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Planning Reports and Proposals

Planning Reports and Proposals. Learning Objectives. Adapt the three-step writing process to reports and proposals Describe an effective business research process and learn the difference between primary and secondary research Provide five guidelines for conducting an effective online search.

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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 • Describe an effective business research process and learn the difference between primary and secondary research • Provide five guidelines for conducting an effective online search

  3. Learning Objectives • Describe the major tasks involved in processing and applying your research results • Explain how to organize informational reports and website content • Discover three ways to organize analytical reports, and how to plan proposals

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

  5. Analyze Situation Adapt to the Audience Revise Gather Information Produce Compose the Message Select Medium Proofread Get Organized Distribute 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 Analyze the Situation

  7. Gather the Information • What is your purpose? • Who is your audience?

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

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

  10. Supporting Your Messages • Plan your research • Locate data and information • Process data and information • Apply your findings • Manage information

  11. Plan Your Research • Learn about the subject • Develop a problem statement • Understand your research purpose

  12. Ethics and Etiquette • Do not force a specific outcome • Respect privacy of participants • Document and credit your sources • Respect intellectual property rights • Do not distort information • Do not misrepresent your intentions

  13. Data and Information • Secondary research • Primary research

  14. Evaluating Your Sources • Is the source honest and reliable? • Is the source potentially biased? • What is the purpose of the material? • Is the author credible?

  15. Evaluating Your Sources • What is the source of the information? • Can you verify the material? • Is the material current? • Is the material complete?

  16. Secondary Research • Inside the company • Reports and memos • Other documents • Outside the company • Print resources • Online resources

  17. Using the Library • Newspapers and periodicals • Business books • Directories • Almanacs and statistical resources • Government publications • Electronic databases

  18. Internet Search Tools • Search engines • Web directories • Online databases • Metasearch engines

  19. Search Techniques • Keyword searches • Boolean operators • Natural language • Forms-based searches

  20. Fine Tune Search Methods • Read the instructions • Observe the details • Review search and display options • Vary the search terms • Adjust the scope of the search

  21. Innovative Search Tools • Desktop search engines • Enterprise search engines • Research and content managers • Social bookmarking sites • Newsfeeds

  22. Documenting Sources • Credit research sources • Build your credibility • Help your readers

  23. Primary Research • Surveys • Interviews • Experiments • Observations

  24. Conducting Surveys • Avoid sampling bias • Obtain a representative sample • Make sure the sample is reliable and valid

  25. Effective Questionnaires • Provide clear instructions • Keep it short and easy to answer • Seek easy-to-analyze answers • Avoid leading questions • Avoid ambiguous questions • Ask one question at a time • Make the survey adaptive

  26. Internet Surveys • Save time • Minimize cost

  27. Conducting Interviews • Selecting the questions • Open-ended • Closed • Asking the questions • Set the sequence • Be proactive

  28. Types of Interviews • Face-to-face • E-mail • Focus group

  29. Data and Information • Quoting • Paraphrasing • Summarizing • Analyzing • Concluding • Recommending

  30. Analyzing Numeric Data • Mean, median, and mode • Overall trends • Cross-tabulation

  31. Processing Information • Quoting, paraphrasing, summarizing • Avoid plagiarism • Cite sources • Observe context

  32. Apply Your Findings • Drawing conclusions • Making recommendations

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

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

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

  36. Information Architecture • Vertical hierarchy • Horizontal division • Hyperlinks

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

  38. Challenges of Analytical Reports • Investigation • Persuasion • Responsibility

  39. 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?

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

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

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

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

  44. Planning Proposals • Internal • Management support • New equipment or research projects • External • Investments and grants • Sales

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

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