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Writing Reports and Proposals

Writing Reports and Proposals. Learning Objectives. Explain how to adapt to your audiences when writing reports and proposals Name five characteristics of effective report content List the topics commonly covered in the introduction, body, and close of formal reports. Learning Objectives.

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Writing Reports and Proposals

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  1. Writing Reports and Proposals

  2. Learning Objectives • Explain how to adapt to your audiences when writing reports and proposals • Name five characteristics of effective report content • List the topics commonly covered in the introduction, body, and close of formal reports

  3. Learning Objectives • List six strategies to strengthen your proposal argument • Identify five characteristics of effective writing in online reports • Briefly describe three report elements that can help readers find their way in long documents

  4. Reports and Proposals • Be sensitive to their needs • Build strong relationships • Control style and tone

  5. Sensing Audience Needs • The “You” attitude • Sense of etiquette • Positive emphasis • Bias-free language

  6. Building Relationships • Language • Content • Credibility

  7. Controlling Style and Tone • Formal and informal tone • Information • Situation • Report length • Audience

  8. Composing Reports and Proposals • The introduction: context, subject, purpose, main ideas, and tone • Body sections: presentation, analysis, interpretation, and support • Concluding section: benefits, main points, structure, and action items

  9. Drafting Report Content • Accurate • Complete • Balanced • Clear and logical • Documented properly

  10. Authorization Opportunity or Purpose Scope of Coverage Background Sources and Methods Terms and Definitions Limitations Report Organization Report Introduction

  11. 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

  12. The Report Body • Procedures or steps in a process • Methods and approaches • Criteria for evaluating options • Conclusions and recommendations • Support for conclusions and recommendations

  13. The Report Closing • Summary • Conclusions • Recommendations • Action plans

  14. Content of Proposals • The AIDA Plan • Introduction • Body • Closing

  15. Strategies for Success • Demonstrate your knowledge • Provide concrete examples • Research the competition • Offer a workable proposal • Relate to needs of the audience • Package your proposal attractively

  16. Proposal Introduction • Problem or background • Proposed solution • Scope or delimitations • Organization

  17. The Proposal Body • Proposed solution • Work plan • Qualifications • Detailed costs

  18. The Proposal Closing • Key points • Benefits and merits • Qualifications • Commitment

  19. Drafting Online Content • Build trust with intended audiences • Adapt content for global audience • Use in a concise, skimmable format • Compose effective links • Use search engine optimization

  20. Collaborating on Wikis • Forgo traditional expectations • Edit and improve each other’s work • Use templates and formatting options • Apply the appropriate tools • Practice in the “sandbox”

  21. Three-Step Wiki Process • Creating a wiki • Adding content • Revising content

  22. Guiding the Readers • Headings and links • Transitional devices • Previews and reviews

  23. Technology for Reports and Proposals • Templates • Embedded and linked documents • Electronic forms • Electronic documents • Multimedia documents • Proposal-writing software

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