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Chapter 11

Chapter 11. Writing and Completing Reports and Proposals. Learning Objectives. Writing reports and proposals Drafting online content Collaborating on wikis Illustrating your reports with visuals Completing reports and proposals. Writing Reports and Proposals. Adapt to the Audience.

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Chapter 11

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  1. Chapter 11 Writing and Completing Reports and Proposals

  2. Learning Objectives • Writing reports and proposals • Drafting online content • Collaborating on wikis • Illustrating your reports with visuals • Completing reports and proposals

  3. Writing Reports and Proposals

  4. Adapt to the Audience The “You” Attitude Level of Formality

  5. Reports and Proposals • Introduction • Body Section • Closing

  6. Draft Report Content Accurate Complete Balanced Clear Logical Documented

  7. Report Introduction • Authorization • Problem or Purpose • Scope of Coverage • Background • Sources or Methods • Definitions • Limitations • Organization

  8. The Report Body • Explanations of problem or opportunity • Facts, statistics, and trends • Results of studies or investigations • Discussion and analysis of actions • Pros and cons, costs and benefits

  9. The Report Body • Procedures or steps in a process • Methods and approaches • Criteria for evaluating options • Conclusions and recommendations • Information and evidence for support

  10. The Report Closing • Summary • Conclusions • Recommendations • Action Plans

  11. Successful Proposals • Demonstrate your knowledge • Provide examples and information • Research your competition • Prove that your proposal is feasible • Relate your proposal to reader needs • Package the proposal attractively

  12. Draft the Content • Introduction • Body Text • Conclusion

  13. Guide the Readers ►Headings and Links ►Transitional Devices ►Previews and Reviews

  14. Technological Tools Templates, Themes, and Style Sheets Embedded and Linked Documents Electronic Forms Electronic Documents Multimedia Documents Proposal-Writing Software

  15. Drafting Online Content

  16. Draft Online Content • Build trust with intended audiences • Adapt content for global audiences • Include reader-oriented content • Use a concise, skimmable format • Include effective links • Make your website a “living” document

  17. Collaborating on Wikis

  18. The WIKI Philosophy • Traditional authorship expectations • Editing and improving the team’s work • Templates and formatting options • Editing and commenting features • Practicing in the “sandbox” • Guidelines for new contributors

  19. Three-Step Process

  20. Illustrating Reports with Effective Visuals

  21. Visual Literacy Consistency Emphasis Contrast Convention Balance Simplicity

  22. Pick the Right Visuals • Data • Information • Concepts • Ideas

  23. Multicolumn Head* Subhead Subhead Subhead Single-Column Head Row head Row head Subhead Subhead Total XXX XX XX XXX XXX XXX XXX XXX XX XX XX XX Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table). The Parts of a Table

  24. Preparing Data Tables Common Units Rows or Columns Consistent Usage Totals or Averages Column Headings Data Sources

  25. Line or Surface Charts Variables Trends

  26. Using Bar Charts • Numbers • Variables • Quantities

  27. Using Pie Charts Distribution Dominance Percentages

  28. Data Visualization Meaning Interactivity Communication

  29. Systematic Charts Flowcharts Organization Charts Processes Positions Procedures Units Sequences Functions

  30. Business Graphics • Maps • Drawings • Diagrams • Infographics • Photographs

  31. Animation and Video Shapes and Text Multimedia Digital Video

  32. Effective Visuals Style and Quality Integration with Text Accuracy Ethics

  33. Effective Visuals Style and Quality Integration with Text Accuracy Ethics

  34. Completing Reports and Proposals

  35. Revise the Content Organization Style & Tone Readability Efficiency

  36. Produce the Report

  37. The Prefatory Parts Cover Title Fly Title Page Letter of Authorization Transmittal Document Table of Contents List of Illustrations Synopsis or Abstract Executive Summary

  38. Text of the Report • Introduction • Body Section • Closing

  39. Supplementary Parts • Appendix • References • Index

  40. Formal Proposals Cover Title Fly Title Page Table of Contents List of Illustrations Request for Proposal Synopsis Executive Summary Transmittal Document

  41. Text of a Proposal • Introduction • Body Section • Conclusion

  42. Proofread Documents Your Review “Fresh Eyes”

  43. Distribute Documents Physical Electronic Web-Based

  44. Writing and Completing Reports and Proposals

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