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
Report Context Subject/Purpose Main Ideas Overall Tone

Body
Presentation Analysis Interpretation Support

Conclusion
Main Points Benefits Action Items Action Details
Chapter 11 - 4

Drafting Report Content

Accurate Complete

Balanced

Clear and Logical

Documented Properly
Chapter 11 - 5

Report Introduction
Authorization
Scope of Coverage Sources and Methods Limitations

Opportunity or Purpose
Background Terms and Definitions 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

Body

Unsolicited Proposal

Closing
Action Desire
Chapter 11 - 10

Strategies for Success

Demonstrate Your Knowledge Research the Competition Relate to Your Audiences Needs Provide Concrete Examples Offer a Workable Proposal 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
Structure Key Points Consistency

Transitional Devices
Words Phrases Paragraphs

Previews and Reviews

Introductions Overviews Summaries
Chapter 11 - 17

Technology for Reports and Proposals

Templates Embedded and Linked Documents Electronic Documents

Electronic Forms

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
Create Images

Convention

Balance

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
XX XX XXX

XXX
XXX XXX XXX

XX
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%

50%

Variables

40%

Relationships
2008 2009 2010 2011
Chapter 11 - 28

Average Kiln Temps

2500 2000 1500 1000 500 0 8:00 AM 9:00 AM 10:00 11:00 12:00 AM AM Noon
Kiln A

Temperature F

1:00 PM
Kiln B

2:00 PM

3:00 PM

4:00 PM

5:00 PM

Chapter 11 - 29

Home Game Ticket Sales

90,000 80,000

Average Per Game

70,000 60,000 50,000 40,000 30,000 20,000 10,000 0 2005 2006 2007 Other Students 2008 Families 2009 Alumni Staff Chapter 11 - 30 2010 2011

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% 40% 30% 20% 10% 0% E-mail Instant Message Graphics Spread Sheets Desktop Publish Database Develop HTML/XML
East

Chapter 11 - 32

CommuniCo Preferred Communication Media

100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Sales IM E-mail Engineering Telephone Text Message Admin Face-to-Face

Chapter 11 - 33

CommuniCo Employee Training Costs

16,000 14,000 12,000 10,000 $8,000 $7,000 $6,000 $5,000 $4,000 $3,000 $2,000 $1,000 $0 2006 2007 2008 Head Count 2009 Training Costs 2010 2011

Training Costs

Head Count

8,000 6,000 4,000 2,000 0

Chapter 11 - 34

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
Maps Diagrams Animation

Flow Charts
Drawings Photographs Video
Chapter 11 - 38

Flow Chart of the Report Writing Process

Keyboard Input First Hard Copy Next Hard Copy OK?
No Yes

Yes

Edit

Edit

Add?
No

Submit Report

Keyboard Input/Edit

Keyboard Input/Edit

Style and Spelling

Style and Spelling

Chapter 11 - 39

The Chain of Command

Chief Executive Officer

Executive Vice President Vice President Vice President

President

Executive Vice President

Vice President Vice President

Vice President

Region 1 District A District B

Region 2 District C

Region 3 District D

Region 4 District E District F

Region 5 District G

Chapter 11 - 40

Maps as Visual Aids

Distribution Routes

Simple Maps
Market Territories

Geographic Information Systems

Online Resources

Facilities Locations

Chapter 11 - 41

Drawings and Diagrams

Networks Processes

Operations

Procedures
Chapter 11 - 42

Photographic Images
Decorative Value Functional Value

Copyright Issues

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 Reference Visuals Position Visuals

Maximize Access

Minimize Disruption

Titles, Captions, Legends

Chapter 11 - 46

Verifying Visual Quality

Accuracy Documentation

Honesty
Chapter 11 - 47

Writing Business Reports and Proposals

Chapter 11 - 48