Chapter 11 Writing Reports and Proposals (1).ppt

8/14/2019 Chapter 11 Writing Reports and Proposals (1).ppt

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Chapter 11 - 1

WritingReports and Proposals


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Chapter 11 - 2

Reports and Proposals

EffectiveWriting

Effective Visual Aids


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Chapter 11 - 3

Audience Adaptation

The You Attitude

Style and Language

Appropriate Tone

Cultural Sensitivity


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Chapter 11 - 4

Composing Reports

and ProposalsIntroduction Body Conclusion

Report Context

Subject/Purpose

Main Ideas

Overall Tone

Presentation

Analysis

Interpretation

Support

Main Points

Benefits

Action Items

Action Details


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Chapter 11 - 5

Drafting Report Content

Balanced Clear andLogicalDocumented

Properly

Accurate Complete


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Chapter 11 - 6

Report Introduction

Authorization

Scope of Coverage

Sources and Methods

Limitations

Opportunity or Purpose

Background

Terms and Definitions

Report Organization


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Chapter 11 - 7

The Report Body

Explanations of problem or opportunity

Facts, statistics, and trendsResults of studies or investigations

Discussion and analysis of potential actionsAdvantages, disadvantages, costs, and benefits


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Chapter 11 - 8

The Report Body

Procedures or steps in a process

Methods and approachesCriteria for evaluating options

Conclusions and recommendationsSupport for conclusions and recommendations


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Chapter 11 - 9

The Report Closing

Summary

Conclusions

Recommendations

Action Plans


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Chapter 11 - 10

Content of Proposals

Introduction

Body

Closing

Attention Interest

Desire Action

SolicitedProposal

UnsolicitedProposal


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Chapter 11 - 11

DemonstrateYour Knowledge

Researchthe Competition

Relate to Your Audiences Needs

ProvideConcrete Examples

Offer aWorkable Proposal

Present an Attractive Package

Strategies for Success


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Chapter 11 - 12

Proposal Introduction

Background

Scope

Solution

Organization


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Chapter 11 - 13

The Proposal Body

Solution

Qualifications

Work Plan

Detailed Cost


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Chapter 11 - 14

The Proposal Closing

Key Points

Qualifications

Benefits

Commitment


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Chapter 11 - 16

Three-Step Wiki Process

Creating a Wiki

Adding Content

Revising Content


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Chapter 11 - 17

Guiding the ReadersPreviews

and ReviewsTransitional

DevicesHeadingsand Links

Structure

Key Points

Consistency

Words

Phrases

Paragraphs

Introductions

Overviews

Summaries


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Chapter 11 - 18

Technology for

Reports and ProposalsTemplates

Electronic Forms

MultimediaDocuments

Embedded andLinked Documents

ElectronicDocuments

Proposal-WritingSoftware


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Chapter 11 - 19

The Power of Images

Enhance textual messages

Replace verbal messages Convey com plex in fo rmation

Hold peoples attention

Communicate with diverse audiences Convey connotative meaning


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Chapter 11 - 20

Create Images

Interpret ImagesConsistency

Balance

Contrast

Emphasis

Simplicity

Convention VisualLiteracy


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Chapter 11 - 21

The Ethics of Visual

CommunicationConsider All Possible Interpretations

Provide Appropriate Context

Do Not Conceal Negative Information

Do Not Exaggerate Support Information


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Chapter 11 - 22

The Ethics of Visual

CommunicationDo Not Oversimplify Complex Situations

Do Not Imply Cause and Effect

Avoid Manipulation or Coercion

Be Careful How You Aggregate Data


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Chapter 11 - 23

Choosing Points

to Illustrate

The 5 Cs of Visual Design

Clear

Complete

Concise

Connected

Compelling


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Chapter 11 - 24

Pick the Right Visuals

Data andInformation

Conceptsand Ideas


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Chapter 11 - 25

The Parts of a Table

Sour ce: (I n the same format as a text f ootnote).* F ootnote (for explanation of elements in the table).

Subhead Subhead

Row head

Row head

Subhead

Subhead

Total

Subhead

M ulticolumn H ead*

XXX

XX

XX

XXX

XXX

XXX

XXX

XXX

XX

XX

XX

XX

Single-Column H ead


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Chapter 11 - 26

Preparing Data Tables

Common Units

Consistent Usage

Column Headings


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Chapter 11 - 27

Preparing Data Tables

Rows and Columns

Totals and Averages

Data Sources


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Chapter 11 - 28

Line and Surface Charts

Relationships

Trends

Variables

201120102008 2009

70%

60%

50%

40%


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Chapter 11 - 29

Average Kiln Temps

0

500

1000

1500

2000

2500

8:00 AM

9:00 AM

10:00 AM

11:00 AM

12:00Noon

1:00PM

2:00PM

3:00PM

4:00PM

5:00PM

Kiln A Kiln B

T e m p e r a

t u r e

F


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Chapter 11 - 30

Home Game Ticket Sales

A v e r a g e

P e r G a m e

0

10,000

20,000

30,000

40,000

50,000

60,000

70,000

80,000

90,000

2005 2006 2007 2008 2009 2010 2011

Other Students Families Alumni Staff


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Chapter 11 - 31

Using Bar Charts

Show Relative Sizes

Indicate Composition

Show Changes

Compare Items


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Chapter 11 - 32

CommuniCo

Staff Computer Skills

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

E-mail InstantMessage

Graphics SpreadSheets

DesktopPublish

DatabaseDevelop

HTML/XML

East


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Chapter 11 - 33

CommuniCo Preferred

Communication Media

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Sales Engineering Admin

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


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Chapter 11 - 34

CommuniCo Employee

Training Costs

H e a

d C o u n

t T r a i n i n

g C o s t s

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000

2006 2007 2008 2009 2010 2011 $0

$1,000

$2,000

$3,000

$4,000

$5,000

$6,000

$7,000

$8,000

Head Count Training Costs


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Chapter 11 - 35

Using Pie Charts

Compare Segments

Show Percentages

Show Distribution


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Chapter 11 - 36

Percentage of Time Spent OnlineBy Age Group

10%

24%

30%

21%

15%

Age 25-34 Age 35-49 Age 18-24 Age 8-17 Age 50+


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Chapter 11 - 37

Data Visualization

Data Limits

Graphic Variety

Data Complexity


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Chapter 11 - 38

Information,

Concepts, and IdeasFlow ChartsOrganization Charts

DrawingsMaps

PhotographsDiagrams

Video Animation


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Chapter 11 - 39

Flow Chart of the Report Writing Process

KeyboardInput

FirstHard Copy

NextHard Copy

Style andSpelling

Style andSpelling

KeyboardInput/Edit

SubmitReport

EditEdit

Add?

OK? Yes

No

No

Yes

KeyboardInput/Edit


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Chapter 11 - 40

The Chain of Command

District A

DistrictB

DistrictC

DistrictD

DistrictE

DistrictF

DistrictG

Region1

Region2

Region3

Region4

Region5

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

Chief ExecutiveOfficer

ExecutiveVice President

ExecutiveVice President President


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Chapter 11 - 41

Maps as Visual Aids

Online Resources

GeographicInformation Systems

Simple Maps

Distribution Routes

MarketTerritories

FacilitiesLocations


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Chapter 11 - 42

Drawings and Diagrams

Networks Processes

Operations Procedures


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Chapter 11 - 43

Photographic Images

DecorativeValue

FunctionalValue

CopyrightIssues Level ofDetail EthicalConcerns


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Chapter 11 - 44

Animation and VideoShapes and Text

Computer Animation

Digital Video


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Chapter 11 - 45

Creating Visual Aids

Software Templates

Style Quality


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Chapter 11 - 46

Integrate Text and Visuals

Maximize Access

MinimizeDisruption

Reference Visuals

Position Visuals

Titles, Captions, Legends

Balance Text & Visuals


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Chapter 11 - 47

Verifying Visual Quality

Accuracy

Documentation

Honesty


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Chapter 11 - 48

Writing Business

Reports and Proposals

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