Writing Reports and Proposals

Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 12 - 1

Chapter 12Chapter 12

Writing Reports and Proposals

Learning ObjectivesLearning Objectives

1. Explain how to adapt to your audiences when writing reports and proposals, and describe the choices involved in drafting report and proposal content

2. Identify five characteristics of effective writing in online reports, and explain how to adapt your writing approach for wikis


Learning ObjectivesLearning Objectives

3. Discuss six principles of graphic design, and identify the most common types of visuals used to present data, information, concepts, and ideas

4. Explain how to integrate visuals with text effectively and how to verify the quality of your visuals


Composing Reports and Composing Reports and ProposalsProposals

Composing Reports and Composing Reports and ProposalsProposals


Adapting to Your AudienceAdapting to Your Audience


Drafting Report ContentDrafting Report Content


Composing Reports Composing Reports and Proposalsand Proposals


Report IntroductionReport Introduction


AuthorizationAuthorization

Scope of CoverageScope of Coverage

Sources and MethodsSources and Methods

LimitationsLimitations

Opportunity or PurposeOpportunity or Purpose

BackgroundBackground

Terms and DefinitionsTerms and Definitions

Report OrganizationReport Organization

Report BodyReport 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

Report BodyReport Body


Procedures or steps in a process

Methods and approaches

Criteria for evaluating options

Conclusions and recommendations

Support for conclusions and recommendations

Report CloseReport Close


Drafting Proposal ContentDrafting Proposal Content


IntroductionIntroductionIntroductionIntroduction

BodyBodyBodyBody

ClosingClosingClosingClosing

AttentionAttention InterestInterest

DesireDesireActionAction

SolicitedSolicitedProposalProposal

UnsolicitedUnsolicitedProposalProposal

Guiding the ReadersGuiding the Readers


Previewsand Reviews

TransitionalDevices

Headings and Links

StructureStructure

Key PointsKey Points

ConsistencyConsistency

WordsWords

PhrasesPhrases

ParagraphsParagraphs

IntroductionsIntroductions

OverviewsOverviews

SummariesSummaries

Technology forTechnology forReports and ProposalsReports and Proposals


Embedded and Linked Documents

Electronic Forms

Electronic Documents

Multimedia Documents

Proposal-Writing Software

Summary of ObjectivesSummary of Objectives


Writing for Websites and WikisWriting for Websites and WikisWriting for Websites and WikisWriting for Websites and Wikis


Drafting Online ContentDrafting Online Content


1. Build trust with intended audiences

2. Adapt content for global audience

3. Use the inverted pyramid style

4. Use a concise, skimmable format

5. Compose effective links

Collaborating on WikisCollaborating on Wikis


Forgo traditional expectations

Edit and improve each other’s work

Use templates and formatting options

Apply the appropriate tools

Practice in the “sandbox”

Three-Step Wiki ProcessThree-Step Wiki Process




Illustrating Your Reports with Illustrating Your Reports with Effective VisualsEffective Visuals

Illustrating Your Reports with Illustrating Your Reports with Effective VisualsEffective Visuals



Visual Design

Principles

Selecting the Right Type of Selecting the Right Type of VisualVisual


DataDataConcepts and Concepts and

IdeasIdeas

The Parts of a TableThe Parts of a Table


Source: (In the same format as a text footnote).*Footnote (for explanation of elements in the table).

Subhead Subhead

Row headRow head Subhead Subhead

Total

Subhead

Multicolumn Head*

XXX

XX XX

XXX

XXX

XXXXXX

XXX

XX

XXXX

XX

Single-Column Head

Using Line and Surface Using Line and Surface ChartsCharts


RelationshipsRelationships

TrendsTrends

VariablesVariables

201120102008 2009

70%

60%

50%

40%

Average Kiln TempsAverage Kiln Temps


0

500

1000

1500

2000

2500

8:00AM

9:00AM

10:00AM

11:00AM

12:00Noon

1:00PM

2:00PM

3:00PM

4:00PM

5:00PM

Kiln A Kiln B

Using Bar ChartsUsing Bar Charts


CommuniCo CommuniCo Staff Computer SkillsStaff Computer Skills


CommuniCo Preferred CommuniCo Preferred Communication MediaCommunication Media


Using Pie ChartsUsing Pie Charts


Percentage of Time SpentPercentage of Time SpentOnline By Age GroupOnline By Age Group


10%

24%

30%

21%

15%

Age 25-34 Age 35-49 Age 18-24 Age 8-17 Age 50+

Presenting Information, Presenting Information, Concepts, and Ideas Concepts, and Ideas


Flow ChartsOrganization Charts

DrawingsMaps

PhotographsDiagrams

VideoAnimation

Flow Chart of the Report Flow Chart of the Report Writing ProcessWriting Process


The Chain of CommandThe Chain of Command


Creating Drawings and Creating Drawings and DiagramsDiagrams


Using Photographic ImagesUsing Photographic Images


Using Animation and VideoUsing Animation and Video




Producing and Integrating Producing and Integrating VisualsVisuals

Producing and Integrating Producing and Integrating VisualsVisuals


Integrating Text and Integrating Text and VisualsVisuals


MaximizeAccess

MinimizeDisruption

Reference Visuals• Position Visuals• Titles, Captions,

Legends

Reference Visuals• Position Visuals• Titles, Captions,

Legends

Balance Text & VisualsBalance Text & Visuals

Verifying Visual QualityVerifying Visual Quality





Chapter 12Chapter 12

Writing Reports and Proposals


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Writing Reports and Proposals