Planning Reports and Proposals

Planning Reports Planning Reports and Proposalsand Proposals

Workplace WritingWorkplace Writing

• Informational reports• Analytical reports• Proposals

Three-Step Writing Three-Step Writing ProcessProcess

• Planning• Writing• Completing

Analyzing the SituationAnalyzing the Situation

• Define the purpose• Prepare the work plan

Defining the PurposeDefining the Purpose

• Inform• Persuade• Recommend• Confirm• Analyze• Summarize

Preparing the Work PlanPreparing the Work Plan• Statement of the problem• Statement of the purpose and scope• Discussion of tasks to be accomplished• Description of final products or outcomes• Review of schedules and requirements• Plans for following up• Working outline

Gathering InformationGathering Information

• Purpose• Audience• Priorities

Selecting the MediumSelecting the Medium

• Hardcopy• Digital format• Multimedia

Organizing the Organizing the InformationInformation

• Direct approach• State conclusions and recommendations• Introduce findings• Include support

• Indirect approach• Introduce findings• Discuss support• State conclusions and recommendations

Using Outline HeadingsUsing Outline Headings

I. Industry Characteristics

A. Annual sales

B. Profitability

C. Growth rate

1. Sales

2. Profit

I. Flour milling is a mature industry.

A. Market is large

B. Profit margins are narrow

C. Growth is modest.

1. Sales growth less than 3%

2. Profit growth is flat.

Descriptive(Topical) Outline

Informative(Talking) Outline

Informational ReportsInformational Reports

• Monitor and control operations• Implement policies and procedures• Document compliance• Record overall progress

Organizing Organizing Informational ReportsInformational Reports

• Comparison• Performance• Sequence or time• Category• Geography• Spatial orientation

Planning Analytical Planning Analytical ReportsReports

• Assess opportunities• Solve problems• Support decisions

Challenges of Writing Challenges of Writing Analytical ReportsAnalytical Reports

• Quality of reasoning• Clarity of writing• Persuasive elements

Defining the ProblemDefining the Problem

• What needs to be determined?• Why is this issue important?• Who is involved in the situation?• Where is the trouble located?• How did the situation originate?• When did it start?

Organizing Organizing Analytical ReportsAnalytical Reports

• Logical arguments• Feasible recommendations• Bottom-line conclusions

Focus on ConclusionsFocus on Conclusions

• Advantages– Ease of use– Bottom-line driven

• Disadvantages– Possible resistance– Oversimplification

Focus on Focus on RecommendationsRecommendations

• Establish the need for action• Introduce benefits• List the steps• Explain each step• Summarize

Focus on Logical Focus on Logical ArgumentsArguments

• 2 + 2 = 4 approach• Scientific method• Yardstick approach

Planning ProposalsPlanning Proposals• Internal

– Funding – Management support– General projects

• External– Investments– Grants– Sales

Structuring ProposalsStructuring Proposals

• Solicited– Direct approach– Interested audience

• Unsolicited– Indirect approach– Uninterested audience

Planning Reports and Proposals

Documents

Transcript of Planning Reports and Proposals

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