Copyright © 2010 Pearson Education InternationalChapter 14 - 1 Writing Reports and Proposals

Copyright © 2010 Pearson Education International Chapter 14 - 1

Writing Reports and Writing Reports and ProposalsProposals


Learning ObjectivesLearning Objectives

• Explain how to adapt to your audiences

when writing reports and proposals

• Name five characteristics of effective report

content

• List the topics commonly covered in the

introduction, body, and close of formal

reports


Learning ObjectivesLearning Objectives

• List six strategies to strengthen your

proposal argument

• Identify five characteristics of effective

writing in online reports

• Briefly describe three report elements that

can help readers find their way in long

documents


Reports and ProposalsReports and Proposals

• Be sensitive to their needs

• Build strong relationships

• Control style and tone


Sensing Audience NeedsSensing Audience Needs

• The “You” attitude

• Sense of etiquette

• Positive emphasis

• Bias-free language


Building RelationshipsBuilding Relationships

• Language

• Content

• Credibility


Controlling Style and Controlling Style and ToneTone

• Formal and informal tone

– Information

– Situation

– Report length

– Audience


Composing Reports and Composing Reports and ProposalsProposals

• The introduction: context, subject,

purpose, main ideas, and tone

• Body sections: presentation, analysis,

interpretation, and support

• Concluding section: benefits, main

points, structure, and action items


Drafting Report ContentDrafting Report Content

• Accurate

• Complete

• Balanced

• Clear and logical

• Documented properly


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


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


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


The Report ClosingThe Report Closing

• Summary

• Conclusions

• Recommendations

• Action plans


Content of ProposalsContent of Proposals

• The AIDA Plan

– Introduction

– Body

– Closing


Strategies for SuccessStrategies for Success

• Demonstrate your knowledge

• Provide concrete examples

• Research the competition

• Offer a workable proposal

• Relate to needs of the audience

• Package your proposal attractively


Proposal IntroductionProposal Introduction

• Problem or background

• Proposed solution

• Scope or delimitations

• Organization


The Proposal BodyThe Proposal Body

• Proposed solution

• Work plan

• Qualifications

• Detailed costs


The Proposal ClosingThe Proposal Closing

• Key points

• Benefits and merits

• Qualifications

• Commitment


Drafting Online ContentDrafting Online Content

1. Build trust with intended audiences

2. Adapt content for global audience

3. Use in a concise, skimmable format

4. Compose effective links

5. Use search engine optimization


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”


Three-Step Wiki ProcessThree-Step Wiki Process

• Creating a wiki

• Adding content

• Revising content


Guiding the ReadersGuiding the Readers

• Headings and links

• Transitional devices

• Previews and reviews


Technology for Technology for

Reports and ProposalsReports and Proposals• Templates

• Embedded and linked documents

• Electronic forms

• Electronic documents

• Multimedia documents

• Proposal-writing software

Documents

Copyright © 2010 Pearson Education InternationalChapter 14 - 1 Writing Reports and Proposals