Chapter 11

1. Chapter 11 Organizing and Preparing Reports and Proposals

2. Learning Objectives • 1. Identify the parts of a formal report and the contribution each part makes to the report’s overall effectiveness. • 2. Organize report findings. • 3. Prepare effective formal reports using an acceptable format and writing style. • 4. Prepare effective short reports in letter, memorandum formats, email, and letter formats. • 5. Prepare effective proposals for a variety of purposes.

3. Learning Objective 1 • Identify the parts of a formal report and the contribution each part makes to the report’s overall effectiveness.

4. Formal-InformalReport Continuum

5. Parts of a Formal Report Continued

6. Parts of a Formal Report (cont.)

7. An Executive Summary Should . . . Assist the reader in _____________ a long, complex report Briefly introduce the ______ and preview and summarize the major _______ Summarize the report summary, __________, and recommendations understanding report sections conclusions

8. Learning Objective 2 • Organize report findings.

9. Questions to Be Answered in an Analytical Report Outline Conclusion Justification

10. Organizing an Analytical Report by Criteria Emphasizes reasons that led to decision Makes comparison easy Uses headings with obvious relationship to problem Uses original headings

11. Outline Introduction Problem Method Used II.Product Comparison Palm Is Least Expensive Service/Warranties Favor Blackberry Expandability Is Best on Blackberry Availability of Applications Is Equal III. Conclusion: Blackberry Is the Best Buy Developing a Report Outline Problems Method Findings Conclusions

12. Using Headings Effectively If sections are divided, use at least two subdivisions Treat all headings at the same level consistently Placement on page and appearance Grammatical construction Do not place two headings together without intervening text

13. Proper Outline Development

14. Avoid Common Errors in Heading Format Must format first-level heads consistently Must format second-level heads consistently Delivering a Dynamic Speech xxxx xxxxxxx xxxxxxx x xxxx xxxxxxxxx x xxxxxxxx xxxx xxxxx. Planning the Speech xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx xxxxxxx xxxx xxxxxxxxx. Organizing the Content Captivating introduction.xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. Convincing body.xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. xxxx xxxxxxx xxxxxxx x xxxx xxx xxxxx xxxx. Need intervening text to separate two headings

15. Talking Heads Should . . . Talk about content rather than only listing topics Aid a reader in determining if all sections must be read Provide easy transition from outline to contents page

16. Learning Objective 3 • Prepare effective formal reports using an acceptable format and writing style.

17. Choosing an Effective Writing Style Avoid __________ pronouns Use _____ voice and _________ tense Avoid __________ headings without intervening text Use _________ sentences to link sections Use a variety of _________ techniques first-person consistent active consecutive transition coherence

18. Improving Transitions Use tables and numbered lists Define terms carefully Use a variety of transitions to keep reader interest

19. Enhancing Credibility Avoid _________terms Identify ___________ Label _______ Use _____________ emotional assumptions opinions documentation

20. Learning Objective 4 • Prepare effective short reports in letter, memorandum formats, email, and letter formats.

21. Writing Techniques for Short Reports Short reports can use . . . personal • A __________ writing style with first- or second-person • Contractions for ________ style • Graphics to __________ text • Heads and subheads to __________ text natural reinforce partition

22. Short, Periodic Memo Report: Why It Works TO: Alyssa Foster, Director, Human Resources FROM: Connor Klasson, Coordinator, Child Care Services DATE: September 14, 2012 SUBJECT: Quarterly Report on In-House Child Care Center, Second Quarter, 2012 The in-house child care center experienced a successful second quarter. Data related to enrollment and current staffing follow: Registration for the upcoming school year is presently underway and is exceeding projected figures. Current staff size will necessitate an enrollment cap of 98. Further increases in enrollment will be possible only if additional personnel are hired. The payroll deduction method of payment, instituted on January 1, has assured that operations remain profitable. It has also eliminated the time and expense of billing. Parents seem satisfied with the arrangement as well. Enrollment: 92 children, up from 84 at end of first quarter. Staff: Ten full-time staff members, including six attendants, three teachers, and one registered nurse • Includes headings to serve formal report functions of transmittal and title page • Includes horizontal line to separate transmittal from body • Uses deductive approach to present information requested on quarterly basis

23. Short, Periodic Memo Report: Why It Works (cont.) Full license renewal is expected in August as we have met and/or exceeded all state and county requirements for facilities, staff, and programs. Favorable results were obtained from the employee satisfaction poll, which was administered to parents participating in the child care program. Ninety-one percent indicated that they were very satisfied or extremely satisfied with our in-house child care pro-gram. The most frequently mentioned suggestion for improvement was the extension of hours until 7 p.m. This change would allow employees time to run necessary errands after work, before picking up their children. We might consider this addition of services on a per hour rate basis. A copy of the survey instrument is provided for your review. Call me should you wish to discuss the extended service hours idea or any other aspects of this report. Attachment • Uses headings to highlight standard information; allows easy updates • Includes primary data collected from parent survey • Attaches material to memo; attachment would be appendix in formal report

24. Learning Objective 5 • Prepare effective proposals for a variety of purposes.

25. Structure of a Proposal

26. Process for Preparing Proposals Start with an easy-to-prepare section after determining parts to include Complete all sections and arrange in appropriate order Check transitions between sections Proofread, edit, and check figures thoroughly