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 Body Conclusion

Report Context Presentation Main Points

Subject/Purpose Analysis Benefits

Main Ideas Interpretation Action Items

Overall Tone Support Action Details

Chapter 11 - 4
Drafting Report Content

Accurate Complete

Clear and Documented

Balanced
Logical Properly

Chapter 11 - 5
 Report Introduction
Authorization Opportunity or Purpose

Scope of Coverage Background

Sources and Methods Terms and Definitions

Limitations 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 Unsolicited
Body
Proposal Proposal

Closing

Action Desire
Chapter 11 - 10
Strategies for Success
Demonstrate Provide
Your Knowledge Concrete Examples

Research Offer a
the Competition Workable Proposal

Relate to Your Present an

Audience’s Needs 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 other’s 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 Transitional Previews
and Links Devices and Reviews

Structure Words Introductions

Key Points Phrases Overviews

Consistency Paragraphs Summaries

Chapter 11 - 17
 Technology for
Reports and Proposals
Embedded and
Templates
Linked Documents

Electronic
Electronic Forms
Documents

Multimedia Proposal-Writing
Documents Software
Chapter 11 - 18
 The 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 - 19
Consistency Interpret Images Emphasis

Contrast
Visual Convention
Literacy

Balance Create Images 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 Clear
to Illustrate
Complete

Concise

Connected

Compelling
The 5 C’s of Visual Design
Chapter 11 - 23
Pick the Right Visuals

Data and Concepts

Information and Ideas

Chapter 11 - 24
 The Parts of a Table
Multicolumn Head*

Subhead Subhead Subhead Single-Column Head

Row head XXX XXX XX
Row head
Subhead XX XXX XX
Subhead XX XXX XX
Total XXX XXX 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
Temperature °F

1500

1000

500

0
8:00 9:00 10:00 11:00 12:00 1:00 2:00 3:00 4:00 5:00
AM AM AM AM Noon PM PM PM PM PM

Kiln A Kiln B

Chapter 11 - 29
 Home Game Ticket Sales
90,000

80,000

70,000
Average Per Game

60,000

50,000

40,000

30,000

20,000

10,000

0
2005 2006 2007 2008 2009 2010 2011

Other Students Families Alumni Staff

Chapter 11 - 30
 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% East

40%

30%

20%

10%

0%
E-mail Instant Graphics Spread Desktop Database HTML/XML
Message Sheets Publish Develop

Chapter 11 - 32
 CommuniCo Preferred
Communication Media
100%

90%
80%

70%
60%

50%
40%
30%

20%
10%

0%
Sales Engineering Admin

IM E-mail Telephone Text Message Face-to-Face

Chapter 11 - 33
 CommuniCo Employee
Training Costs
16,000 $8,000

14,000 $7,000

12,000 $6,000

10,000 $5,000

Training Costs
Head Count

8,000 $4,000

6,000 $3,000

4,000 $2,000

2,000 $1,000

0 $0
2006 2007 2008 2009 2010 2011

Head Count Training Costs

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 Flow Charts

Maps Drawings

Diagrams Photographs

Animation Video
Chapter 11 - 38
 Flow Chart of the Report Writing Process

Keyboard First Next

Input Hard Copy Hard Copy

Edit OK? Yes

Yes
Edit
No Submit
Report
Add?
Keyboard Keyboard
Input/Edit Input/Edit
No

Style and Style and

Spelling Spelling

Chapter 11 - 39
 The Chain of Command
Chief Executive
Officer

Executive Executive
President
Vice President Vice President

Vice Vice Vice Vice Vice

President President President President President

Region Region Region Region Region

1 2 3 4 5

District District District District District District District

A B C D E F G

Chapter 11 - 40
 Maps as Visual Aids
Distribution Routes

Simple Maps

Market Geographic Facilities

Territories Information Systems Locations

Online Resources

Chapter 11 - 41
Drawings and Diagrams

Networks Processes

Operations Procedures

Chapter 11 - 42
Photographic Images

Decorative Functional
Value Value

Copyright Level of Ethical

Issues Detail 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
Maximize Minimize
Access Disruption
Position Visuals

Titles, Captions, Legends

Chapter 11 - 46
Verifying Visual Quality

Accuracy

Documentation

Honesty
Chapter 11 - 47
 Writing Business
Reports and Proposals

Chapter 11 - 48