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


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


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


Effective Reports and Effective Reports and ProposalsProposals

• Informational reports

• Analytical reports

• Proposals


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


Analyzing the SituationAnalyzing the Situation

• Define purpose

– To inform

– To identify

– To analyze

• Create work plan

– Determine tasks

– Create outline

– Set schedule


Define Your PurposeDefine Your Purpose

• Informational

– Audience needs

– Audience expectations

• Analytical

– Perceived problem

– Perceived opportunity


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


Gather the InformationGather the Information

• Purpose

• Audience

• Priorities


Select the MediumSelect the Medium

• Media requirements

• Media preferences

• Feedback preferences

• Subject matter


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


Planning Planning Informational ReportsInformational Reports

• Monitor and control operations

• Implement policies and procedures

• Demonstrate compliance

• Report progress


Organizing Organizing Informational ReportsInformational Reports

• Comparison

• Importance

• Sequence

• Chronology

• Geography

• Category

• Spatial orientation


Creating Business PlansCreating Business Plans

• Summary

• Mission and objectives

• Company and industry

• Products or services

• Market and competition

• Management

• Marketing strategy


Creating Business PlansCreating Business Plans

• Design and development plans

• Operations plan

• Overall schedule

• Critical risks and problems

• Financial projections

• Financial requirements

• Exit strategy


Organizing WebsitesOrganizing Websites

• Readers are demanding

• Reading online is difficult

• The format is non-linear

• The medium is multidimensional


Information ArchitectureInformation Architecture

• Site navigation

• User control

• Information “chunks”


Planning Analytical Planning Analytical ReportsReports

• Assess opportunities

–Market analysis and due diligence

• Solve problems

– Troubleshooting and failure analysis

• Support decisions

– Feasibility and justification


Challenges of Writing Challenges of Writing

Analytical ReportsAnalytical Reports• Investigation

• Persuasion

• Responsibility


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?


Methods of OrganizationMethods of Organization

• Focus on conclusions

• Focus on recommendations

• Focus on logical arguments


Focus on ConclusionsFocus on Conclusions

• Advantages

– Ease of use

– Bottom-line driven

• Disadvantages

– Possible resistance

– Oversimplification


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


Focus on Logical Focus on Logical ArgumentsArguments

• 2 + 2 = 4 approach

• Yardstick approach


Planning ProposalsPlanning Proposals

• Internal

– Funding and management support

– General projects

• External

– Investments and grants

– Sales


Types of ProposalsTypes of Proposals

• Solicited

– Requested (RFP)

– Audience initiated

• Unsolicited

– Not requested

–Writer initiated


Organizing ProposalsOrganizing Proposals

• Solicited

– Expected

– Direct approach

• Unsolicited

– Unexpected

– Indirect approach

Documents

Copyright © 2010 Pearson Education InternationalChapter 13 - 1 Planning Reports and Proposals