Copyright © 2010 Pearson Education InternationalChapter 13 - 1 Planning Reports and Proposals.
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Transcript of Copyright © 2010 Pearson Education InternationalChapter 13 - 1 Planning Reports and Proposals.
Copyright © 2010 Pearson Education International Chapter 13 - 1
Planning Reports and Planning Reports and ProposalsProposals
Copyright © 2010 Pearson Education International Chapter 13 - 2
Learning ObjectivesLearning Objectives
• Adapt the three-step writing process to
reports and proposals
• Explain the value of a work plan in the
development of long reports
• List the key elements of a business plan
Copyright © 2010 Pearson Education International Chapter 13 - 3
Learning ObjectivesLearning Objectives
• Identify three steps you can take to ensure
effective organization of online reports and
other website content
• Discuss three major ways to organize
analytical reports
• Explain how to choose an organizational
strategy when writing a proposal
Copyright © 2010 Pearson Education International Chapter 13 - 4
Effective Reports and Effective Reports and ProposalsProposals
• Informational reports
• Analytical reports
• Proposals
Copyright © 2010 Pearson Education International Chapter 13 - 5
The Three-Step ProcessThe Three-Step Process
Writing CompletingPlanning
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce Message
Proofread Message
Distribute Message
Adapt to the Audience
Composethe Message
Copyright © 2010 Pearson Education International Chapter 13 - 6
Analyzing the SituationAnalyzing the Situation
• Define purpose
– To inform
– To identify
– To analyze
• Create work plan
– Determine tasks
– Create outline
– Set schedule
Copyright © 2010 Pearson Education International Chapter 13 - 7
Define Your PurposeDefine Your Purpose
• Informational
– Audience needs
– Audience expectations
• Analytical
– Perceived problem
– Perceived opportunity
Copyright © 2010 Pearson Education International Chapter 13 - 8
Prepare the Work PlanPrepare the Work Plan
• Problem, opportunity, purpose, and scope– Tasks to be accomplished
– Final products or outcomes
– Schedules and requirements
– Plans for following up
–Working outline
Copyright © 2010 Pearson Education International Chapter 13 - 9
Gather the InformationGather the Information
• Purpose
• Audience
• Priorities
Copyright © 2010 Pearson Education International Chapter 13 - 10
Select the MediumSelect the Medium
• Media requirements
• Media preferences
• Feedback preferences
• Subject matter
Copyright © 2010 Pearson Education International Chapter 13 - 11
Organize the InformationOrganize the Information
• Direct approach– State conclusions and recommendations
– Introduce findings
– Include support
• Indirect approach– Introduce findings
– Discussion and support
– State conclusions and recommendations
Copyright © 2010 Pearson Education International Chapter 13 - 12
Planning Planning Informational ReportsInformational Reports
• Monitor and control operations
• Implement policies and procedures
• Demonstrate compliance
• Report progress
Copyright © 2010 Pearson Education International Chapter 13 - 13
Organizing Organizing Informational ReportsInformational Reports
• Comparison
• Importance
• Sequence
• Chronology
• Geography
• Category
• Spatial orientation
Copyright © 2010 Pearson Education International Chapter 13 - 14
Creating Business PlansCreating Business Plans
• Summary
• Mission and objectives
• Company and industry
• Products or services
• Market and competition
• Management
• Marketing strategy
Copyright © 2010 Pearson Education International Chapter 13 - 15
Creating Business PlansCreating Business Plans
• Design and development plans
• Operations plan
• Overall schedule
• Critical risks and problems
• Financial projections
• Financial requirements
• Exit strategy
Copyright © 2010 Pearson Education International Chapter 13 - 16
Organizing WebsitesOrganizing Websites
• Readers are demanding
• Reading online is difficult
• The format is non-linear
• The medium is multidimensional
Copyright © 2010 Pearson Education International Chapter 13 - 17
Information ArchitectureInformation Architecture
• Site navigation
• User control
• Information “chunks”
Copyright © 2010 Pearson Education International Chapter 13 - 18
Planning Analytical Planning Analytical ReportsReports
• Assess opportunities
–Market analysis and due diligence
• Solve problems
– Troubleshooting and failure analysis
• Support decisions
– Feasibility and justification
Copyright © 2010 Pearson Education International Chapter 13 - 19
Challenges of Writing Challenges of Writing
Analytical ReportsAnalytical Reports• Investigation
• Persuasion
• Responsibility
Copyright © 2010 Pearson Education International Chapter 13 - 20
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?
Copyright © 2010 Pearson Education International Chapter 13 - 21
Methods of OrganizationMethods of Organization
• Focus on conclusions
• Focus on recommendations
• Focus on logical arguments
Copyright © 2010 Pearson Education International Chapter 13 - 22
Focus on ConclusionsFocus on Conclusions
• Advantages
– Ease of use
– Bottom-line driven
• Disadvantages
– Possible resistance
– Oversimplification
Copyright © 2010 Pearson Education International Chapter 13 - 23
Focus on Focus on RecommendationsRecommendations
1. Establish the need for action
2. Introduce the overall benefits
3. List the required steps
4. Explain each step more fully
5. Summarize the recommendations
Copyright © 2010 Pearson Education International Chapter 13 - 24
Focus on Logical Focus on Logical ArgumentsArguments
• 2 + 2 = 4 approach
• Yardstick approach
Copyright © 2010 Pearson Education International Chapter 13 - 25
Planning ProposalsPlanning Proposals
• Internal
– Funding and management support
– General projects
• External
– Investments and grants
– Sales
Copyright © 2010 Pearson Education International Chapter 13 - 26
Types of ProposalsTypes of Proposals
• Solicited
– Requested (RFP)
– Audience initiated
• Unsolicited
– Not requested
–Writer initiated