REPORT WRITING PROPOSAL WRITING · Style of Writing Strike a Balance Informal • You know your...
Transcript of REPORT WRITING PROPOSAL WRITING · Style of Writing Strike a Balance Informal • You know your...
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The Consulting Process
REPORT WRITING PROPOSAL WRITING by Elisabeth Dols – CE
October 27-28, 2011
Maastricht School of Management
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• ACTION: Report or Proposal? What is the difference? • Common Business Reports • Report writing from a Management’s perspective • EXERCISE: Report order – Executive reads • Stages in Writing • Planning your Report • CASE TABEISA: identifying TORs/ Consider All Factors • Organizing the information • Building a skeletal framework Lunch
Training outline
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Training outline continued
• Writing your Report – Where do you start? • Draft • Introduction (Scope) • Main Body (Findings) • Conclusions – Recommendations • ACTION: write a SMART Recommendation • Executive Summary • Supplementary Parts • Lay out, presentation, style of writing, use of language • Visual Literary: how to present data?
CONCLUSIONS
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1 Communication Objective
2 Content
3 Purpose
4 Reader
5 Shelf Life
6 Skills involved
7 Style of writing (language used)
8 TORs
9 Quality
10 Value
REPORT OR PROPOSAL ACTION: What is the difference?
_________________________________________
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PROPOSAL OR REPORT
What is the difference?
_________________________________________
PROPOSAL
• Requested (RFP)
• Invitation to Tender
• Normally not paid for
• Responds to a perceived need
• Gets you to the negotiating table
• A Report delivers against agreed TORs or tasks
• Normally commissioned (requested/paid for)
• It should „add value‟ in terms of its analysis, findings or
lessons learnt
• Objectivity is required, formal writing , analytical
• It is usually your main „Product‟ or „Deliverable‟
• Should confirm to the client the reason they hired you
• A good Report can have a long „shelf life‟ and can be of
interest to a wider audience
• Gets your invoice paid!
REPORT _________________________________________
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PROPOSAL ___________________________________
• Responds to a perceived need
• Requested (RFP) - Invitation to Tender – Bid
• Competition involved
• Normally not paid for
• Proposes how new work will be undertaken
• Persuasive
• Your Proposal should ensure the client sees the reason
to talk to and hopefully hire you.
• Proposal can be delivered according to agreed TORs
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PROPOSAL AND REPORT
_________________________________________
BOTH CONTENT
SHOULD DEMONSTRATE
THE PROFESSIONALISM OF THE WRITER
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Informational Reports
Reports to monitor
and Control Operations
Sales Reports
Reports to Implement
Policies and Procedures
Reports to demonstrate
Compliance
Reports to Document
Progress
Analytical Reports
Reports to Assess
Opportunities
Feasibility study
Reports to Solve
Problems
Reports to Support
Decisions
from Business Communication Essentials – International Edition 2010
Courtland Bovée / John Till
Common Business Reports
Reports to Project
The Results of an
Investigation
Case study
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Stages in Writing
Planning Writing Completing
1.Preparation
2. Production
3. Development 25% 50% 25%
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Report Writing Stages
I
• Company identifies area for investigation
• Personnel and/or consultant are identified to research the area and produce a report
• Determination of the purpose of the report
II
• Decide on methods or procedures for gathering data.
• Conduct research and gather information.
• Organize and analyze the information collected.
III
• Write draft report
• Edit and proofread the draft to improve it.
• Submit improved report.
Celebrate!
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Order in Report Executive reads Order
Written
1. Executive Summary
2. Contents
3. Introduction
4. Findings (Main Body)
5. Conclusions
6. Recommendations
7. Bibliography/sources
8. Appendices
From a Management‟s Perspective
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Order in Report Executive reads Order
Written
1. Executive Summary
2. Contents
3. Introduction
4. Findings (Main Body)
5. Conclusions
6. Recommendations
7. Bibliography/sources
8. Appendices
6
7
1 (unless academic
Report)
3
4
5
2 Write as you
research
Any time you find
extra info
Always
N/A
Sometimes
If interested in research
If surprised
Nearly always
If report shows area that needs
further investigation
Rarely
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• Clarifying Terms Of Reference
• TORs are a guiding statement
used to define the scope of
your investigation (Report)
• TORs can help you to identify
your audience
Planning Your Report
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Always Assume
Your Assumptions Are Wrong
Appendix 1.1 Specific Terms Of Reference
CASE TABEISA
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Consider All Factors (CAF)
Step 1
• Get together with your customers and
brainstorm all the different factors that are or
could be important to the success of the project.
Step 2
• Assumption-check the items on your list
For each item, try to identify (false) assumptions
you are each making about it.
de Bono‟s Thinking Course, Edward de Bono, Facts on File Publications,
1985, ISBN 0-8160-1895-2
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Terms of Reference (TORs) ________________________________________________________
Why?
• The background, context and reasons behind
the purpose of the report
What and How?
• The objectives (global) and required outputs of the consultancy (methodology)
• Expected tasks to reach the objectives
Who and What?
• Expert profile required
• Working language
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When and Where?
• Time schedule for number of days for the assignment per expert
• Expected fieldwork, travel, desk and deliverables (presentations/final report)
• Planning & Location: any expected travel and field work
Which?
• Resources (support, personnel, offices, technology, vehicle) made available to the consultant/experts
• Data, documentation, information (history)
• Reporting requirements (report submission, format and quantity)
TORs continued
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• Consider the Report as a whole
• Focus initially on the ideas
•
• Draw up an outline structure
• Collect and select your information (list)
• Organize the information (spider diagram)
• Prepare an optimal (skeletal) framework
to maintain a sense of perspective
• Set up an Action Plan and sensible time scale for completion by the given deadline
Planning Your Report
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Organizing the information
• Write the main theme
in the centre of the piece of
paper
• Write down all the ideas and
key words related to your
topic starting from the centre
and
branching out along the
lines of the connecting
ideas.
Topic
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BUILDING A SKELETAL FRAMEWORK
The quality and durability of any „house‟ construction
depends largely on the framing process.
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Three stages of production
Step 1: Working title
Step 2: Consider the overall structure
Introduction, Main Body, Close
Step 3: Reshape the material into a
structure that your readers will
find acceptable, logical and intelligible
Writing Your Report DRAFT
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“The skill of writing is to create a context
in which other people can think. ”
Edwin Schlossberg,
Principal of ESI Design
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• Authorization Why was the report written? Who requested it, and when?
• Problem/purpose
• Scope
• Background
• TORs
• Sources and methods
• Definitions
• Limitations
• Report organization
Writing Your Report INTRODUCTION
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• Which resources were available to you?
For example staff, time and equipment)
• What limitations, if any, did you work under? What were the reasons for these?
For example, “The report does not analyse departmental expenditure in June because the figure were not available.”
• Which sources of information did you use? How did you obtain this information?
• What were your methods of working? For example, a technical report will require a technical explanation of methods used.
• How is the report structured? Why did you use this method of presentation?
This explanation helps the reader find their way around the report and shows the logic of the layout.
Introduction (Scope)
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• Explanations
• Discussion
• Facts, statistical evidence and
trends
• Analysis of action
• Pros and cons
• Procedures
• Methods and approaches
• Criteria
• Conclusions, recommendations
• Support
MAIN BODY RESULTS OF FINDINGS
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Writing Your Report CONCLUSIONS
RECOMMENDATIONS
• Briefly restate your conclusions
or recommendations in the
same order as the body
• Use the close to present your conclusions or recommendations for the first time
• Do not present any new facts!
• Spell out exactly what should happen next
• Provide a schedule with specific task assignments
For direct approach
For indirect approach
For motivating action
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Rule to remember
A conclusion reiterates the importance of the main idea and
summarizes the evidence presented in support of it.
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Recommendations
• Probably the most important part of a report
• You make suggestions about how to solve problems, or
how to take advantage of opportunities
• Your reputation as a professional can be influenced by the
quality of your recommendations
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Recommendations:
Style and Tone
• This section should be formal
• The strength of your recommendations will partly depend
on the company‟s culture
For example: „You must change…‟
„The company should consider changing…‟
• Correct language is important
No errors!
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Scenario
A customer visits your company and talks to a
salesperson. The salesperson is new, and lacks product
knowledge, so sells the customer an unsuitable product.
Later the customer discovers that the product is
unsuitable, and therefore he returns the product,
complains, and asks for his money back.
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SMART Recommendations
• Specific
• Measurable
• Achievable
• Result-oriented
• Time-bound
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ACTION
Write a recommendation for the scenario
include
• Cost/benefit analysis
• Opportunity cost
• Problem Analysis
Time management: 45 minutes max
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• Intention (Your purpose and scope)
• Outline (what was done and how)
• Main findings
• Main conclusions
• Main recommendations (if necessary)
EXECUTIVE SUMMARY
(Abstract or Synopsis) Writing Your Report
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Provide additional detail and
reference material
• Bibliography/Sources
• Appendices
• including TORs
Writing Your Report SUPPLEMENTARY PARTS
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Be consistent!
Apply a progressive numbering system.
The decimal notation system is commonly
used.
Example
Title: The Consultancy Process: Report Writing
1. Introduction Proposal vs Report
1.1 Quality and Value
1.2 Content
1.21 Management/Level Reader
2. Common Business Reports
2.1 Informational and Analytical Reports
2.2 Stages in Report Writing
2.21 Terms of Reference
3. Report Writing Techniques
3.1 Organizing the information
3.2 Collecting the information
3.3 Building a Skeletal Framework
Layout
CONTENT PAGE
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• Leave wide margins for binding and
feedback comments from your reader
• Headings should be clear - highlighted in bold or underlined
• All diagrams and illustrations should be labeled and numbered
• Technical terminology should be listed in a glossary of terms at the back of your report
• Font style: cultural preferences may exist (bold, italics)
• Graphics: cultural sensitivity impacts spacing, use of color and overall layout
Presentation
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Style of Writing
Strike a Balance
Informal
• You know your readers (you, I, we)
• Overly informal can be perceived as
trivializing important issues!
Formal
Eliminate all personal pronouns
including I, you, we, us,and our
Use impersonal journalism style
Emphasize objectivity
Avoid personal opinions
Build argument on provable facts
Overly formal style can put too much
distance between writer and reader
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• Active or passive?
„I recommend…‟
„It is recommended that…‟
Avoid mixing the two voices
• Think simplified English!
• Remove ambiguity
Consider one meaning, function, context, grammar,
punctuation
• Idioms check (in the same boat, above
someone‟s head, once in a blue moon)
• Subjective language
(What does the term „beautiful‟ mean to you?)
Use of Language
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Visual Literacy “Make everything as simple as possible, but not simpler.”
Albert Einstein
Most people are visual in nature:
pictures and graphs go a lot further
in understanding
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Conclusions
1. Your writing creates a context
in which other people can think
2. Your writing is Proven Performance
of understanding your clients‟needs.
3. Your writing <in many cases> is
everything the customer is left with
after you leave.
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References • Writing a Report (How to)
John Bowden 2004 Business & Economics
• Business Communication Essentials
Bovée & Thill, 2010 Pearson
• Effective Global Communications –
Planning for Language & Cultural Differences
Myriam Siftar, 2009 MTM LinguaSoft
• Hong Kong Polytechnic University
Centre for Independant Language Learning
http://www2.elc.polyu.edu.hk/CILL/reports
• Essential English Idioms
Spears, Kirkpatrick 1999 NTC Publishing Group
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THANK YOU FOR
YOUR PARTICIPATION