Chapter 11 - 1

WritingWritingReports and ProposalsReports and Proposals

Chapter 11 - 2

Reports and Reports and ProposalsProposals

EffectiveEffectiveWritingWriting

EffectiveEffectiveWritingWriting

EffectiveEffectiveVisual AidsVisual AidsEffectiveEffective

Visual AidsVisual Aids

Chapter 11 - 3

Audience Audience AdaptationAdaptation

The “You” Attitude

Style and Language

Appropriate Tone

Cultural Sensitivity

Chapter 11 - 4

Composing Reports Composing Reports and Proposalsand Proposals

Introduction Body Conclusion

Report Context

Subject/Purpose

Main Ideas

Overall Tone

Presentation

Analysis

Interpretation

Support

Main Points

Benefits

Action Items

Action Details

Chapter 11 - 5

Drafting Report Drafting Report ContentContent

BalancedBalanced Clear andLogical

Clear andLogical

DocumentedProperly

DocumentedProperly

AccurateAccurate CompleteComplete

Chapter 11 - 6

Report IntroductionReport Introduction

AuthorizationAuthorization

Scope of CoverageScope of Coverage

Sources and MethodsSources and Methods

LimitationsLimitations

Opportunity or PurposeOpportunity or Purpose

BackgroundBackground

Terms and DefinitionsTerms and Definitions

Report OrganizationReport Organization

Chapter 11 - 7

The Report BodyThe 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 - 8

The Report BodyThe 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 - 9

The Report ClosingThe Report Closing

SummarySummary

ConclusionsConclusions

RecommendationsRecommendations

Action PlansAction Plans

Chapter 11 - 10

Content of Content of ProposalsProposals

IntroductionIntroductionIntroductionIntroduction

BodyBodyBodyBody

ClosingClosingClosingClosing

AttentionAttention InterestInterest

DesireDesireActionAction

SolicitedSolicitedProposalProposal

UnsolicitedUnsolicitedProposalProposal

Chapter 11 - 11

DemonstrateDemonstrateYour KnowledgeYour Knowledge

DemonstrateDemonstrateYour KnowledgeYour Knowledge

ResearchResearchthe Competitionthe Competition

ResearchResearchthe Competitionthe Competition

Relate to YourRelate to YourAudience’s NeedsAudience’s Needs

Relate to YourRelate to YourAudience’s NeedsAudience’s Needs

ProvideProvideConcrete ExamplesConcrete Examples

ProvideProvideConcrete ExamplesConcrete Examples

Offer aOffer aWorkable ProposalWorkable Proposal

Offer aOffer aWorkable ProposalWorkable Proposal

Present anPresent anAttractive PackageAttractive Package

Present anPresent anAttractive PackageAttractive Package

Strategies for Strategies for SuccessSuccess

Chapter 11 - 12

Proposal Proposal

IntroductionIntroduction

BackgroundBackgroundBackgroundBackground

ScopeScopeScopeScope

SolutionSolutionSolutionSolution

OrganizationOrganizationOrganizationOrganization

Chapter 11 - 13

The Proposal BodyThe Proposal Body

SolutionSolutionSolutionSolution

QualificationsQualificationsQualificationsQualifications

Work PlanWork PlanWork PlanWork Plan

Detailed CostDetailed CostDetailed CostDetailed Cost

Chapter 11 - 14

The Proposal The Proposal ClosingClosing

Key PointsKey PointsKey PointsKey Points

QualificationsQualificationsQualificationsQualifications

BenefitsBenefitsBenefitsBenefits

CommitmentCommitmentCommitmentCommitment

Chapter 11 - 15

Collaborating on WikisCollaborating 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 - 16

Three-Step Wiki Three-Step Wiki ProcessProcess

Creating a WikiCreating a Wiki

Adding ContentAdding Content

Revising ContentRevising Content

Chapter 11 - 17

Guiding the ReadersGuiding the ReadersPreviews

and ReviewsTransitional

DevicesHeadings and Links

StructureStructure

Key PointsKey Points

ConsistencyConsistency

WordsWords

PhrasesPhrases

ParagraphsParagraphs

IntroductionsIntroductions

OverviewsOverviews

SummariesSummaries

Chapter 11 - 18

Technology forTechnology forReports and ProposalsReports and Proposals

TemplatesTemplates

Electronic FormsElectronic Forms

MultimediaDocuments

MultimediaDocuments

Embedded andLinked Documents

Embedded andLinked Documents

ElectronicDocuments

ElectronicDocuments

Proposal-WritingSoftware

Proposal-WritingSoftware

Chapter 11 - 19

The Power of ImagesThe 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 - 20

Create Images

Interpret ImagesConsistencyConsistency

BalanceBalance

ContrastContrast

EmphasisEmphasis

SimplicitySimplicity

ConventionConvention

Visual Literac

y

Chapter 11 - 21

The Ethics of Visual The Ethics of Visual CommunicationCommunication

Consider All Possible InterpretationsConsider All Possible Interpretations

Provide Appropriate ContextProvide Appropriate Context

Do Not Conceal Negative InformationDo Not Conceal Negative Information

Do Not Exaggerate Support InformationDo Not Exaggerate Support Information

Chapter 11 - 22

The Ethics of Visual The Ethics of Visual CommunicationCommunication

Do Not Oversimplify Complex SituationsDo Not Oversimplify Complex Situations

Do Not Imply Cause and EffectDo Not Imply Cause and Effect

Avoid Manipulation or CoercionAvoid Manipulation or Coercion

Be Careful How You Aggregate DataBe Careful How You Aggregate Data

Chapter 11 - 23

Choosing Points to Illustrate

The 5 C’s of Visual Design

ClearClear

CompleteComplete

ConciseConcise

ConnectedConnected

CompellingCompelling

Chapter 11 - 24

Pick the Right Pick the Right VisualsVisuals

Data andInformation

Conceptsand Ideas

Chapter 11 - 25

The Parts of a TableThe Parts of a Table

Source: (In the same format as a text footnote).*Footnote (for explanation of elements in the table).

Subhead Subhead

Row headRow head Subhead Subhead

Total

Subhead

Multicolumn Head*

XXX

XX XX

XXX

XXX

XXXXXX

XXX

XX

XXXX

XX

Single-Column Head

Chapter 11 - 26

Preparing Data Preparing Data TablesTables

Common UnitsCommon UnitsCommon UnitsCommon Units

Consistent UsageConsistent UsageConsistent UsageConsistent Usage

Column HeadingsColumn HeadingsColumn HeadingsColumn Headings

Chapter 11 - 27

Preparing Data Preparing Data TablesTables

Rows and ColumnsRows and ColumnsRows and ColumnsRows and Columns

Totals and AveragesTotals and AveragesTotals and AveragesTotals and Averages

Data SourcesData SourcesData SourcesData Sources

Chapter 11 - 28

Line and Surface Line and Surface ChartsCharts

RelationshipsRelationships

TrendsTrends

VariablesVariables

201120102008 2009

70%

60%

50%

40%

Chapter 11 - 29

Average Kiln TempsAverage Kiln Temps

0

500

1000

1500

2000

2500

8:00AM

9:00AM

10:00AM

11:00AM

12:00Noon

1:00PM

2:00PM

3:00PM

4:00PM

5:00PM

Kiln A Kiln B

Te

mp

era

ture

°F

Chapter 11 - 30

Home Game Ticket SalesHome Game Ticket SalesA

vera

ge P

er G

ame

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

Chapter 11 - 31

Using Bar ChartsUsing Bar Charts

Show Relative Sizes

Indicate Composition

Show Changes

Compare Items

Chapter 11 - 32

CommuniCo CommuniCo Staff Computer SkillsStaff Computer Skills

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

E-mail InstantMessage

Graphics SpreadSheets

DesktopPublish

DatabaseDevelop

HTML/ XML

East

Chapter 11 - 33

CommuniCo Preferred CommuniCo Preferred Communication MediaCommunication Media

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Sales Engineering Admin

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

Chapter 11 - 34

CommuniCo Employee CommuniCo Employee Training CostsTraining Costs

Head

Cou

ntTraining Costs

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

Chapter 11 - 35

Using Pie ChartsUsing Pie Charts

Compare SegmentsCompare Segments

Show PercentagesShow Percentages

Show Distribution Show Distribution

Chapter 11 - 36

Percentage of Time Spent Percentage of Time Spent OnlineOnline

By Age GroupBy Age Group10%

24%

30%

21%

15%

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

Chapter 11 - 37

Data VisualizationData Visualization

Data LimitsData Limits

Graphic VarietyGraphic Variety

Data ComplexityData Complexity

Chapter 11 - 38

Information, Information, Concepts, and Ideas Concepts, and Ideas

Flow ChartsOrganization Charts

DrawingsMaps

PhotographsDiagrams

VideoAnimation

Chapter 11 - 39

Flow Chart of the Report Writing Flow Chart of the Report Writing ProcessProcess

KeyboardInput

KeyboardInput

FirstHard Copy

FirstHard Copy

NextHard Copy

NextHard Copy

Style andSpelling

Style andSpelling

Style andSpelling

Style andSpelling

KeyboardInput/EditKeyboardInput/Edit

SubmitReportSubmitReport

EditEditEditEdit

Add?Add?

OK?OK? Yes

No

No

Yes

KeyboardInput/EditKeyboardInput/Edit

Chapter 11 - 40

The Chain of CommandThe Chain of Command

DistrictA

DistrictA

DistrictB

DistrictB

DistrictC

DistrictC

DistrictD

DistrictD

DistrictE

DistrictE

DistrictF

DistrictF

DistrictG

DistrictG

Region1

Region1

Region2

Region2

Region3

Region3

Region4

Region4

Region5

Region5

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

Chief ExecutiveOfficer

Chief ExecutiveOfficer

ExecutiveVice President

ExecutiveVice President

ExecutiveVice President

ExecutiveVice President PresidentPresident

Chapter 11 - 41

Maps as Visual AidsMaps as Visual Aids

Online ResourcesOnline Resources

Geographic Information Systems

Geographic Information Systems

Simple MapsSimple Maps

Distribution Routes

MarketTerritories

FacilitiesLocations

Chapter 11 - 42

Drawings and Drawings and DiagramsDiagrams

NetworksNetworks ProcessesProcesses

OperationsOperations ProceduresProcedures

Chapter 11 - 43

Photographic Photographic ImagesImages

DecorativeValue

DecorativeValue

FunctionalValue

FunctionalValue

CopyrightIssues

CopyrightIssues

Level ofDetail

Level ofDetail

EthicalConcerns

EthicalConcerns

Chapter 11 - 44

Animation and Animation and VideoVideo

Shapes and TextShapes and TextShapes and TextShapes and Text

Computer AnimationComputer AnimationComputer AnimationComputer Animation

Digital VideoDigital VideoDigital VideoDigital Video

Chapter 11 - 45

Creating Visual Aids Creating Visual Aids

SoftwareSoftware TemplatesTemplates

StyleStyle QualityQuality

Chapter 11 - 46

Integrate Text and Integrate Text and VisualsVisuals

MaximizeAccess

MinimizeDisruption

Reference VisualsReference Visuals

Position VisualsPosition Visuals

Titles, Captions, LegendsTitles, Captions, Legends

Balance Text & VisualsBalance Text & Visuals

Chapter 11 - 47

Verifying Visual Verifying Visual QualityQuality

AccuracyAccuracyAccuracyAccuracy

DocumentationDocumentationDocumentationDocumentation

HonestyHonestyHonestyHonesty

Chapter 11 - 48

Writing BusinessWriting BusinessReports and ProposalsReports and Proposals