Planning Reports and Proposals

1. Planning Reports and Proposals

2. Content and Layout Informational Reports Proposals Analytical Reports Frequency Audience Length and Complexity Effective Reports and Proposals

3. Planning Writing Completing Analyze Situation Adapt to the Audience Revise Gather Information Produce Compose the Message Select Medium Proofread Get Organized Distribute The Three-Step Process

4. Planning Informational Reports – Four General Categories Monitor and Control Operations Implement Policies and Procedures Demonstrate Compliance Document Progress

5. Summary Mission and Objectives Company and Industry Products or Services Market and Competition Management Marketing Strategy Creating Business Plans

6. Design and Development Operations Plan Overall Schedule Risks and Problems Financial Projections Financial Requirements Exit Strategy Creating Business Plans

7. Assess Opportunities Solve Problems Support Decisions Market Analysis Troubleshooting Feasibility Due Diligence Failure Analysis Justification Planning Analytical Reports – Three General Categories

8. Investigation Persuasion Responsibility Challenges of Analytical Reports

9. Focus on Conclusions Skeptical Audience Attitude Receptive Focus on Recommendations Focus on Logical Arguments Indirect Preferred Strategy Direct Methods of Organization

10. Advantages Disadvantages Easy to Use Possible Resistance Bottom-Line Driven Oversimplification Focus on Conclusions

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

12. Indirect Approach 2 + 2 = 4 Approach Yardstick Approach Skeptical Readers Hostile Readers Rational Approach Focus on Logical Arguments

13. Solicited Unsolicited Requested (RFP) Not Requested Audience Initiated Writer Initiated Types of Proposals

14. Solicited Unsolicited Expected Unexpected Direct Approach Indirect Approach Organizing Proposals

15. Writing Reports and Proposals

16. Introduction Body Conclusion Report Context Presentation Main Points Subject/Purpose Analysis Benefits Main Ideas Interpretation Structure Overall Tone Support Action Items Composing Reports and Proposals

17. Accurate Complete Balanced Clear and Logical Documented Properly Drafting Report Content

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

19. 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

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

21. Summary Conclusions Recommendations Action Plans The Report Closing

22. Attention Interest Introduction Solicited Proposal Unsolicited Proposal Body Closing Action Desire Content of Proposals

23. Demonstrate Your Knowledge Provide Concrete Examples Research the Competition Offer a Workable Proposal Relate to Your Audience’s Needs Present an Attractive Package Strategies for Success

24. Background Solution Scope Organization Proposal Introduction

25. Solution Work Plan Qualifications Detailed Cost The Proposal Body

26. Key Points Benefits Qualifications Commitment The Proposal Closing

27. Headings and Links Transitional Devices Previews and Reviews Readability Words Introductions Frameworks Sentences Summaries Relationships Paragraphs Overviews Guiding the Readers

28. Completing Reports and Proposals

29. Prefatory Parts Type of Report Type of Company Text of the Report Supplementary Parts Needs of Audience Length of Report Components of Reports

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

31. Introduction Body Closing The Text of the Report

32. Appendixes Bibliography Index Supplementary Parts