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Writing and Completing Reports and Proposals

Writing and Completing Reports and Proposals. Reports and Proposals. Long message formats Effective visual support. Adapting to the Audience. Be sensitive to their needs Adopt the “you” attitude Apply business etiquette Emphasize the positive Use bias-free language. Introduction. Body.

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Writing and Completing Reports and Proposals

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  1. Writing and Completing Reports and Proposals

  2. Reports and Proposals • Long message formats • Effective visual support

  3. Adapting to the Audience • Be sensitive to their needs • Adopt the “you” attitude • Apply business etiquette • Emphasize the positive • Use bias-free language

  4. Introduction Body Conclusion Report Context Presentation Main Points Subject/Purpose Analysis Benefits Main Ideas Interpretation Structure Overall Tone Support Action Items Composing Reports and Proposals

  5. Drafting Report Content • Accurate • Complete • Balanced • Clear and logical • Documented

  6. Authorization Opportunity or Purpose Scope of Coverage Background Sources and Methods Terms and Definitions Limitations Report Organization Report Introduction

  7. The 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

  8. The Report Body • Procedures or steps in a process • Methods and approaches • Criteria for evaluating options • Conclusions and recommendations • Support for conclusions and recommendations

  9. The Report Closing • Summary • Conclusions • Recommendations • Action plans

  10. Strategies for Successful Proposals • Demonstrate your knowledge • Provide concrete examples • Research the competition • Prove that your proposal is workable • Relate to the reader’s needs • Package your proposal attractively

  11. Introduction Body Conclusion Background The Solution Key Points Solution Work Plan Benefits Scope Qualifications Merits and Qualities Organization Detailed Costs Commitment Drafting Proposal Content

  12. Drafting Online Content • Build trust with intended audiences • Adapt content for global audience • Include reader-oriented content • Use a concise, skimmable format • Include effective links

  13. Guiding the Readers • Headings and subheadings • Transitional devices • Previews and reviews

  14. Technology for Reports and Proposals • Templates • Embedded and linked documents • Electronic forms • Multimedia documents • Electronic documents • Proposal-writing software

  15. Consistency Contrast Balance Emphasis Convention Simplicity Visual Literacy

  16. Pick the Right Visuals • Data and information • Concepts and ideas

  17. XXX XX XX XXX XXX XXX XXX XXX XX XX XX XX XX XX XX XX The Parts of a Table Multicolumn Head* Column Head Subhead Subhead Subhead Subhead Row head Row head Subhead Subhead Total Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table).

  18. Preparing Data Tables • Use common, clearly identified units • Round off all items in columns • Label column headings • Separate rows and columns • Don’t overload the table with data • Document data sources

  19. Line and Surface Charts • Trends • Variables • Relationships

  20. Using Bar Charts • Compare items • Show changes • Indicate composition • Show relative sizes

  21. Using Pie Charts • Limit the number of slices • Arrange slices clockwise • Use a variety of colors • Show numbers or percentages

  22. Data Visualization • Countless data points • Wide graphical variety • Complex dynamic data

  23. Flow Charts • Processes • Procedures • Sequences

  24. Organization Charts • Positions • Units • Functions

  25. Other Business Graphics • Maps • Drawings • Diagrams • Photographs

  26. Animation and Video • Shapes and text • Computer animation • Digital video

  27. Templates Body Text Accuracy Title Appearance Design Consistency Caption Documentation Efficiency Legend Honesty Designing Effective Visuals

  28. Completing Reports and Proposals • Revising • Producing • Proofreading • Distributing

  29. Revising Reports and Proposals • Content • Readability • Organization • Style and tone

  30. Integrate Text and Visuals • Clear introductions • Careful placement • Clear references • Use titles, captions, and legends • Check for accuracy

  31. Producing Formal Reports • Prefatory parts • Text of the report • Supplementary parts

  32. Report cover Title fly/title page Authorization letter Transmittal letter Table of contents List of visuals Synopsis/abstract Executive summary The Prefatory Parts

  33. The Text of the Report • Introduction • Body • Closing

  34. Supplementary Parts • Appendixes • Bibliography • Index

  35. Formal Proposals • Copy of the RFP • Synopsis/Executive summary • Transmittal document

  36. Text of a Proposal • Introduction • Body • Closing

  37. Proofreading Reports and Proposals • Inconsistencies • Errors and omissions • Missing components

  38. Distributing Reports and Proposals • Physical • Electronic • Web-based

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