Chapter 11
Organizing and Preparing
Reports and Proposals
Lecture and Resource Slides
BCOM 3e, Lehman & DuFrene
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Learning Objectives
1. Identify the parts of a formal report and the
contribution each part makes to the report’s overall
effectiveness.
2. Organize report findings.
3. Prepare effective formal reports using an acceptable
format and writing style.
4. Prepare effective short reports in letter,
memorandum formats, email, and letter formats.
5. Prepare effective proposals for a variety of purposes.
Learning Objective 1
Identify the parts of a formal report
and the contribution each part
makes to the report’s overall
effectiveness.
Formal-Informal
Report Continuum
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Parts of a Formal Report
Continued
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Parts of a Formal Report (cont.)
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An Executive Summary Should . . .
• Assist the reader in _____________
understanding
a long, complex report
• Briefly introduce the ______
report and preview
and summarize the major sections
_______
• Summarize the report summary,
__________,
conclusions and recommendations
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Learning Objective 2
Organize report findings.
Questions to Be Answered
in an Analytical Report
What is the
solution?
Outline
I. Conclusion
II. Justification
Why
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Organizing an Analytical
Report by Criteria
• Emphasizes reasons that led to decision
• Makes comparison easy
• Uses headings with obvious relationship
to problem
• Uses original headings
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Developing a Report Outline
I.
Problems
Method
Findings
Conclusions
Outline
Introduction
A.
B.
II.
Product Comparison
A.
B.
C.
D.
III.
Problem
Method Used
Palm Is Least Expensive
Service/Warranties Favor
Blackberry
Expandability Is Best on
Blackberry
Availability of Applications Is
Equal
Conclusion: Blackberry Is the
Best Buy
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Using Headings Effectively
• If sections are divided, use at least two
subdivisions
• Treat all headings at the same level
consistently
– Placement on page and appearance
– Grammatical construction
• Do not place two headings together
without intervening text
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Proper Outline Development
I.
Use Minimum of Two Subdivisions
and Parallel Language
I. Introduction
Introduction
A. Identify purpose
II. Content Organization
A. Introduction
B. Body
C. Close
A. Audience rapport
B. Clear purpose statement
II. Content Organization
A. Captivating introduction
B.
Well-organized body
C.
Motivating close
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Avoid Common Errors
in Heading Format
Delivering a Dynamic Speech
xxxx xxxxxxx xxxxxxx x xxxx xxxxxxxxx
x xxxxxxxx xxxx xxxxx.
Must format
first-level
heads
consistently
Must format
second-level
heads
consistently
Planning the Speech
xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx
xxxx xxxxxxx xxxx xxxxxxxxx.
Organizing the Content
Captivating introduction. xxxx
xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx.
Convincing body. xxxx xxxxxxx
xxxxxxx x xxxx xxx xxxxx xxxx.
xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx
xxxx.
Need
intervening
text to
separate two
headings
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Talking Heads Should . . .
• Talk about content rather than only
listing topics
• Aid a reader in determining if all
sections must be read
• Provide easy transition from outline
to contents page
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Learning Objective 3
Prepare effective formal reports
using an acceptable format and
writing style.
Choosing an Effective Writing Style
• Avoid __________
first-person pronouns
consistent tense
• Use active
_____ voice and _________
• Avoid __________
consecutive headings without
intervening text
• Use _________
transition sentences to link
sections
coherence techniques
• Use a variety of _________
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Improving Transitions
• Use tables and numbered lists
• Define terms carefully
• Use a variety of transitions to keep
reader interest
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Enhancing Credibility
emotional
• Avoid _________terms
assumptions
• Identify ___________
• Label opinions
_______
• Use documentation
_____________
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Learning Objective 4
Prepare effective short reports in
letter, memorandum formats,
email, and letter formats.
Writing Techniques for
Short Reports
Short reports can use . . .
personal writing style with first• A __________
or second-person
• Contractions for ________
natural style
reinforce text
• Graphics to __________
partition
• Heads and subheads to __________
text
© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Short, Periodic Memo Report:
Why It Works
TO:
FROM:
DATE:
SUBJECT:
2012
Alyssa Foster, Director, Human Resources
Connor Klasson, Coordinator, Child Care Services
September 14, 2012
Quarterly Report on In-House Child Care Center, Second Quarter,
The in-house child care center experienced a successful second quarter. Data related
to enrollment and current staffing follow:
Enrollment:
92 children, up from 84 at end of first quarter.
Staff:
Ten full-time staff members, including six attendants, three
teachers, and one registered nurse
Registration for the upcoming school year is presently underway and is exceeding
projected figures. Current staff size will necessitate an enrollment cap of 98. Further
increases in enrollment will be possible only if additional personnel are hired.
The payroll deduction method of payment, instituted on January 1, has assured that
operations remain profitable. It has also eliminated the time and expense of billing.
Parents seem satisfied with the arrangement as well.
•
Includes headings
to serve formal
report functions
of transmittal and
title page
•
Includes
horizontal line to
separate
transmittal from
body
•
Uses deductive
approach to
present
information
requested on
quarterly basis
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Short, Periodic Memo Report:
Why It Works (cont.)
Full license renewal is expected in August as we have met and/or exceeded
all state and county requirements for facilities, staff, and programs.
Favorable results were obtained from the employee satisfaction poll, which
was administered to parents participating in the child care program. Ninetyone percent indicated that they were very satisfied or extremely satisfied
with our in-house child care pro-gram. The most frequently mentioned
suggestion for improvement was the extension of hours until 7 p.m. This
change would allow employees time to run necessary errands after work,
before picking up their children. We might consider this addition of services
on a per hour rate basis. A copy of the survey instrument is provided for your
review.
Call me should you wish to discuss the extended service hours idea or any
other aspects of this report.
•
Uses headings to
highlight standard
information; allows
easy updates
•
Includes primary data
collected from parent
survey
•
Attaches material to
memo; attachment
would be appendix in
formal report
Attachment
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Learning Objective 5
Prepare effective proposals for a
variety of purposes.
Structure of a Proposal
Problem or purpose
Scope
Method and procedure
Materials and equipment
Qualifications
Follow-up and evaluation
Budget and costs
Summary
Addenda
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Process for Preparing Proposals
• Start with an easy-to-prepare section
after determining parts to include
• Complete all sections and arrange in
appropriate order
• Check transitions between sections
• Proofread, edit, and check figures
thoroughly
© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.