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Planning Reports and Proposals

Planning Reports and Proposals. Learning 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 Objectives.

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Planning Reports and Proposals

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  1. Planning Reports and Proposals

  2. Learning 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

  3. Learning 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

  4. Effective Reports and Proposals • Informational reports • Analytical reports • Proposals

  5. Analyze Situation Adapt to the Audience Revise Gather Information Produce Message Compose the Message Select Medium Proofread Message Get Organized Distribute Message The Three-Step Process Planning Writing Completing

  6. Define purpose To inform To identify To analyze Create work plan Determine tasks Create outline Set schedule Analyzing the Situation

  7. Define Your Purpose • Informational • Audience needs • Audience expectations • Analytical • Perceived problem • Perceived opportunity

  8. Prepare 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

  9. Gather the Information • Purpose • Audience • Priorities

  10. Select the Medium • Media requirements • Media preferences • Feedback preferences • Subject matter

  11. Organize the Information • Direct approach • State conclusions and recommendations • Introduce findings • Include support • Indirect approach • Introduce findings • Discussion and support • State conclusions and recommendations

  12. Planning Informational Reports • Monitor and control operations • Implement policies and procedures • Demonstrate compliance • Report progress

  13. Organizing Informational Reports • Comparison • Importance • Sequence • Chronology • Geography • Category • Spatial orientation

  14. Creating Business Plans • Summary • Mission and objectives • Company and industry • Products or services • Market and competition • Management • Marketing strategy

  15. Creating Business Plans • Design and development plans • Operations plan • Overall schedule • Critical risks and problems • Financial projections • Financial requirements • Exit strategy

  16. Organizing Websites • Readers are demanding • Reading online is difficult • The format is non-linear • The medium is multidimensional

  17. Information Architecture • Site navigation • User control • Information “chunks”

  18. Planning Analytical Reports • Assess opportunities • Market analysis and due diligence • Solve problems • Troubleshooting and failure analysis • Support decisions • Feasibility and justification

  19. Challenges of Writing Analytical Reports • Investigation • Persuasion • Responsibility

  20. Defining 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?

  21. Methods of Organization • Focus on conclusions • Focus on recommendations • Focus on logical arguments

  22. Focus on Conclusions • Advantages • Ease of use • Bottom-line driven • Disadvantages • Possible resistance • Oversimplification

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

  24. Focus on Logical Arguments • 2 + 2 = 4 approach • Yardstick approach

  25. Planning Proposals • Internal • Funding and management support • General projects • External • Investments and grants • Sales

  26. Types of Proposals • Solicited • Requested (RFP) • Audience initiated • Unsolicited • Not requested • Writer initiated

  27. Organizing Proposals • Solicited • Expected • Direct approach • Unsolicited • Unexpected • Indirect approach

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