Writing

Reports and Proposals

Chapter 11 - 1

Reports and Proposals

Effective
Writing

Effective
Visual Aids
Chapter 11 - 2

Audience Adaptation
The You Attitude
Style and Language
Appropriate Tone
Cultural Sensitivity
Chapter 11 - 3

Composing Reports
and Proposals
Introduction

Body

Conclusion

Report Context

Presentation

Main Points

Subject/Purpose

Analysis

Benefits

Main Ideas

Interpretation

Action Items

Overall Tone

Support

Action Details
Chapter 11 - 4

Drafting Report Content

Accurate

Balanced

Complete

Clear and
Logical

Documented
Properly
Chapter 11 - 5

Report Introduction
Authorization

Opportunity or Purpose

Scope of Coverage

Background

Sources and Methods

Terms and Definitions

Limitations

Report Organization
Chapter 11 - 6

The 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
Chapter 11 - 7

The Report Body

Procedures or steps in a process
Methods and approaches

Criteria for evaluating options

Conclusions and recommendations
Support for conclusions and recommendations
Chapter 11 - 8

The Report Closing

Summary
Conclusions

Recommendations
Action Plans
Chapter 11 - 9

Content of Proposals
Attention

Interest

Introduction
Solicited
Proposal

Unsolicited
Proposal

Body

Closing
Action

Desire
Chapter 11 - 10

Strategies for Success

Demonstrate
Your Knowledge

Provide
Concrete Examples

Research
the Competition

Offer a
Workable Proposal

Relate to Your
Audiences Needs

Present an
Attractive Package
Chapter 11 - 11

Proposal Introduction
Background

Solution

Scope

Organization
Chapter 11 - 12

The Proposal Body

Solution

Work Plan

Qualifications

Detailed Cost
Chapter 11 - 13

The Proposal Closing

Key Points

Benefits

Qualifications

Commitment
Chapter 11 - 14

Collaborating on Wikis
Forgo traditional expectations
Edit and improve each others work

Use templates and formatting options

Apply the appropriate tools
Practice in the sandbox
Chapter 11 - 15

Three-Step Wiki Process

Creating a Wiki
Adding Content
Revising Content
Chapter 11 - 16

Guiding the Readers

Headings
and Links

Transitional
Devices

Previews
and Reviews

Structure

Words

Introductions

Key Points

Phrases

Overviews

Consistency

Paragraphs

Summaries
Chapter 11 - 17

Technology for
Reports and Proposals
Templates

Embedded and
Linked Documents

Electronic Forms

Electronic
Documents

Multimedia
Documents

Proposal-Writing
Software
Chapter 11 - 18

The Power of Images

Enhance textual messages
Replace verbal messages

Convey complex information

Hold peoples attention

Communicate with diverse audiences

Convey connotative meaning
Chapter 11 - 19

Consistency

Interpret Images

Emphasis

Contrast

Visual
Literacy

Convention

Balance

Create Images

Simplicity

Chapter 11 - 20

The Ethics of Visual

Communication
Consider All Possible Interpretations
Provide Appropriate Context

Do Not Conceal Negative Information

Do Not Exaggerate Support Information
Chapter 11 - 21

The Ethics of Visual

Communication
Do Not Oversimplify Complex Situations
Do Not Imply Cause and Effect

Avoid Manipulation or Coercion

Be Careful How You Aggregate Data
Chapter 11 - 22

Choosing Points
to Illustrate

Clear

Complete
Concise
Connected
The 5 Cs of Visual Design

Compelling
Chapter 11 - 23

Pick the Right Visuals

Data and
Information

Concepts
and Ideas

Chapter 11 - 24

The Parts of a Table

Multicolumn Head*
Subhead

Subhead

Subhead

Single-Column Head

Row head
Row head
Subhead
Subhead
Total

XXX

XXX

XX

XX
XX
XXX

XXX
XXX
XXX

XX
XX
XX

Source: (In the same format as a text footnote).

*Footnote (for explanation of elements in the table).
Chapter 11 - 25

Preparing Data Tables

Common Units

Consistent Usage

Column Headings
Chapter 11 - 26

Preparing Data Tables

Rows and Columns

Totals and Averages

Data Sources
Chapter 11 - 27

Line and Surface Charts

70%

Trends
60%

Variables

50%

40%

Relationships
2008

2009

2010

2011
Chapter 11 - 28

Average Kiln Temps

Temperature F

2500
2000
1500
1000
500
0
8:00
AM

9:00
AM

10:00 11:00 12:00

AM
AM
Noon
Kiln A

1:00
PM

2:00
PM

3:00
PM

4:00
PM

5:00
PM

Kiln B

Chapter 11 - 29

Home Game Ticket Sales

90,000

Average Per Game

80,000
70,000
60,000
50,000
40,000
30,000
20,000
10,000
0
2005

2006

2007
Other

Students

2008
Families

2009
Alumni

2010

2011

Staff
Chapter 11 - 30

Using Bar Charts

Compare Items
Show Changes
Indicate Composition
Show Relative Sizes
Chapter 11 - 31

CommuniCo
Staff Computer Skills
100%
90%
80%
70%
60%
50%

East

40%
30%
20%
10%
0%
E-mail

Instant
Message

Graphics

Spread
Sheets

Desktop
Publish

Database
Develop

HTML/XML

Chapter 11 - 32

CommuniCo Preferred
Communication Media
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%
Sales
IM

Engineering
E-mail

Telephone

Text Message

Admin
Face-to-Face

Chapter 11 - 33

16,000

$8,000

14,000

$7,000

12,000

$6,000

10,000

$5,000

8,000

$4,000

6,000

$3,000

4,000

$2,000

2,000

$1,000

$0
2006

2007

2008
Head Count

2009

2010

2011

Training Costs

Chapter 11 - 34

Training Costs

Head Count

CommuniCo Employee
Training Costs

Using Pie Charts

Show Distribution
Show Percentages
Compare Segments
Chapter 11 - 35

Percentage of Time Spent Online

By Age Group

10%

30%
15%

21%
24%
Age 25-34

Age 35-49

Age 18-24

Age 8-17

Age 50+
Chapter 11 - 36

Data Visualization
Data Limits
Graphic Variety

Data Complexity
Chapter 11 - 37

Information,
Concepts, and Ideas
Organization Charts

Flow Charts

Maps

Drawings

Diagrams

Photographs

Animation

Video
Chapter 11 - 38

Flow Chart of the Report Writing Process

Keyboard
Input

Yes

Edit

First
Hard Copy

Edit

Next
Hard Copy
OK?
No

Add?

Keyboard
Input/Edit

Yes

Submit
Report

Keyboard
Input/Edit

No

Style and
Spelling

Style and
Spelling
Chapter 11 - 39

The Chain of Command

Chief Executive
Officer

Executive
Vice President

Executive
Vice President

President

Vice
President

Vice
President

Vice
President

Vice
President

Vice
President

Region
1

Region
2

Region
3

Region
4

Region
5

District
A

District
B

District
C

District
D

District
E

District
F

District
G

Chapter 11 - 40

Maps as Visual Aids

Distribution Routes

Simple Maps
Market
Territories

Geographic
Information Systems

Facilities
Locations

Online Resources
Chapter 11 - 41

Drawings and Diagrams

Networks

Processes

Operations

Procedures
Chapter 11 - 42

Photographic Images
Decorative
Value

Copyright
Issues

Functional
Value

Level of
Detail

Ethical
Concerns
Chapter 11 - 43

Animation and Video

Shapes and Text

Computer Animation

Digital Video
Chapter 11 - 44

Creating Visual Aids

Software

Templates

Style

Quality
Chapter 11 - 45

Integrate Text and Visuals

Balance Text & Visuals

Maximize
Access

Reference Visuals

Minimize
Disruption

Position Visuals

Titles, Captions, Legends

Chapter 11 - 46

Verifying Visual Quality

Accuracy
Documentation

Honesty
Chapter 11 - 47

Writing Business
Reports and Proposals

Chapter 11 - 48