Organizing and Preparing Reports and Proposals

1. Chapter 12Lecture Slides Organizing and Preparing Reports and Proposals Business Communication, 15e Lehman and DuFrene

2. Learning Objective 1 Identify the parts of a formal report and the contribution each part makes to overall effectiveness. 1

3. The Formal-InformalReport Continuum 1

4. Parts of a Formal Report 1

5. An Executive Summary Should . . . • Assist the reader in ____________ a long, complex report • Briefly introduce the ______ and preview and summarize the major ________ • Summarize the report summary, ___________, and recommendations understanding report sections conclusions 1

6. Learning Objective 2 Organize report findings. 2

7. Developing a Report Outline Outline • Introduction • Problem • Method Used II. Product Comparison • Motorola Is Least Expensive • Service/Warranties Favor Palm • Expandability Is Best on Palm • Availability of Applications Is Equal III. Conclusion: Palm Is the Best Buy Problems Method Findings Conclusions 2

8. Talking Heads Aid Reader Understanding • Talk about content rather than only listing topics • Aid a reader in determining if all sections must be read • Provide easy transition from outline to contents page Talking heads should . . . 2

9. Proper Outline Development Use Minimum of Two Subdivisions and Parallel Language I. Introduction A. Identify your purpose II. Organizing the Content A. Introduction B. Body C. Close I. Introduction A. Audience rapport B. Clear purpose statement II. Organizing the Content A. Captivating introduction B. Well-organized body C. Motivating close 2

10. Activity 2 — Critiquing a Report Outline Contents • Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 • Findings • What Is Retinal Scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 • How Is Retinal Scanning Used to Provide Accurate Identification. . . . . . 2 • What Are Advantages and Disadvantages of Retinal Scanning . . . . . . . 5 • Analysis • Summary . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 • Conclusions.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 • Recommendations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 • References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 • Appendix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 • Figures • How Retinal Scanning Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 • Occurrence of False Positives and Negatives. . . . . . . . . . . . . . . . . . . . 5 2

11. Organizing an Analytical Report by Criteria • Emphasizes reasons that led to decision • Makes comparison easy • Uses headings with obvious relationship to problem • Uses original headings 2

12. Questions to Be Answered in an Analytical Report Outline Conclusion Justification What is the solution? Why? 2

13. Using Headings Effectively • If sections are divided, use at least two subdivisions • Treat all headings at the same level consistently • Placement on page and appearance • Grammatical construction • Don’t place two headings together without intervening text 2

14. Must format first-level heads consistently Need intervening text to separate two headings Must format second-level heads consistently Avoid Common Errors in Heading Format Delivering a Dynamic Speech xxxx xxxxxxx xxxxxxx x xxxx xxxxxxxxxs. Planning the Speech xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. Organizing the Content Captivating introduction. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. Convincing Body. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. 2

15. Learning Objective 3 Prepare effective formal reports using an acceptable format and writing style. 3

16. The Formal-Informal Report Continuum 3

17. Improving Transitionsin Reports • Use tables and numbered lists • Define terms carefully • Use a variety of transitions to keep reader interest 3

18. Choosing an Effective Writing Style • Avoid ___________ pronouns • Use ______ voice and __________ tense • Avoid ___________ headings without intervening text • Use _________ sentences to link sections • Use a variety of __________ techniques first-person active consistent consecutive transition coherence 3

19. Coherence Transitions Time Connectors at the same time finally further initially next since then while Contrast Connectors although despite however in contrast nevertheless on the contrary on the other hand yet 3

20. Coherence Transitions Similarity Connectors for instance/example in the same way just as likewise similarly thus Cause-and-Effect Connectors alternately because but consequently hence therefore 3

21. Enhancing Credibility for Report Writing • Avoid __________ terms • Identify _____________ • Label ___________ • Use ______________ emotional assumptions opinions documentation 3

22. Learning Objective 4 Prepare effective short reports in memorandum, email, and letter formats. 4

23. Analysis TO: Tracey E. Bricka, Director, Human Resources FROM: Russ Huff, Coordinator, Child Care Services DATE: September 14, 2008 SUBJECT: Quarterly Report on In-House Child Care Center, Second Quarter, 2008 The in-house child care center experienced a successful second quarter. Data related to enrollment and current staffing follow: Registration for the upcoming school year is presently underway and is exceeding projected figures. Current staff size will necessi-tate an enrollment cap of 98. Further increases in enrollment will be possible only if additional personnel are hired. The payroll deduction method of payment, instituted on January 1, has assured that operations remain profitable. It has also elimi-nated the time and expense of billing. Parents seem satisfied with the arrangement as well. Enrollment: 92 children, up from 84 at end of first quarter. Staff: Ten full-time staff members, including six attendants, three teachers, and one registered nurse Short, Periodic Memo Report: Why It Works Includes headings to serve formal report functions of transmittal and title page Includes horizontal line to separate transmittal from body Uses deductive approach to present information requested on quarterly basis cont. 4

24. Short, Periodic Memo Report: Why It Works Analysis Full license renewal is expected in August as we have met and/or exceeded all state and county requirements for facilities, staff, and programs. Favorable results were obtained from the employee satisfaction poll, which was administered to parents participating in the child care program. Ninety-one percent indicated that they were very satisfied or extremely satisfied with our in-house child care pro-gram. The most frequently mentioned suggestion for improve-ment was the extension of hours until 7 p.m. This change would allow employees time to run necessary errands after work, before picking up their children. We might consider this addition of ser-vices on a per hour rate basis. A copy of the survey instrument is provided for your review. Call me should you wish to discuss the extended service hours idea or any other aspects of this report. Attachment Uses headings to highlight standard information; allows easy updates Includes primary data collected from parent survey Attaches material to memo; attach-ment would be appendix in formal report 4 cont.

25. Writing Techniques for Short Reports • A ________ writing style with first- or second-person • Contractions for _______ style • Graphics to _________ text • Heads and subheads to ________ text Short reports can use . . . personal natural reinforce partition 4

26. Learning Objective 5 Prepare effective proposals for a variety of purposes. 5

27. Structure of a Proposal • Problem or purpose • Scope • Method and procedure • Materials and equipment • Qualifications • Follow-up and evaluation • Budget and costs • Summary • Addenda 5

28. Process for Preparing Proposals • Start with an easy-to-prepare section after determining parts to include • Complete all sections and arrange in appropriate order • Check transitions between sections • Proofread, edit, and check figures thoroughly 5

29. Learning Objective 6 Identify special skills required for team writing. 6

30. Strategic Forces Stages in Collaborative Team Writing • Open discussion and brainstorming • Generation of document outline • Discussion of content within outline • Composing of sections by subteams • Online feedback and discussion of sections, followed by final editing • Verbal document walkthrough 6

31. Group support systems (GSSs) • Sequential editing • Parallel editing • Reciprocal editing 6

32. 1.Open Discussion 2. Generation of Outline 3. Discussion of Outline Successful Multistage Collaborative Writing 5. Online feedback and discussion 4. Composing by Sub-teams 6. Verbal Walk Through 6

33. Sequential Editing Collaborators divide the task so that the output of one stage is passed to the next writer for individual work. Software editors that support this process are called markup tools. 6

34. Parallel Editing Collaborators divide the task so that each writer works on a different part of the document at the same time. Then the document is reassembled in an integration stage. 6

35. Reciprocal Editing Collaborators work together to create a common document, mutually adjusting their activities in real time to take into account each other’s changes. 6