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Chapter 12Chapter 12
Writing Reports and Proposals
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
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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
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Composing Reports and Composing Reports and ProposalsProposals
Composing Reports and Composing Reports and ProposalsProposals
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Adapting to Your AudienceAdapting to Your Audience
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Drafting Report ContentDrafting Report Content
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Composing Reports Composing Reports and Proposalsand Proposals
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Report IntroductionReport Introduction
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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
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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
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Procedures or steps in a process
Methods and approaches
Criteria for evaluating options
Conclusions and recommendations
Support for conclusions and recommendations
Report CloseReport Close
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Drafting Proposal ContentDrafting Proposal Content
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IntroductionIntroductionIntroductionIntroduction
BodyBodyBodyBody
ClosingClosingClosingClosing
AttentionAttention InterestInterest
DesireDesireActionAction
SolicitedSolicitedProposalProposal
UnsolicitedUnsolicitedProposalProposal
Guiding the ReadersGuiding the Readers
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Previewsand Reviews
TransitionalDevices
Headings and Links
StructureStructure
Key PointsKey Points
ConsistencyConsistency
WordsWords
PhrasesPhrases
ParagraphsParagraphs
IntroductionsIntroductions
OverviewsOverviews
SummariesSummaries
Technology forTechnology forReports and ProposalsReports and Proposals
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Embedded and Linked Documents
Electronic Forms
Electronic Documents
Multimedia Documents
Proposal-Writing Software
Summary of ObjectivesSummary of Objectives
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Writing for Websites and WikisWriting for Websites and WikisWriting for Websites and WikisWriting for Websites and Wikis
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Drafting Online ContentDrafting Online Content
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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
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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
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Summary of ObjectivesSummary of Objectives
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Illustrating Your Reports with Illustrating Your Reports with Effective VisualsEffective Visuals
Illustrating Your Reports with Illustrating Your Reports with Effective VisualsEffective Visuals
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Visual Design
Principles
Selecting the Right Type of Selecting the Right Type of VisualVisual
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DataDataConcepts and Concepts and
IdeasIdeas
The Parts of a TableThe Parts of a Table
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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
Using Line and Surface Using Line and Surface ChartsCharts
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RelationshipsRelationships
TrendsTrends
VariablesVariables
201120102008 2009
70%
60%
50%
40%
Average Kiln TempsAverage Kiln Temps
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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
Using Bar ChartsUsing Bar Charts
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CommuniCo CommuniCo Staff Computer SkillsStaff Computer Skills
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CommuniCo Preferred CommuniCo Preferred Communication MediaCommunication Media
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Using Pie ChartsUsing Pie Charts
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Percentage of Time SpentPercentage of Time SpentOnline By Age GroupOnline By Age Group
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10%
24%
30%
21%
15%
Age 25-34 Age 35-49 Age 18-24 Age 8-17 Age 50+
Presenting Information, Presenting Information, Concepts, and Ideas Concepts, and Ideas
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Flow ChartsOrganization Charts
DrawingsMaps
PhotographsDiagrams
VideoAnimation
Flow Chart of the Report Flow Chart of the Report Writing ProcessWriting Process
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The Chain of CommandThe Chain of Command
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Creating Drawings and Creating Drawings and DiagramsDiagrams
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Using Photographic ImagesUsing Photographic Images
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Using Animation and VideoUsing Animation and Video
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Summary of ObjectivesSummary of Objectives
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Producing and Integrating Producing and Integrating VisualsVisuals
Producing and Integrating Producing and Integrating VisualsVisuals
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Integrating Text and Integrating Text and VisualsVisuals
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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
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Summary of ObjectivesSummary of Objectives
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Chapter 12Chapter 12
Writing Reports and Proposals
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