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Chapter 10

Chapter 10. Understanding and Planning Reports and Proposals. Learning Objectives. Applying the Three-Step Process Supporting messages with research Using primary and secondary research Planning informational reports Planning analytical reports Planning proposals.

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Chapter 10

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  1. Chapter 10 Understanding and Planning Reports and Proposals

  2. Learning Objectives • Applying the Three-Step Process • Supporting messages with research • Using primary and secondary research • Planning informational reports • Planning analytical reports • Planning proposals

  3. Applying the Three-Step Writing Process to Reports and Proposals

  4. Analyze the Situation • Purpose • Work Plan

  5. Gather Information • Audience • Purpose

  6. Select the Medium Media Requirements Feedback Preferences Document Uses Media Choice

  7. Organize Information • Direct • Indirect

  8. Summary of Discussion

  9. Supporting Your Messages with Reliable Information

  10. Plan Your Research

  11. Ethics and Research • Keep an open mind • Respect privacy of participants • Document and credit sources • Respect intellectual property rights • Don’t distort information from sources • Don’t misrepresent your intentions

  12. Data and Information Secondary Research Primary Research

  13. Evaluating Sources Reputation Methodology Potential Bias Verification Purpose Completeness Credibility Logical Scrutiny

  14. Use Research Results Avoid Plagiarism Quoting Cite Sources Observe Context Paraphrasing Summarizing

  15. Apply the Results Drawing Conclusions Making Recommendations

  16. Summary of Discussion

  17. Conducting Secondary Research

  18. Library Research Newspapers or Periodicals Business Books Membership Directories Almanacs and Statistics Government Publications Electronic Databases

  19. Find Information Online • Searching • Monitoring

  20. Online Search Tools Web Directories Metasearch Engines Online Databases

  21. Online Monitoring Twitter Newsfeeds Online Alerts Specialized Monitors

  22. Search Tips Keywords Boolean Operators Natural Language Forms-Based

  23. Fine Tune Searches • Planning • Instructions • Search Options • Search Terms • First Results

  24. Document Sources ►Credit Original Material ►Headings and Links ►Support Your Message ►Transitional Devices ►Assist Your Readers ►Previews and Reviews

  25. Summary of Discussion

  26. Conducting Primary Research

  27. Conducting Surveys • Provide clear instructions • Ask for information people can remember • Keep questionnaires short and easy to use • Formulate easy-to-analyze questions

  28. Conducting Surveys • Avoid asking leading questions • Avoid ambiguous descriptors • Avoid compound questions • Obtain a representative sample

  29. Conducting Interviews Selecting Questions Asking Questions

  30. Summary of Discussion

  31. Planning Informational Reports

  32. Organize Reports Comparison Chronology Importance Geography Sequence Category

  33. Organize Websites User Demands Nonlinear Form Online Reading Multi- Purpose

  34. Information Architecture

  35. Summary of Discussion

  36. Planning Analytical Reports

  37. Analytical Reports • Opportunities • Problems • Decisions

  38. Analytical Challenges • Analysis • Persuasion • Responsibility

  39. Focus on Conclusions Opportunities Challenges Audience Data or Methods Direct Approach Oversimplifying

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

  41. Logical Arguments 2 + 2 = 4 Yardstick

  42. Summary of Discussion

  43. Planning Proposals

  44. General Categories Internal Proposals External Proposals

  45. Proposal Structures Solicited Proposal Unsolicited Proposal Unexpected Expected More Flexibility Strict Instructions

  46. Summary of Discussion

  47. Understanding and Planning Reports and Proposals

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