Embed Size (px)
Citation preview
Chapter 11 - 1
WritingWritingReports and ProposalsReports and Proposals
Chapter 11 - 2
Reports and Reports and ProposalsProposals
EffectiveEffectiveWritingWriting
EffectiveEffectiveVisual AidsVisual Aids
Chapter 11 - 3
Audience Audience AdaptationAdaptation
The “You” Attitude
Style and Language
Appropriate Tone
Cultural Sensitivity
Chapter 11 - 4
Composing Reports Composing Reports and Proposalsand Proposals
Introduction Body Conclusion
Report Context
Subject/Purpose
Main Ideas
Overall Tone
Presentation
Analysis
Interpretation
Support
Main Points
Benefits
Action Items
Action Details
Chapter 11 - 5
Drafting Report Drafting Report ContentContent
Balanced Clear andLogical
DocumentedProperly
Accurate Complete
Chapter 11 - 6
Report IntroductionReport IntroductionAuthorizationAuthorization
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
Chapter 11 - 7
The Report BodyThe Report BodyExplanations of problem or opportunity
Facts, statistics, and trends
Results of studies or investigations
Discussion and analysis of potential actions
Advantages, disadvantages, costs, and benefits
Chapter 11 - 8
The Report BodyThe Report BodyProcedures or steps in a process
Methods and approaches
Criteria for evaluating options
Conclusions and recommendations
Support for conclusions and recommendations
Chapter 11 - 9
The Report ClosingThe Report ClosingSummary
Conclusions
Recommendations
Action Plans
Chapter 11 - 10
Content of Content of ProposalsProposals
IntroductionIntroduction
BodyBody
ClosingClosing
AttentionAttention InterestInterest
DesireDesireActionAction
SolicitedSolicitedProposalProposal
UnsolicitedUnsolicitedProposalProposal
Chapter 11 - 11
DemonstrateDemonstrateYour KnowledgeYour Knowledge
ResearchResearchthe Competitionthe Competition
Relate to YourRelate to YourAudience’s NeedsAudience’s Needs
ProvideProvideConcrete ExamplesConcrete Examples
Offer aOffer aWorkable ProposalWorkable Proposal
Present anPresent anAttractive PackageAttractive Package
Strategies for Strategies for SuccessSuccess
Chapter 11 - 12
Proposal Proposal IntroductionIntroduction
BackgroundBackground
ScopeScope
SolutionSolution
OrganizationOrganization
Chapter 11 - 13
The Proposal BodyThe Proposal Body
SolutionSolution
QualificationsQualifications
Work PlanWork Plan
Detailed CostDetailed Cost
Chapter 11 - 14
The Proposal The Proposal ClosingClosing
Key PointsKey Points
QualificationsQualifications
BenefitsBenefits
CommitmentCommitment
Chapter 11 - 15
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”
Chapter 11 - 16
Three-Step Wiki Three-Step Wiki ProcessProcess
Creating a Wiki
Adding Content
Revising Content
Chapter 11 - 17
Guiding the ReadersGuiding the ReadersPreviews
and ReviewsTransitional
DevicesHeadings and Links
Structure
Key Points
Consistency
Words
Phrases
Paragraphs
Introductions
Overviews
Summaries
Chapter 11 - 18
Technology forTechnology forReports and ProposalsReports and Proposals
Templates
Electronic Forms
MultimediaDocuments
Embedded andLinked Documents
ElectronicDocuments
Proposal-WritingSoftware
Chapter 11 - 19
The Power of ImagesThe Power of Images• Enhance textual messages• Replace verbal messages• Convey complex information• Hold people’s attention• Communicate with diverse audiences• Convey connotative meaning
Chapter 11 - 20
Create Images
Interpret ImagesConsistency
Balance
Contrast
Emphasis
Simplicity
Convention
Visual Literac
y
Chapter 11 - 21
The Ethics of Visual The Ethics of Visual CommunicationCommunication
Consider All Possible Interpretations
Provide Appropriate Context
Do Not Conceal Negative Information
Do Not Exaggerate Support Information
Chapter 11 - 22
The Ethics of Visual The Ethics of Visual CommunicationCommunication
Do Not Oversimplify Complex Situations
Do Not Imply Cause and Effect
Avoid Manipulation or Coercion
Be Careful How You Aggregate Data
Chapter 11 - 23
Choosing Points to Illustrate
The 5 C’s of Visual Design
ClearClear
CompleteComplete
ConciseConcise
ConnectedConnected
CompellingCompelling
Chapter 11 - 24
Pick the Right Pick the Right VisualsVisuals
Data andInformation
Conceptsand Ideas
Chapter 11 - 25
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 SubheadTotal
Subhead
Multicolumn Head*
XXX
XX XXXXX
XXX
XXXXXXXXX
XX
XXXXXX
Single-Column Head
Chapter 11 - 26
Preparing Data Preparing Data TablesTables
Common UnitsCommon Units
Consistent UsageConsistent Usage
Column HeadingsColumn Headings
Chapter 11 - 27
Preparing Data Preparing Data TablesTables
Rows and ColumnsRows and Columns
Totals and AveragesTotals and Averages
Data SourcesData Sources
Chapter 11 - 28
Line and Surface Line and Surface ChartsCharts
Relationships
Trends
Variables
201120102008 2009
70%
60%
50%
40%
Chapter 11 - 29
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
Tem
pera
ture
°F
Chapter 11 - 30
Home Game Ticket SalesHome Game Ticket SalesA
vera
ge P
er G
ame
0
10,000
20,000
30,000
40,000
50,000
60,000
70,000
80,000
90,000
2005 2006 2007 2008 2009 2010 2011
Other Students Families Alumni Staff
Chapter 11 - 31
Using Bar ChartsUsing Bar Charts
Show Relative Sizes
Indicate Composition
Show Changes
Compare Items
Chapter 11 - 32
CommuniCo CommuniCo Staff Computer SkillsStaff Computer Skills
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
E-mail InstantMessage
Graphics SpreadSheets
DesktopPublish
DatabaseDevelop
HTML/ XML
East
Chapter 11 - 33
CommuniCo Preferred CommuniCo Preferred Communication MediaCommunication Media
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Sales Engineering Admin
IM E-mail Telephone Text Message Face-to-Face
Chapter 11 - 34
CommuniCo Employee CommuniCo Employee Training CostsTraining Costs
Head
Cou
ntTraining Costs
0
2,000
4,000
6,000
8,000
10,000
12,000
14,000
16,000
2006 2007 2008 2009 2010 2011$0
$1,000
$2,000
$3,000
$4,000
$5,000
$6,000
$7,000
$8,000
Head Count Training Costs
Chapter 11 - 35
Using Pie ChartsUsing Pie Charts
Compare SegmentsCompare Segments
Show PercentagesShow Percentages
Show Distribution Show Distribution
Chapter 11 - 36
Percentage of Time Spent Percentage of Time Spent OnlineOnline
By Age GroupBy Age Group10%
24%
30%
21%
15%
Age 25-34 Age 35-49 Age 18-24 Age 8-17 Age 50+
Chapter 11 - 37
Data VisualizationData Visualization
Data Limits
Graphic Variety
Data Complexity
Chapter 11 - 38
Information, Information, Concepts, and Ideas Concepts, and Ideas
Flow ChartsOrganization Charts
DrawingsMaps
PhotographsDiagrams
VideoAnimation
Chapter 11 - 39
Flow Chart of the Report Writing Flow Chart of the Report Writing ProcessProcess
KeyboardInput
FirstHard Copy
NextHard Copy
Style andSpelling
Style andSpelling
KeyboardInput/Edit
SubmitReport
EditEdit
Add?
OK? Yes
No
No
Yes
KeyboardInput/Edit
Chapter 11 - 40
The Chain of CommandThe Chain of Command
DistrictA
DistrictB
DistrictC
DistrictD
DistrictE
DistrictF
DistrictG
Region1
Region2
Region3
Region4
Region5
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
Chief ExecutiveOfficer
ExecutiveVice President
ExecutiveVice President President
Chapter 11 - 41
Maps as Visual AidsMaps as Visual Aids
Online Resources
Geographic Information Systems
Simple Maps
Distribution Routes
MarketTerritories
FacilitiesLocations
Chapter 11 - 42
Drawings and Drawings and DiagramsDiagrams
Networks Processes
Operations Procedures
Chapter 11 - 43
Photographic Photographic ImagesImages
DecorativeValue
FunctionalValue
CopyrightIssues
Level ofDetail
EthicalConcerns
Chapter 11 - 44
Animation and Animation and VideoVideo
Shapes and TextShapes and Text
Computer AnimationComputer Animation
Digital VideoDigital Video
Chapter 11 - 45
Creating Visual Aids Creating Visual Aids
SoftwareSoftware TemplatesTemplates
StyleStyle QualityQuality
Chapter 11 - 46
Integrate Text and Integrate Text and VisualsVisuals
MaximizeAccess
MinimizeDisruption
Reference Visuals
Position Visuals
Titles, Captions, Legends
Balance Text & Visuals
Chapter 11 - 47
Verifying Visual Verifying Visual QualityQuality
AccuracyAccuracy
DocumentationDocumentation
HonestyHonesty
Chapter 11 - 48
Writing BusinessWriting BusinessReports and ProposalsReports and Proposals
