Chapter 11 - 1 Writing Reports and Proposals. Chapter 11 - 2 Reports and Proposals...
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Transcript of Chapter 11 - 1 Writing Reports and Proposals. Chapter 11 - 2 Reports and Proposals...
Chapter 11 - 2
Reports and Reports and ProposalsProposals
EffectiveEffectiveWritingWriting
EffectiveEffectiveWritingWriting
EffectiveEffectiveVisual AidsVisual AidsEffectiveEffective
Visual AidsVisual Aids
Chapter 11 - 3
Audience Audience AdaptationAdaptation
The “You” Attitude
Style and Language
Appropriate Tone
Cultural Sensitivity
Chapter 11 - 4
Composing Reports Composing Reports and Proposalsand Proposals
Introduction Body Conclusion
Report Context
Subject/Purpose
Main Ideas
Overall Tone
Presentation
Analysis
Interpretation
Support
Main Points
Benefits
Action Items
Action Details
Chapter 11 - 5
Drafting Report Drafting Report ContentContent
BalancedBalanced Clear andLogical
Clear andLogical
DocumentedProperly
DocumentedProperly
AccurateAccurate CompleteComplete
Chapter 11 - 6
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
Chapter 11 - 7
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
Chapter 11 - 8
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
Chapter 11 - 9
The Report ClosingThe Report Closing
SummarySummary
ConclusionsConclusions
RecommendationsRecommendations
Action PlansAction Plans
Chapter 11 - 10
Content of Content of ProposalsProposals
IntroductionIntroductionIntroductionIntroduction
BodyBodyBodyBody
ClosingClosingClosingClosing
AttentionAttention InterestInterest
DesireDesireActionAction
SolicitedSolicitedProposalProposal
UnsolicitedUnsolicitedProposalProposal
Chapter 11 - 11
DemonstrateDemonstrateYour KnowledgeYour Knowledge
DemonstrateDemonstrateYour KnowledgeYour Knowledge
ResearchResearchthe Competitionthe Competition
ResearchResearchthe Competitionthe Competition
Relate to YourRelate to YourAudience’s NeedsAudience’s Needs
Relate to YourRelate to YourAudience’s NeedsAudience’s Needs
ProvideProvideConcrete ExamplesConcrete Examples
ProvideProvideConcrete ExamplesConcrete Examples
Offer aOffer aWorkable ProposalWorkable Proposal
Offer aOffer aWorkable ProposalWorkable Proposal
Present anPresent anAttractive PackageAttractive Package
Present anPresent anAttractive PackageAttractive Package
Strategies for Strategies for SuccessSuccess
Chapter 11 - 12
Proposal Proposal
IntroductionIntroduction
BackgroundBackgroundBackgroundBackground
ScopeScopeScopeScope
SolutionSolutionSolutionSolution
OrganizationOrganizationOrganizationOrganization
Chapter 11 - 13
The Proposal BodyThe Proposal Body
SolutionSolutionSolutionSolution
QualificationsQualificationsQualificationsQualifications
Work PlanWork PlanWork PlanWork Plan
Detailed CostDetailed CostDetailed CostDetailed Cost
Chapter 11 - 14
The Proposal The Proposal ClosingClosing
Key PointsKey PointsKey PointsKey Points
QualificationsQualificationsQualificationsQualifications
BenefitsBenefitsBenefitsBenefits
CommitmentCommitmentCommitmentCommitment
Chapter 11 - 15
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”
Chapter 11 - 16
Three-Step Wiki Three-Step Wiki ProcessProcess
Creating a WikiCreating a Wiki
Adding ContentAdding Content
Revising ContentRevising Content
Chapter 11 - 17
Guiding the ReadersGuiding the ReadersPreviews
and ReviewsTransitional
DevicesHeadings and Links
StructureStructure
Key PointsKey Points
ConsistencyConsistency
WordsWords
PhrasesPhrases
ParagraphsParagraphs
IntroductionsIntroductions
OverviewsOverviews
SummariesSummaries
Chapter 11 - 18
Technology forTechnology forReports and ProposalsReports and Proposals
TemplatesTemplates
Electronic FormsElectronic Forms
MultimediaDocuments
MultimediaDocuments
Embedded andLinked Documents
Embedded andLinked Documents
ElectronicDocuments
ElectronicDocuments
Proposal-WritingSoftware
Proposal-WritingSoftware
Chapter 11 - 19
The Power of ImagesThe Power of Images
• Enhance textual messages
• Replace verbal messages
• Convey complex information
• Hold people’s attention
• Communicate with diverse audiences
• Convey connotative meaning
Chapter 11 - 20
Create Images
Interpret ImagesConsistencyConsistency
BalanceBalance
ContrastContrast
EmphasisEmphasis
SimplicitySimplicity
ConventionConvention
Visual Literac
y
Chapter 11 - 21
The Ethics of Visual The Ethics of Visual CommunicationCommunication
Consider All Possible InterpretationsConsider All Possible Interpretations
Provide Appropriate ContextProvide Appropriate Context
Do Not Conceal Negative InformationDo Not Conceal Negative Information
Do Not Exaggerate Support InformationDo Not Exaggerate Support Information
Chapter 11 - 22
The Ethics of Visual The Ethics of Visual CommunicationCommunication
Do Not Oversimplify Complex SituationsDo Not Oversimplify Complex Situations
Do Not Imply Cause and EffectDo Not Imply Cause and Effect
Avoid Manipulation or CoercionAvoid Manipulation or Coercion
Be Careful How You Aggregate DataBe Careful How You Aggregate Data
Chapter 11 - 23
Choosing Points to Illustrate
The 5 C’s of Visual Design
ClearClear
CompleteComplete
ConciseConcise
ConnectedConnected
CompellingCompelling
Chapter 11 - 25
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
Total
Subhead
Multicolumn Head*
XXX
XX XX
XXX
XXX
XXXXXX
XXX
XX
XXXX
XX
Single-Column Head
Chapter 11 - 26
Preparing Data Preparing Data TablesTables
Common UnitsCommon UnitsCommon UnitsCommon Units
Consistent UsageConsistent UsageConsistent UsageConsistent Usage
Column HeadingsColumn HeadingsColumn HeadingsColumn Headings
Chapter 11 - 27
Preparing Data Preparing Data TablesTables
Rows and ColumnsRows and ColumnsRows and ColumnsRows and Columns
Totals and AveragesTotals and AveragesTotals and AveragesTotals and Averages
Data SourcesData SourcesData SourcesData Sources
Chapter 11 - 28
Line and Surface Line and Surface ChartsCharts
RelationshipsRelationships
TrendsTrends
VariablesVariables
201120102008 2009
70%
60%
50%
40%
Chapter 11 - 29
Average Kiln TempsAverage Kiln Temps
0
500
1000
1500
2000
2500
8:00AM
9:00AM
10:00AM
11:00AM
12:00Noon
1:00PM
2:00PM
3:00PM
4:00PM
5:00PM
Kiln A Kiln B
Te
mp
era
ture
°F
Chapter 11 - 30
Home Game Ticket SalesHome Game Ticket SalesA
vera
ge P
er G
ame
0
10,000
20,000
30,000
40,000
50,000
60,000
70,000
80,000
90,000
2005 2006 2007 2008 2009 2010 2011
Other Students Families Alumni Staff
Chapter 11 - 31
Using Bar ChartsUsing Bar Charts
Show Relative Sizes
Indicate Composition
Show Changes
Compare Items
Chapter 11 - 32
CommuniCo CommuniCo Staff Computer SkillsStaff Computer Skills
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
E-mail InstantMessage
Graphics SpreadSheets
DesktopPublish
DatabaseDevelop
HTML/ XML
East
Chapter 11 - 33
CommuniCo Preferred CommuniCo Preferred Communication MediaCommunication Media
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Sales Engineering Admin
IM E-mail Telephone Text Message Face-to-Face
Chapter 11 - 34
CommuniCo Employee CommuniCo Employee Training CostsTraining Costs
Head
Cou
ntTraining Costs
0
2,000
4,000
6,000
8,000
10,000
12,000
14,000
16,000
2006 2007 2008 2009 2010 2011
$0
$1,000
$2,000
$3,000
$4,000
$5,000
$6,000
$7,000
$8,000
Head Count Training Costs
Chapter 11 - 35
Using Pie ChartsUsing Pie Charts
Compare SegmentsCompare Segments
Show PercentagesShow Percentages
Show Distribution Show Distribution
Chapter 11 - 36
Percentage of Time Spent Percentage of Time Spent OnlineOnline
By Age GroupBy Age Group10%
24%
30%
21%
15%
Age 25-34 Age 35-49 Age 18-24 Age 8-17 Age 50+
Chapter 11 - 37
Data VisualizationData Visualization
Data LimitsData Limits
Graphic VarietyGraphic Variety
Data ComplexityData Complexity
Chapter 11 - 38
Information, Information, Concepts, and Ideas Concepts, and Ideas
Flow ChartsOrganization Charts
DrawingsMaps
PhotographsDiagrams
VideoAnimation
Chapter 11 - 39
Flow Chart of the Report Writing Flow Chart of the Report Writing ProcessProcess
KeyboardInput
KeyboardInput
FirstHard Copy
FirstHard Copy
NextHard Copy
NextHard Copy
Style andSpelling
Style andSpelling
Style andSpelling
Style andSpelling
KeyboardInput/EditKeyboardInput/Edit
SubmitReportSubmitReport
EditEditEditEdit
Add?Add?
OK?OK? Yes
No
No
Yes
KeyboardInput/EditKeyboardInput/Edit
Chapter 11 - 40
The Chain of CommandThe Chain of Command
DistrictA
DistrictA
DistrictB
DistrictB
DistrictC
DistrictC
DistrictD
DistrictD
DistrictE
DistrictE
DistrictF
DistrictF
DistrictG
DistrictG
Region1
Region1
Region2
Region2
Region3
Region3
Region4
Region4
Region5
Region5
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
VicePresident
Chief ExecutiveOfficer
Chief ExecutiveOfficer
ExecutiveVice President
ExecutiveVice President
ExecutiveVice President
ExecutiveVice President PresidentPresident
Chapter 11 - 41
Maps as Visual AidsMaps as Visual Aids
Online ResourcesOnline Resources
Geographic Information Systems
Geographic Information Systems
Simple MapsSimple Maps
Distribution Routes
MarketTerritories
FacilitiesLocations
Chapter 11 - 42
Drawings and Drawings and DiagramsDiagrams
NetworksNetworks ProcessesProcesses
OperationsOperations ProceduresProcedures
Chapter 11 - 43
Photographic Photographic ImagesImages
DecorativeValue
DecorativeValue
FunctionalValue
FunctionalValue
CopyrightIssues
CopyrightIssues
Level ofDetail
Level ofDetail
EthicalConcerns
EthicalConcerns
Chapter 11 - 44
Animation and Animation and VideoVideo
Shapes and TextShapes and TextShapes and TextShapes and Text
Computer AnimationComputer AnimationComputer AnimationComputer Animation
Digital VideoDigital VideoDigital VideoDigital Video
Chapter 11 - 45
Creating Visual Aids Creating Visual Aids
SoftwareSoftware TemplatesTemplates
StyleStyle QualityQuality
Chapter 11 - 46
Integrate Text and Integrate Text and VisualsVisuals
MaximizeAccess
MinimizeDisruption
Reference VisualsReference Visuals
Position VisualsPosition Visuals
Titles, Captions, LegendsTitles, Captions, Legends
Balance Text & VisualsBalance Text & Visuals
Chapter 11 - 47
Verifying Visual Verifying Visual QualityQuality
AccuracyAccuracyAccuracyAccuracy
DocumentationDocumentationDocumentationDocumentation
HonestyHonestyHonestyHonesty