Chapter 11 Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 1 Writing and Completing Reports and Proposals
Feb 26, 2016
Chapter 11
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 11 - 1
Writing and Completing Reports
and Proposals
Learning Objectives1. Writing reports and proposals
2. Drafting online content
3. Collaborating on wikis
4. Illustrating your reports with visuals
5. Completing reports and proposals
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Writing Reports and Proposals
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Adapt to the Audience
The “You” Attitude
Level of Formality
Reports and Proposals
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•Introduction•Body Section•Closing
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Complete
Clear
Documented
Accurate
Balanced
Logical
Draft Report Content
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Report Introduction• Authorization
• Scope of Coverage
• Sources or Methods
• Limitations
• Problem or Purpose
• Background
• Definitions
• Organization
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The Report Body• Explanations of problem or opportunity
• Facts, statistics, and trends
• Results of studies or investigations
• Discussion and analysis of actions
• Pros and cons, costs and benefits
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The Report Body• Procedures or steps in a process
• Methods and approaches
• Criteria for evaluating options
• Conclusions and recommendations
• Information and evidence for support
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The Report Closing
•Recommendations
•Action Plans
•Conclusions
•Summary
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Successful Proposals
• Demonstrate your knowledge• Provide examples and information• Research your competition• Prove that your proposal is feasible• Relate your proposal to reader needs• Package the proposal attractively
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Draft the Content•Introduction •Body Text•Conclusion
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Guide the Readers►Headings and Links
►Transitional Devices
►Previews and Reviews
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Technological Tools
Templates, Themes, and Style Sheets
Electronic Forms
Multimedia Documents
Embedded andLinked Documents
Electronic Documents
Proposal-Writing Software
Drafting Online Content
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Draft Online Content• Build trust with intended audiences• Adapt content for global audiences• Include reader-oriented content• Use a concise, skimmable format• Include effective links• Make your website a “living” document
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Collaborating on Wikis
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The WIKI Philosophy• Traditional authorship expectations• Editing and improving the team’s work• Templates and formatting options• Editing and commenting features• Practicing in the “sandbox”• Guidelines for new contributors
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Three-Step Process
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Start New Wiki
Add Material to Wiki
Revise Wiki Material
Illustrating Reports with Effective Visuals
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Visual Literacy
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Consistency
Contrast
Balance
Emphasis
Convention
Simplicity
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Pick the Right Visuals
•Data•Information•Concepts•Ideas
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The 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
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Preparing Data Tables
Common Units
Consistent Usage
Column Headings
Rows or Columns
Totals or Averages
Data Sources
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Line or Surface Charts
Variables Trends
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Using Bar Charts
•Quantities •Variables•Numbers
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Using Pie ChartsDistributionDominancePercentages
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Data Visualization
InteractivityMeaning
Communication
Systematic Charts
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Organization ChartsFlowcharts
Processes
Procedures
Sequences
Positions
Units
Functions
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Business Graphics•Maps•Drawings•Diagrams •Infographics•Photographs
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Shapes and Text
Multimedia
Digital Video
Animation and Video
Effective Visuals
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Integration with Text
Style and Quality
Accuracy Ethics
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Effective VisualsIntegration with Text
Style and Quality
Accuracy Ethics
Completing Reports and Proposals
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Revise the Content
Organization Style & Tone
Readability Efficiency
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Produce the Report
Prefatory Parts
Text of the Report
Supplementary Parts
Cover Title Fly Title Page
Letter ofAuthorization
TransmittalDocument
Table ofContents
List ofIllustrations
Synopsis orAbstract
ExecutiveSummary
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The Prefatory Parts
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•Introduction•Body Section•Closing
Text of the Report
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Supplementary Parts
•Appendix•References•Index
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Cover Title Fly Title Page
Table of Contents
List ofIllustrations
Request forProposal
Synopsis ExecutiveSummary
TransmittalDocument
Formal Proposals
Text of a Proposal
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•Introduction•Body Section•Conclusion
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Your Review
“Fresh Eyes”
Proofread Documents
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Distribute Documents
Physical Web-BasedElectronic
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Writing and Completing Reports and Proposals