Copyright © 2010 Pearson Education International Chapter 14 - 1

Writing Reports and Writing Reports and ProposalsProposals

Copyright © 2010 Pearson Education International Chapter 14 - 2

Learning ObjectivesLearning Objectives

• Explain how to adapt to your audiences

when writing reports and proposals

• Name five characteristics of effective report

content

• List the topics commonly covered in the

introduction, body, and close of formal

reports

Copyright © 2010 Pearson Education International Chapter 14 - 3

Learning ObjectivesLearning Objectives

• List six strategies to strengthen your

proposal argument

• Identify five characteristics of effective

writing in online reports

• Briefly describe three report elements that

can help readers find their way in long

documents

Copyright © 2010 Pearson Education International Chapter 14 - 4

Reports and ProposalsReports and Proposals

• Be sensitive to their needs

• Build strong relationships

• Control style and tone

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Sensing Audience NeedsSensing Audience Needs

• The “You” attitude

• Sense of etiquette

• Positive emphasis

• Bias-free language

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Building RelationshipsBuilding Relationships

• Language

• Content

• Credibility

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Controlling Style and Controlling Style and ToneTone

• Formal and informal tone

– Information

– Situation

– Report length

– Audience

Copyright © 2010 Pearson Education International Chapter 14 - 8

Composing Reports and Composing Reports and ProposalsProposals

• The introduction: context, subject,

purpose, main ideas, and tone

• Body sections: presentation, analysis,

interpretation, and support

• Concluding section: benefits, main

points, structure, and action items

Copyright © 2010 Pearson Education International Chapter 14 - 9

Drafting Report ContentDrafting Report Content

• Accurate

• Complete

• Balanced

• Clear and logical

• Documented properly

Copyright © 2010 Pearson Education International Chapter 14 - 10

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

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The Report BodyThe 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

Copyright © 2010 Pearson Education International Chapter 14 - 12

The Report BodyThe Report Body

• Procedures or steps in a process

• Methods and approaches

• Criteria for evaluating options

• Conclusions and recommendations

• Support for conclusions and recommendations

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The Report ClosingThe Report Closing

• Summary

• Conclusions

• Recommendations

• Action plans

Copyright © 2010 Pearson Education International Chapter 14 - 14

Content of ProposalsContent of Proposals

• The AIDA Plan

– Introduction

– Body

– Closing

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Strategies for SuccessStrategies for Success

• Demonstrate your knowledge

• Provide concrete examples

• Research the competition

• Offer a workable proposal

• Relate to needs of the audience

• Package your proposal attractively

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Proposal IntroductionProposal Introduction

• Problem or background

• Proposed solution

• Scope or delimitations

• Organization

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The Proposal BodyThe Proposal Body

• Proposed solution

• Work plan

• Qualifications

• Detailed costs

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The Proposal ClosingThe Proposal Closing

• Key points

• Benefits and merits

• Qualifications

• Commitment

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Drafting Online ContentDrafting Online Content

1. Build trust with intended audiences

2. Adapt content for global audience

3. Use in a concise, skimmable format

4. Compose effective links

5. Use search engine optimization

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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”

Copyright © 2010 Pearson Education International Chapter 14 - 21

Three-Step Wiki ProcessThree-Step Wiki Process

• Creating a wiki

• Adding content

• Revising content

Copyright © 2010 Pearson Education International Chapter 14 - 22

Guiding the ReadersGuiding the Readers

• Headings and links

• Transitional devices

• Previews and reviews

Copyright © 2010 Pearson Education International Chapter 14 - 23

Technology for Technology for

Reports and ProposalsReports and Proposals• Templates

• Embedded and linked documents

• Electronic forms

• Electronic documents

• Multimedia documents

• Proposal-writing software