© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 1 Writing Reports and...

Writing Reports and Writing Reports and ProposalsProposals

Three-Step Writing Three-Step Writing ProcessProcess

• Planning• Writing• Completing

Adapting to the Adapting to the AudienceAudience

• Be sensitive to their needs• Build strong relationships• Control style and tone

Composing Reports Composing Reports and Proposalsand Proposals

• Type of document• Purpose of document• Structure of document• Length and depth of material• Degree of formality• Audience relationship

The Introductory SectionThe Introductory Section

• Report context• Subject or purpose• Main ideas• Overall tone

The Body SectionThe Body Section

• Present• Analyze• Interpret• Support

The Closing SectionThe Closing Section

• Emphasizes main points• Summarizes benefits• Reinforces structure• Brings together action items

Drafting Report ContentDrafting Report Content

• Accurate• Complete• Balanced• Structured• Documented

Report IntroductionReport Introduction

• Authorization• Problem • Purpose• Scope• Background

• Sources • Methods• Definitions• Limitations• Organization

Report BodyReport Body

• Explanations• Evidence • Results• Analyses• Procedures

• Methods • Criteria• Conclusions• Recommendations• Support

Report ClosingReport Closing

• Conclusions• Recommendations• Action plans• Schedules• Responsibilities

Proposal ContentProposal Content

• The AIDA plan– Solicited proposals– Unsolicited proposals

• Introduction• Body• Conclusion

Strategies for Strategies for Successful ProposalsSuccessful Proposals

• Demonstrate your knowledge• Provide concrete examples• Research the competition• Prove that your proposal is workable• Adopt a “you” attitude• Package your proposal attractively

Proposal IntroductionProposal Introduction

• Problem or background• Proposed solution• Scope or delimitations• Organization

Proposal BodyProposal Body

• Proposed solution• Work plan• Qualifications• Detailed costs

Proposal ClosingProposal Closing

• Key points• Benefits and merits• Qualifications• Final decisions

Consistent PerspectiveConsistent Perspective

• Time frame• Verb tenses• Chronology

Guiding the ReadersGuiding the Readers

• Headings and subheadings• Transitional devices• Previews and reviews

Technology for Technology for Reports and ProposalsReports and Proposals• Templates• Linked files• Embedded files• Electronic forms• Electronic documents• Multimedia documents

Effective Visuals in Effective Visuals in ReportsReports

• Bring your message to life• Connect with your readers• Convey effective messages• Attract and hold attention

5 C’s of Visual Design5 C’s of Visual Design

• Clear• Complete• Concise• Connected• Compelling

Balance Words and Balance Words and VisualsVisuals

• The number of visuals• The placement of visuals• The pace of visuals

Pick the Right VisualsPick the Right Visuals

• Data• Information• Concepts• Ideas

The Representation of The Representation of DataData

Line Chart,Bar Chart

Pie Chart

Scatter Chart,Bubble Chart

Present individual, exact values

Show trends or relationships over timeCompare two or more sets of data

Frequency or distribution of parts in a whole

Compare entities vs. two or three variables

Preparing Data TablesPreparing Data Tables

• Use common, clearly identified units• Maintain unity in columns• Label column headings• Separate rows and columns • Provide totals or averages• Document data sources

Using Line Using Line and Surface Chartsand Surface Charts

• Trends • Variables• Relationships

Using Bar ChartsUsing Bar Charts

• Compare items• Show changes• Indicate relationships• Show relative sizes

Using Pie ChartsUsing Pie Charts

• Limit the number of slices• Arrange slices clockwise• Use a variety of colors• Show numbers or percentages

Information, Information, Concepts, and IdeasConcepts, and Ideas

• Organization charts– Positions– Units– Functions

• Flow charts– Processes– Procedures– Sequences

Using MapsUsing Maps

• Geographic areas• Regional differences• Key markets

Other Business GraphicsOther Business Graphics• Drawings and diagrams– Functions– Operations– Selected details

• Photographic images– Realism– Visual appeal– Ethical concerns

Working With Working With PhotographsPhotographs

• Learn to use image processing tools

• Match file types and applications

• Stress communication value

• Be aware of copyrights

• Obtain model release forms

Animation and VideoAnimation and Video

• Visual Impact– Shapes and text– Computer animation– Digital video

Designing Visuals for Designing Visuals for Reports and Reports and

PresentationsPresentations• Advantages of using computers– Speed– Accuracy– Versatility

• Challenges of using computers– Training– Artistic skills– Time requirements

Designing GraphicsDesigning Graphics

• Continuity• Contrast• Emphasis• Simplicity• Experience

Integrate Text Integrate Text and Graphicsand Graphics

• Clear introductions• Careful placement• Effective titles and legends

Quality and Integrity of Quality and Integrity of VisualsVisuals

• Is the visual accurate?• Is the visual documented properly?• Is the visual honest?

© Prentice Hall, 2007 Excellence in Business Communication, 7eChapter 11 - 1 Writing Reports and...

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Prentice Hall Mathematics, Geometry: Test Prep Workbook ... · Prentice Hall Mathematics, Geometry: Test Prep Workbook, 2006, 39 pages, Prentice Hall (School Division), 0132503433,

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Chapter 11 Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 1 Writing and Completing Reports and Proposals.

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