Writing Reports and Proposals

Chapter 12Chapter 12

Learning ObjectivesLearning Objectives

1. Explain how to adapt to your audiences when writing reports and proposals, and describe the choices involved in drafting report and proposal content

2. Identify five characteristics of effective writing in online reports, and explain how to adapt your writing approach for wikis

Learning ObjectivesLearning Objectives

3. Discuss six principles of graphic design, and identify the most common types of visuals used to present data, information, concepts, and ideas

4. Explain how to integrate visuals with text effectively and how to verify the quality of your visuals

Composing Reports and Composing Reports and ProposalsProposals

Adapting to Your AudienceAdapting to Your Audience

Drafting Report ContentDrafting Report Content

Composing Reports Composing Reports and Proposalsand Proposals

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

Report BodyReport 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

Report BodyReport Body

Procedures or steps in a process

Methods and approaches

Criteria for evaluating options

Conclusions and recommendations

Support for conclusions and recommendations

Report CloseReport Close

Drafting Proposal ContentDrafting Proposal Content

IntroductionIntroductionIntroductionIntroduction

BodyBodyBodyBody

ClosingClosingClosingClosing

AttentionAttention InterestInterest

DesireDesireActionAction

SolicitedSolicitedProposalProposal

UnsolicitedUnsolicitedProposalProposal

Guiding the ReadersGuiding the Readers

Previewsand Reviews

TransitionalDevices

Headings and Links

StructureStructure

Key PointsKey Points

ConsistencyConsistency

WordsWords

PhrasesPhrases

ParagraphsParagraphs

IntroductionsIntroductions

OverviewsOverviews

SummariesSummaries

Technology forTechnology forReports and ProposalsReports and Proposals

Embedded and Linked Documents

Electronic Forms

Electronic Documents

Multimedia Documents

Proposal-Writing Software

Summary of ObjectivesSummary of Objectives

Writing for Websites and WikisWriting for Websites and WikisWriting for Websites and WikisWriting for Websites and Wikis

Drafting Online ContentDrafting Online Content

1. Build trust with intended audiences

2. Adapt content for global audience

3. Use the inverted pyramid style

4. Use a concise, skimmable format

5. Compose effective links

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”

Three-Step Wiki ProcessThree-Step Wiki Process

Illustrating Your Reports with Illustrating Your Reports with Effective VisualsEffective Visuals

Visual Design

Principles

Selecting the Right Type of Selecting the Right Type of VisualVisual

DataDataConcepts and Concepts and

IdeasIdeas

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 Subhead

Subhead

Multicolumn Head*

XXXXXX

Single-Column Head

Using Line and Surface Using Line and Surface ChartsCharts

RelationshipsRelationships

TrendsTrends

VariablesVariables

201120102008 2009

Average Kiln TempsAverage Kiln Temps

8:00AM

9:00AM

10:00AM

11:00AM

12:00Noon

1:00PM

2:00PM

3:00PM

4:00PM

5:00PM

Kiln A Kiln B

Using Bar ChartsUsing Bar Charts

CommuniCo CommuniCo Staff Computer SkillsStaff Computer Skills

CommuniCo Preferred CommuniCo Preferred Communication MediaCommunication Media

Using Pie ChartsUsing Pie Charts

Percentage of Time SpentPercentage of Time SpentOnline By Age GroupOnline By Age Group

Age 25-34 Age 35-49 Age 18-24 Age 8-17 Age 50+

Presenting Information, Presenting Information, Concepts, and Ideas Concepts, and Ideas

Flow ChartsOrganization Charts

DrawingsMaps

PhotographsDiagrams

VideoAnimation

Flow Chart of the Report Flow Chart of the Report Writing ProcessWriting Process

The Chain of CommandThe Chain of Command

Creating Drawings and Creating Drawings and DiagramsDiagrams

Using Photographic ImagesUsing Photographic Images

Using Animation and VideoUsing Animation and Video

Producing and Integrating Producing and Integrating VisualsVisuals

Integrating Text and Integrating Text and VisualsVisuals

MaximizeAccess

MinimizeDisruption

Reference Visuals• Position Visuals• Titles, Captions,

Legends

Reference Visuals• Position Visuals• Titles, Captions,

Legends

Balance Text & VisualsBalance Text & Visuals

Verifying Visual QualityVerifying Visual Quality

Chapter 12Chapter 12

Writing Reports and Proposals

Writing Reports and Proposals

Business

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