instructs the reader.

Illustrating Report DataIllustrating Report Data

Reasons for using visual aidsTo clarify data

To summarize important ideas

To emphasize facts and provide focus

To add visual interest

Illustrating Report DataIllustrating Report Data

Most common types of visuals aidsTables

Charts

Graphs

Photographs, maps, illustrations

Matching Visual Aids With Objectives

TableTo show exact figures and values

Bar ChartTo compare one item with others

Line ChartTo demonstrate changes in quantitative data over time

Pie ChartTo visualize a whole unit and the proportions of its components

Flow ChartTo display a process or procedure

Organization ChartTo define a hierarchy of elements or a set of relationships

Map, Photograph, or IllustrationTo achieve authenticity, to spotlight a location, or to show an item in use

Tips for Effective Use of Visual Aids

• Clearly identify the contents of the visual aid with a meaningful title and appropriate labels.

• Refer the reader to the visual aid by discussing it in the text and mentioning its location and figure number.

• Locate the visual aid close to its reference in the text.

Tips for Effective Use of Visual Aids

•Strive for vertical placement of visual aids.

•Give credit to the source if appropriate.

Organizing Report DataOrganizing Report Data

• Deductive strategy (main ideas first)• Inductive strategy (facts and discussion first)• Chronological sequence (historical data)

Organizing Report DataOrganizing Report Data

•Geographical or spatial arrangement (e.g., East, West, South, North, etc.)

•Topical or functional arrangement (e.g., duties of CEO, duties of general

manager, etc.)

•Component or criteria arrangement (e.g., comparing two or more solution—

two cities on a call centre short list)

Presenting the Final ReportPresenting the Final Report

Prefatory Parts• Title fly• Title page• Letter or memo or e-mail of authorization• Letter or memo of transmittal• Table of contents• Executive summary or abstract

Body of report• Introduction or background• Discussion of findings• Summary, conclusions, or recommendations

Supplementary parts of a formal report• Footnotes or endnotes• Bibliography• Appendix

© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 10-1 Chapter 10 Proposals and Formal...

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