Understanding and Planning Reports and Proposals

1. Understanding and Planning Reports and Proposals

2. Data and Facts Information Persuasion Feedback Analysis Internal Information Recommendations External Basic Report Categories Informational Analytical Proposals

3. Planning Writing Completing Analyze Situation Adapt to the Audience Revise Gather Information Produce Compose the Message Select Medium Proofread Get Organized Distribute The Three-Step Process When writing reports, pay special attention to analysis tasks such as Developing the statement of purpose (explains why you are preparing the report). Preparing a work plan.

4. To Inform To Identify To Analyze Determine Tasks Create Outline Set Schedule Analyze the Situation State Purpose Prepare Work Plan A carefully thought-out work plan insures that you make the best use of your time. A work plan for yourself may include a simple list of steps you plan to take. If you’re working on a more detailed project with others, the work plan should be more detailed.

5. Purpose Audience Priorities Gather the Information

6. Media Requirements Feedback Preferences Document Uses Subject Matter Select the Medium Audience Members Hardcopy Format Digital Format Many reports and proposals have specific requirements and you may not have a choice in selecting your medium. Consider how your audience wants to provide feedback on your report or proposal. Decide if people need to search through your document frequently or update it in the future. Bear in mind that your choice of media also sends a message.

7. Direct Approach Indirect Approach Organize the Information The direct approach Is the most popular and most convenient for business reports. Saves time and makes the rest of the report easier to follow. Produces a more forceful document. Use the indirect approach when You are a junior member of a status-conscious organization Your audience is skeptical or hostile

8. Support Your Messages • Plan your research • Locate data and information • Process the data and information • Apply your findings • Manage information efficiently

9. Plan Your Research Develop a Problem Statement Identify Information Needs Generate Research Questions Prioritize Information Needs

10. Ethics and Research • Keep an open mind • Respect privacy of participants • Do not mislead people • Document and credit sources • Respect intellectual property rights • Observe research etiquette

11. Secondary Research Primary Research Data and Information

12. Honesty and Reliability Potential Bias Purpose of Material Author’s Credibility Evaluating Sources

13. Source’s Information Independent Verification Timely and Complete Careful Scrutiny Evaluating Sources

14. Reports and Memos Print Resources Other Documents Online Resources Secondary Research Inside Company Outside Company

15. Finding Information at the Library Newspapers Periodicals Business Books Directories Almanacs Statistical Resources Government Publications Electronic Databases Almanacs and statistical sources give facts and statistics about countries, politics, the labor force, and so on.

16. Web Directories Metasearch Engines Online Databases Internet Search Tools Search Engines Meta search engines are search engines that search other search engines

17. Keyword Searches Boolean Operators Natural Language Forms-Based Searches Search Techniques

18. Fine Tune Search Methods • Read the instructions • Observe the details • Review your options • Vary the search terms • Adjust the search scope

19. Newsfeed Subscriptions Social Bookmarking Sites Desktop Search Engines Enterprise Search Engines Research Managers Content Managers Innovative Search Methods

20. Credit Sources Build Credibility Help Readers Documenting Sources Direct Quotations Paraphrasing Summarizing Common Knowledge

21. Primary Research Observations Experiments Surveys Interviews

22. Easy-to-Analyze Questions Validity and Reliability Avoid Leading Questions Clear Instructions No Ambiguous Questions Easy-to-Answer Questions No Compound Questions Short Questionnaires Conducting Surveys

23. Save Time Minimize Cost Internet Surveys

24. Open-Ended Sequencing Closed Methodology Conducting Interviews Select Questions Ask Questions

25. Avoid Plagiarism Quoting Paraphrasing Cite Sources Observe Context Summarizing Using Research Results

26. Drawing Good Conclusions Making Feasible Recommendations Apply Research Results

27. Planning Informational Reports Monitor and Control Operations Implement Policies and Procedures Demonstrate Compliance Report Progress Reports to monitor and control operations Plans establish expectations and guidelines to direct future action. Business plans summarize a proposed business venture and communicate the company’s goals and plans for each major functional area. Operating reports provide feedback regarding sales, inventories, expenses, shipments, and so on. Personal activityreports provide information regarding an individual’s experiences during sales calls, industry conferences, and other activities. Reports to implement policy and procedures Policy reports range from brief descriptions of business procedures to manuals that run dozens or hundreds of pages. Position papers outline an organization’s official position on issues that affect a company’s success Reports to demonstrate compliance Compliance reports are annual reports such as tax returns to reports that describe the proper handling of hazardous materials. Reports to document progress Progress reports range from simple updates in memo form to comprehensive status reports.

28. Comparison Importance Sequence Chronology Geography Category OrganizingInformational Reports

29. Demanding Readers Reading Challenges Non-Linear Format Multidimensional Medium Organizing Website Content

30. Site Navigation Reader Control Information “Chunks” Information Architecture

31. Market Analysis Troubleshooting Feasibility Due Diligence Failure Analysis Justification Planning Analytical Reports Assess Opportunities Solve Problems Support Decisions Reports to assess opportunities Market analysis reports are used to judge the likelihood of success for new products or sales. Due Diligence reports examine the financial aspects of a proposed decisions, such as acquiring another company. Reports to solve problems Troubleshooting and Failure Analysis reports are written when individuals need to understand why something isn’t working properly and how to fix it. Failure analysis reports study events that happened in the past, with the hope of learning how to avoid similar failures in the future. Reports to support decisions Feasibility reports are written to explore the potential ramifications of a decision that managers are considering. Justification reports are written to explain decisions that have already been made.

32. Analysis Persuasion Responsibility Challenges of Analytical Reports

33. Easy to Use Possible Resistance Bottom-Line Driven Oversimplification Focus on Conclusions Advantages Disadvantages

34. Focus on Recommendations • Establish the need for action • Introduce the overall benefits • List the required steps • Explain each step more fully • Summarize the recommendations

35. Indirect Approach 2 + 2 = 4 Approach Yardstick Approach Skeptical Readers Hostile Readers Rational Approach Focus on Logical Arguments The 2+2=4 approach convinces readers by demonstrating that everything adds up to your conclusion. The yardstick approach uses a number of criteria to decide which option to select from two or more possibilities.

36. Project Funding Investment Proposals Management Support Grant Proposals General Projects Sales Proposals Planning Proposals Internal Requests External Requests External proposals request decisions from parties outside the organization. Investment proposals: request funding from outside investors. Grant proposals: request funds from government or other sponsoring agencies. Sales proposals: present solutions for potential customers and request purchase decisions.

37. Expected Unexpected Direct Approach Indirect Approach Structuring Proposals Solicited Unsolicited