Writing
Reports and Proposals
Chapter 11 - 1
Reports and Proposals
Effective
Writing
Effective
Visual Aids
Chapter 11 - 2
Audience Adaptation
The “You” Attitude
Style and Language
Appropriate Tone
Cultural Sensitivity
Chapter 11 - 3
Composing Reports
and Proposals
Introduction
Body
Conclusion
Report Context
Presentation
Main Points
Subject/Purpose
Analysis
Benefits
Main Ideas
Interpretation
Action Items
Overall Tone
Support
Action Details
Chapter 11 - 4
Drafting Report Content
Accurate
Balanced
Complete
Clear and
Logical
Documented
Properly
Chapter 11 - 5
Report Introduction
Authorization
Opportunity or Purpose
Scope of Coverage
Background
Sources and Methods
Terms and Definitions
Limitations
Report Organization
Chapter 11 - 6
The Report Body
Explanations of problem or opportunity
Facts, statistics, and trends
Results of studies or investigations
Discussion and analysis of potential actions
Advantages, disadvantages, costs, and benefits
Chapter 11 - 7
The Report Body
Procedures or steps in a process
Methods and approaches
Criteria for evaluating options
Conclusions and recommendations
Support for conclusions and recommendations
Chapter 11 - 8
The Report Closing
Summary
Conclusions
Recommendations
Action Plans
Chapter 11 - 9
Content of Proposals
Attention
Interest
Introduction
Solicited
Proposal
Unsolicited
Proposal
Body
Closing
Action
Desire
Chapter 11 - 10
Strategies for Success
Demonstrate
Your Knowledge
Provide
Concrete Examples
Research
the Competition
Offer a
Workable Proposal
Relate to Your
Audience’s Needs
Present an
Attractive Package
Chapter 11 - 11
Proposal Introduction
Background
Solution
Scope
Organization
Chapter 11 - 12
The Proposal Body
Solution
Work Plan
Qualifications
Detailed Cost
Chapter 11 - 13
The Proposal Closing
Key Points
Benefits
Qualifications
Commitment
Chapter 11 - 14
Collaborating on Wikis
• Forgo traditional expectations
• Edit and improve each other’s work
• Use templates and formatting options
• Apply the appropriate tools
• Practice in the “sandbox”
Chapter 11 - 15
Three-Step Wiki Process
Creating a Wiki
Adding Content
Revising Content
Chapter 11 - 16
Guiding the Readers
Headings
and Links
Transitional
Devices
Previews
and Reviews
Structure
Words
Introductions
Key Points
Phrases
Overviews
Consistency
Paragraphs
Summaries
Chapter 11 - 17
Technology for
Reports and Proposals
Templates
Embedded and
Linked Documents
Electronic Forms
Electronic
Documents
Multimedia
Documents
Proposal-Writing
Software
Chapter 11 - 18
The Power of Images
• Enhance textual messages
• Replace verbal messages
• Convey complex information
• Hold people’s attention
• Communicate with diverse audiences
• Convey connotative meaning
Chapter 11 - 19
Consistency
Interpret Images
Emphasis
Contrast
Visual
Literacy
Convention
Balance
Create Images
Simplicity
Chapter 11 - 20
The Ethics of Visual
Communication
Consider All Possible Interpretations
Provide Appropriate Context
Do Not Conceal Negative Information
Do Not Exaggerate Support Information
Chapter 11 - 21
The Ethics of Visual
Communication
Do Not Oversimplify Complex Situations
Do Not Imply Cause and Effect
Avoid Manipulation or Coercion
Be Careful How You Aggregate Data
Chapter 11 - 22
Choosing Points
to Illustrate
Clear
Complete
Concise
Connected
The 5 C’s of Visual Design
Compelling
Chapter 11 - 23
Pick the Right Visuals
Data and
Information
Concepts
and Ideas
Chapter 11 - 24
The Parts of a Table
Multicolumn Head*
Subhead
Subhead
Subhead
Single-Column Head
Row head
Row head
Subhead
Subhead
Total
XXX
XXX
XX
XX
XX
XXX
XXX
XXX
XXX
XX
XX
XX
Source: (In the same format as a text footnote).
*Footnote (for explanation of elements in the table).
Chapter 11 - 25
Preparing Data Tables
Common Units
Consistent Usage
Column Headings
Chapter 11 - 26
Preparing Data Tables
Rows and Columns
Totals and Averages
Data Sources
Chapter 11 - 27
Line and Surface Charts
70%
Trends
60%
Variables
50%
40%
Relationships
2008
2009
2010
2011
Chapter 11 - 28
Average Kiln Temps
Temperature °F
2500
2000
1500
1000
500
0
8:00
AM
9:00
AM
10:00 11:00 12:00
AM
AM
Noon
Kiln A
1:00
PM
2:00
PM
3:00
PM
4:00
PM
5:00
PM
Kiln B
Chapter 11 - 29
Home Game Ticket Sales
90,000
Average Per Game
80,000
70,000
60,000
50,000
40,000
30,000
20,000
10,000
0
2005
2006
2007
Other
Students
2008
Families
2009
Alumni
2010
2011
Staff
Chapter 11 - 30
Using Bar Charts
Compare Items
Show Changes
Indicate Composition
Show Relative Sizes
Chapter 11 - 31
CommuniCo
Staff Computer Skills
100%
90%
80%
70%
60%
50%
East
40%
30%
20%
10%
0%
E-mail
Instant
Message
Graphics
Spread
Sheets
Desktop
Publish
Database
Develop
HTML/XML
Chapter 11 - 32
CommuniCo Preferred
Communication Media
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%
Sales
IM
Engineering
E-mail
Telephone
Text Message
Admin
Face-to-Face
Chapter 11 - 33
16,000
$8,000
14,000
$7,000
12,000
$6,000
10,000
$5,000
8,000
$4,000
6,000
$3,000
4,000
$2,000
2,000
$1,000
0
$0
2006
2007
2008
Head Count
2009
2010
2011
Training Costs
Chapter 11 - 34
Training Costs
Head Count
CommuniCo Employee
Training Costs
Using Pie Charts
Show Distribution
Show Percentages
Compare Segments
Chapter 11 - 35
Percentage of Time Spent Online
By Age Group
10%
30%
15%
21%
24%
Age 25-34
Age 35-49
Age 18-24
Age 8-17
Age 50+
Chapter 11 - 36
Data Visualization
Data Limits
Graphic Variety
Data Complexity
Chapter 11 - 37
Information,
Concepts, and Ideas
Organization Charts
Flow Charts
Maps
Drawings
Diagrams
Photographs
Animation
Video
Chapter 11 - 38
Flow Chart of the Report Writing Process
Keyboard
Input
Yes
Edit
First
Hard Copy
Edit
Next
Hard Copy
OK?
No
Add?
Keyboard
Input/Edit
Yes
Submit
Report
Keyboard
Input/Edit
No
Style and
Spelling
Style and
Spelling
Chapter 11 - 39
The Chain of Command
Chief Executive
Officer
Executive
Vice President
Executive
Vice President
President
Vice
President
Vice
President
Vice
President
Vice
President
Vice
President
Region
1
Region
2
Region
3
Region
4
Region
5
District
A
District
B
District
C
District
D
District
E
District
F
District
G
Chapter 11 - 40
Maps as Visual Aids
Distribution Routes
Simple Maps
Market
Territories
Geographic
Information Systems
Facilities
Locations
Online Resources
Chapter 11 - 41
Drawings and Diagrams
Networks
Processes
Operations
Procedures
Chapter 11 - 42
Photographic Images
Decorative
Value
Copyright
Issues
Functional
Value
Level of
Detail
Ethical
Concerns
Chapter 11 - 43
Animation and Video
Shapes and Text
Computer Animation
Digital Video
Chapter 11 - 44
Creating Visual Aids
Software
Templates
Style
Quality
Chapter 11 - 45
Integrate Text and Visuals
Balance Text & Visuals
Maximize
Access
Reference Visuals
Minimize
Disruption
Position Visuals
Titles, Captions, Legends
Chapter 11 - 46
Verifying Visual Quality
Accuracy
Documentation
Honesty
Chapter 11 - 47
Writing Business
Reports and Proposals
Chapter 11 - 48