Ch14
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Learning Objective O U T 14 L I N E Chapter Organizing and Finalizing Reports/Proposals Objectives Organizing the Report/Proposal Writing Reports and Proposals 14 C H A P T E R Using Persuasion in Writing Proposals Finalizing Your Proposal or Report Organizing and Finalizing Reports / Proposals Copyright © 2001 South-Western College Publishing Co. Chapter 14 Learning Objective Organizing and Finalizing Reports/Proposals Learning Objectives 1. Describe the prefatory, body, and supplementary parts of a report. 2. Explain the unique features of the proposal. 3. Illustrate how style and design affect readers’ perceptions of the report. 4. Describe the primary considerations of documentation. 5. Explain the use of persuasion techniques in proposal strategies. Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Describe the prefatory, body, and supplementary parts of a report. ORGANIZING THE REPORT/PROPOSAL • We now organize findings into a finished report or proposal. Writing Reports and Proposals Using Persuasion in Writing Proposals Parts of the Report • Reports are complex and contain several sections or parts. Prefatory Pages Cover page: Finalizing Your Proposal or Report • binds the report, logo, image Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Describe the prefatory, body, and supplementary parts of a report. Title page • the first page of the report • name, title, organization, and address of recipient Writing Reports and Proposals • name, title, organization, and address of preparer • date of submission Using Persuasion in Writing Proposals Letter of Authorization • written by the person who has given permission for conducting the project Letter of Acceptance Finalizing Your Proposal or Report • a response to the letter of authorization: acceptance or revisions Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Writing Reports and Proposals Using Persuasion in Writing Proposals Finalizing Your Proposal or Report Describe the prefatory, body, and supplementary parts of a report. Letter of transmittal • serves as an introduction to the report • a personal message from the writer of the report to the reader Table of Contents • the report outline in finished form Table of Illustrations • include if the report has over four charts, graphs, tables, or other illustrations Acknowledgment page • use only when acknowledgements are numerous Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Describe the prefatory, body, and supplementary parts of a report. Executive Summary • a concise description of the report, an abstract Body Writing Reports and Proposals Introduction • to orient readers and to introduce the project Using Persuasion in Writing Proposals Discussion • the complete, detailed account of the problem. • the research purpose, methodology, and results Finalizing Your Proposal or Report • analysis of data and interpretation of results Summary and Conclusions • a synopsis of the report and response to purpose Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Describe the prefatory, body, and supplementary parts of a report. Recommendation • suggestions for action based on the conclusions Bibliography Writing Reports and Proposals • the last page of the body • lists all primary and secondary sources Using Persuasion in Writing Proposals Supplementary Parts Appendix • contains additional material that supports ideas and conclusions in the report Finalizing Your Proposal or Report Index • an alphabetical subject guide to the report Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Explain the unique features of the proposal. Glossary • words that may be unfamiliar to the reader Parts of Proposals Writing Reports and Proposals • The purpose: to get permission • Proposals require a more persuasive tone Using Persuasion in Writing Proposals Finalizing Your Proposal or Report Unique Elements of Proposals Objectives • to give the reader a clear impression of the anticipated outcomes produced by the project Boundaries and limitations • areas that will not be investigated Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Explain the unique features of the proposal. Schedule • a chronological plan for completion of the project Budget Writing Reports and Proposals • specifies the costs involved in the project Selection Guide Using Persuasion in Writing Proposals Organize the report or proposal. Check lists : • Short reports • Long reports • Proposals Finalizing Your Proposal or Report Outlining A skeleton of the report Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Writing Reports and Proposals Using Persuasion in Writing Proposals Explain how style and design affect readers’ perceptions of the report. WRITING REPORTS AND PROPOSALS Considering the Audience • Larger audience: more formal, third-person • Smaller audience: more informal, first-person • Time: summarize for quick reading Language and Style Guidelines for Reports and Proposals Formality Finalizing Your Proposal or Report • Influenced by the organizational culture Voice • use active voice verbs Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Explain how style and design affect readers’ perceptions of the report. Clarity • Words should be concrete, specific, and as simple as possible. Writing Reports and Proposals Structure • Unity: all parts combine to deliver one idea Using Persuasion in Writing Proposals Finalizing Your Proposal or Report • Coherence: maintaining consistency among various parts of the report or proposal • Variety: Use of language and style to promote interest in your ideas Documentation: Using Sources in the Text Evaluating your choice of sources • Credible source? Valid information? Meaningful? Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Describe the primary considerations of documentation. When to acknowledge sources • Credit any material that is the idea or property of someone else. Writing Reports and Proposals • Guidelines: 1. Direct quotations Using Persuasion in Writing Proposals Finalizing Your Proposal or Report 2. Information that is questionable or not widely known 3. Judgements, opinions, and claims of others 4. Numerical data 5. Information provided by friends, colleagues, or experts How to acknowledge your sources • Quotation marks, block quotes, paraphrase Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Describe the primary considerations of documentation. Referencing Systems • author-date, author-page, numerical Writing Reports and Proposals Using Persuasion in Writing Proposals Bibliography • Contains all of the sources you cite in the body of the report. • Sources are acknowledged using a reference system: • APA (American Psychological Association) Finalizing Your Proposal or Report • MLA (Modern Language Association) • Chicago Style Method Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Explain the use of persuasion techniques in proposal strategies USING PERSUASION IN WRITING PROPOSALS Persuasion Techniques for Proposals Writing Reports and Proposals Using Persuasion in Writing Proposals • Determine the needs of the audience and present a logical flow of evidence leading to a conclusion that solves their needs. • Include the following persuasive components: • Statements that show understanding of needs • Recommendations in concrete terms Finalizing Your Proposal or Report • Evidence of qualifications • Reason for considering your solutions Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Explain the use of persuasion techniques in proposal strategies FINALIZING YOUR REPORT OR PROPOSAL Revising Your Work Writing Reports and Proposals Using Persuasion in Writing Proposals • Read the report or proposal aloud • Set it aside for a few days • Let someone else read the report or proposal Editing Your Work • Errors in Paragraph Structure Finalizing Your Proposal or Report • Errors in Sentence Structure • Errors in Spelling, Grammar, and Punctuation Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Writing Reports and Proposals Explain the use of persuasion techniques in proposal strategies Selecting Graphics and Visual Aids • Identify ideas, concepts, data, and unfamiliar or ambiguous terms that would benefit from an illustration. • Maps, line charts, bar charts, pie charts Using Persuasion in Writing Proposals Finalizing Your Proposal or Report Proofreading • The last step before submitting the report or proposal. • Three steps: • Step 1: Read the document for content • vagueness, awkwardness, incompleteness Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Explain the use of persuasion techniques in proposal strategies • Step 2: Examine on the structure of your document. • headings and outline Writing Reports and Proposals Using Persuasion in Writing Proposals Finalizing Your Proposal or Report • Step 3: When satisfied - deliver the document. Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals Organizing the Report/Proposal Writing Reports and Proposals Using Persuasion in Writing Proposals Finalizing Your Proposal or Report Figure 14.11 Sylvia’s Process Model Diagram Transference Model Individual Goals and Objectives apprehension Organizational Goals and Objectives coordination and management Experiential Activities Debriefing and Analysis success failures insights plans and strategies mediums Reflection and Fine-Tuning of Skills Application to Work Environment Learning Objective Chapter 14 Organizing and Finalizing Reports/Proposals The End Copyright © 2000 South-Western College Publishing Co.
