Chapter 11 - 1

Writing
Reports and Proposals
Chapter 11 - 2
Reports and Proposals
Effective
Writing
Effective
Visual Aids
Chapter 11 - 3
Audience Adaptation
The You Attitude
Style and Language
Appropriate Tone
Cultural Sensitivity
Chapter 11 - 4
Composing Reports
and Proposals
Introduction Body Conclusion
Report Context
Subject/Purpose
Main Ideas
Overall Tone
Presentation
Analysis
Interpretation
Support
Main Points
Benefits
Action Items
Action Details
Chapter 11 - 5
Drafting Report Content
Balanced
Clear and
Logical
Documented
Properly
Accurate Complete
Chapter 11 - 6
Report Introduction
Authorization
Scope of Coverage
Sources and Methods
Limitations
Opportunity or Purpose
Background
Terms and Definitions
Report Organization
Chapter 11 - 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
Chapter 11 - 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
Chapter 11 - 9
The Report Closing
Summary
Conclusions
Recommendations
Action Plans
Chapter 11 - 10
Content of Proposals
Introduction
Body
Closing
Attention Interest
Desire Action
Solicited
Proposal
Unsolicited
Proposal
Chapter 11 - 11
Demonstrate
Your Knowledge
Research
the Competition
Relate to Your
Audiences Needs
Provide
Concrete Examples
Offer a
Workable Proposal
Present an
Attractive Package
Strategies for Success
Chapter 11 - 12
Proposal Introduction
Background
Scope
Solution
Organization
Chapter 11 - 13
The Proposal Body
Solution
Qualifications
Work Plan
Detailed Cost
Chapter 11 - 14
The Proposal Closing
Key Points
Qualifications
Benefits
Commitment
Chapter 11 - 15
Collaborating on Wikis
Forgo traditional expectations
Edit and improve each others work
Use templates and formatting options
Apply the appropriate tools
Practice in the sandbox
Chapter 11 - 16
Three-Step Wiki Process
Creating a Wiki
Adding Content
Revising Content
Chapter 11 - 17
Guiding the Readers
Previews
and Reviews
Transitional
Devices
Headings
and Links
Structure
Key Points
Consistency
Words
Phrases
Paragraphs
Introductions
Overviews
Summaries
Chapter 11 - 18
Technology for
Reports and Proposals
Templates
Electronic Forms
Multimedia
Documents
Embedded and
Linked Documents
Electronic
Documents
Proposal-Writing
Software
Chapter 11 - 19
The Power of Images
Enhance textual messages
Replace verbal messages
Convey complex information
Hold peoples attention
Communicate with diverse audiences
Convey connotative meaning
Chapter 11 - 20
Create Images
Interpret Images Consistency
Balance
Contrast
Emphasis
Simplicity
Convention
Visual
Literacy
Chapter 11 - 21
The Ethics of Visual
Communication
Consider All Possible Interpretations
Provide Appropriate Context
Do Not Conceal Negative Information
Do Not Exaggerate Support Information
Chapter 11 - 22
The Ethics of Visual
Communication
Do Not Oversimplify Complex Situations
Do Not Imply Cause and Effect
Avoid Manipulation or Coercion
Be Careful How You Aggregate Data
Chapter 11 - 23
Choosing Points
to Illustrate









The 5 Cs of Visual Design
Clear
Complete
Concise
Connected
Compelling
Chapter 11 - 24
Pick the Right Visuals
Data and
Information
Concepts
and Ideas
Chapter 11 - 25
The Parts of a Table
Source: (I n the same format as a text footnote).
*Footnote (for explanation of elements in the table).
Subhead Subhead
Row head
Row head
Subhead
Subhead
Total
Subhead
Multicolumn Head*
XXX

XX
XX
XXX
XXX

XXX
XXX
XXX
XX

XX
XX
XX
Single-Column Head
Chapter 11 - 26
Preparing Data Tables
Common Units
Consistent Usage
Column Headings
Chapter 11 - 27
Preparing Data Tables
Rows and Columns
Totals and Averages
Data Sources
Chapter 11 - 28
Line and Surface Charts
Relationships
Trends
Variables
2011 2010 2008 2009
70%
60%
50%
40%
Chapter 11 - 29
Average Kiln Temps
0
500
1000
1500
2000
2500
8:00
AM
9:00
AM
10:00
AM
11:00
AM
12:00
Noon
1:00
PM
2:00
PM
3:00
PM
4:00
PM
5:00
PM
Kiln A Kiln B
T
e
m
p
e
r
a
t
u
r
e

F

Chapter 11 - 30
Home Game Ticket Sales
A
v
e
r
a
g
e

P
e
r

G
a
m
e

0
10,000
20,000
30,000
40,000
50,000
60,000
70,000
80,000
90,000
2005 2006 2007 2008 2009 2010 2011
Other Students Families Alumni Staff
Chapter 11 - 31
Using Bar Charts
Show Relative Sizes
Indicate Composition
Show Changes
Compare Items
Chapter 11 - 32
CommuniCo
Staff Computer Skills
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
E-mail Instant
Message
Graphics Spread
Sheets
Desktop
Publish
Database
Develop
HTML/XML
East
Chapter 11 - 33
CommuniCo Preferred
Communication Media
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Sales Engineering Admin
IM E-mail Telephone Text Message Face-to-Face
Chapter 11 - 34
CommuniCo Employee
Training Costs
H
e
a
d

C
o
u
n
t

T
r
a
i
n
i
n
g

C
o
s
t
s

0
2,000
4,000
6,000
8,000
10,000
12,000
14,000
16,000
2006 2007 2008 2009 2010 2011
$0
$1,000
$2,000
$3,000
$4,000
$5,000
$6,000
$7,000
$8,000
Head Count Training Costs
Chapter 11 - 35
Using Pie Charts
Compare Segments
Show Percentages
Show Distribution
Chapter 11 - 36
Percentage of Time Spent Online
By Age Group
10%
24%
30%
21%
15%
Age 25-34 Age 35-49 Age 18-24 Age 8-17 Age 50+
Chapter 11 - 37
Data Visualization
Data Limits
Graphic Variety
Data Complexity
Chapter 11 - 38
Information,
Concepts, and Ideas
Flow Charts Organization Charts
Drawings Maps
Photographs Diagrams
Video Animation
Chapter 11 - 39
Flow Chart of the Report Writing Process
Keyboard
Input
First
Hard Copy
Next
Hard Copy
Style and
Spelling
Style and
Spelling
Keyboard
Input/Edit
Submit
Report
Edit
Edit
Add?
OK?
Yes
No
No
Yes
Keyboard
Input/Edit
Chapter 11 - 40
The Chain of Command
District
A
District
B
District
C
District
D
District
E
District
F
District
G
Region
1
Region
2
Region
3
Region
4
Region
5
Vice
President
Vice
President
Vice
President
Vice
President
Vice
President
Chief Executive
Officer
Executive
Vice President
Executive
Vice President
President
Chapter 11 - 41
Maps as Visual Aids
Online Resources
Geographic
Information Systems
Simple Maps
Distribution Routes
Market
Territories
Facilities
Locations
Chapter 11 - 42
Drawings and Diagrams
Networks Processes
Operations Procedures
Chapter 11 - 43
Photographic Images
Decorative
Value
Functional
Value
Copyright
Issues
Level of
Detail
Ethical
Concerns
Chapter 11 - 44
Animation and Video
Shapes and Text
Computer Animation
Digital Video
Chapter 11 - 45
Creating Visual Aids
Software Templates
Style Quality
Chapter 11 - 46
Integrate Text and Visuals
Maximize
Access
Minimize
Disruption
Reference Visuals
Position Visuals
Titles, Captions, Legends
Balance Text & Visuals
Chapter 11 - 47
Verifying Visual Quality
Accuracy
Documentation
Honesty
Chapter 11 - 48
Writing Business
Reports and Proposals