1. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 1 Writing and Completing Reports and Proposals

2. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 2 Reports and Proposals Long Message Formats FormatsEffective Visual Support Effective

3. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 3 Adapting to the Audience The “You” Attitude Message Tone Cultural Awareness

4. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 4 Composing Reports and Proposals IntroductionBodyConclusion Report Context Subject/Purpose Main Ideas Overall Tone Presentation Analysis Interpretation Support Main Points Benefits Structure Action Items

5. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 5 Drafting Report Content Balanced Clear and Logical Clear and Logical Documented Properly Documented Properly Accurate Complete

6. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 6 Report Introduction Authorization Scope of Coverage Sources and Methods Limitations Opportunity or Purpose Background Terms and Definitions Report Organization

7. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 7 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

8. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 8 The Report Body Procedures or steps in a process Methods and approaches Criteria for evaluating options Conclusions and recommendations Support for conclusions and recommendations

9. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 9 The Report Closing Recommendations Action Plans Conclusions Summary

10. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 10 Strategies for Successful Proposals Demonstrate your knowledge Provide examples and information Research the competition Prove your proposal is feasible Relate your proposal to the reader Package the proposal attractively

11. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 11 Drafting Proposal Content IntroductionBodyConclusion Key Points Benefits Merits and Qualities Commitment The Solution Work Plan Qualifications Detailed Costs Background Solution Scope Organization

12. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 12 Drafting Online Content 1.Build trust with intended audiences 2.Adapt content for global audience 3.Include reader-oriented content 4.Use a concise, skimmable format 5.Include effective links

13. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 13 Guiding the Readers Previews and Reviews Transitional Devices Headings and Links Readability Frameworks Relationships Words Sentences Paragraphs Introductions Summaries Overviews

14. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 14 Technology for Reports and Proposals Technology for Reports and Proposals TemplatesLinking and Embedding Electronic FormsElectronic Documents Multimedia DocumentsProposal-Writing Software

15. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 15 Visual Literacy Create Images Interpret Images Consistency Balance Contrast Emphasis Simplicity Convention

16. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 16 Data and Information InformationConcepts and Ideas Concepts Pick the Right Visuals

17. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 17 The Parts of a Table Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table). Subhead Column Head Row head Subhead Total Subhead Multicolumn Head* XXX XX XXX XX

18. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 18 Preparing Data Tables Use Common Units Round Numbers Label Columns

19. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 19 Preparing Data Tables Rows and Columns Limit Information Document Sources

20. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 20 2009200820062007 Relationships Trends Variables 100% 80% 60% Line and Surface Charts 40%

21. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 21 Average Kiln Temps Temperature °F

22. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 22 Home Game Ticket Sales Average Per Game 0 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000 90,000 2003200420052006200720082009 OtherStudentsFamiliesAlumniStaff

23. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 23 Using Bar Charts Show Relative Sizes Indicate Composition Show Changes Compare Items

24. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 24 CommuniCo Staff Computer Skills

25. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 25 CommuniCo Preferred Communication Media

26. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 26 CommuniCo Employee Training Costs Head Count Training Costs 0 2,000 4,000 6,000 8,000 10,000 12,000 14,000 16,000 200420052006200720082009 $0 $1,000 $2,000 $3,000 $4,000 $5,000 $6,000 $7,000 $8,000 Head CountTraining Costs

27. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 27 Using Pie Charts Numbers or Percents Contrasting Colors Logical Arrangement The Number of Slices

28. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 28 Percentage of Time Spent Online By Age Group

29. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 29 Data Visualization Countless Data Points Wide Graphical Variety Complex Dynamic Data

30. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 30 Flow Chart of the Report Writing Process Keyboard Input Keyboard Input First Hard Copy First Hard Copy Next Hard Copy Next Hard Copy Style and Spelling Style and Spelling Style and Spelling Style and Spelling Keyboard Input/Edit Keyboard Input/Edit Submit Report Submit Report Edit Add? OK? Yes No Yes Keyboard Input/Edit Keyboard Input/Edit

31. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 31 Organization Chart: The Chain of Command District A District A District B District B District C District C District D District D District E District E District F District F District G District G Region 1 Region 1 Region 2 Region 2 Region 3 Region 3 Region 4 Region 4 Region 5 Region 5 Vice President Vice President Vice President Vice President Vice President Vice President Vice President Vice President Vice President Vice President Chief Executive Officer Chief Executive Officer Executive Vice President Executive Vice President Executive Vice President Executive Vice President President

32. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 32 Other Business Graphics Maps Drawings Diagrams Photographs

33. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 33 Animation and Video Shapes and Text Computer Animation Digital Video

34. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 34 Designing Effective Visuals TemplatesBody TextAccuracy Appearance Documentation Honesty Position Title/Number Caption/Legend Design Consistency Efficiency

35. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 35 Completing Reports and Proposals Revising Producing Proofreading Distributing

36. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 36 Revising Reports and Proposals ContentContent ReadabilityReadability OrganizationOrganization Style and Tone

37. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 37 Producing Formal Reports Type of Report Audience Needs Report Length Type of Company Prefatory Parts Prefatory Parts Text of the Report Text of the Report Supplementary Parts Supplementary Parts

38. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 38 Cover List of Illustrations List of Illustrations Letter of Authorization Letter of Authorization Title Page Executive Summary Executive Summary Table of Contents Table of Contents Title Fly Synopsis or Abstract Synopsis or Abstract Letter of Transmittal Letter of Transmittal The Prefatory Parts

39. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 39 The Text of the Report IntroductionIntroduction BodyBody ClosingClosing

40. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 40 Supplementary Parts AppendixesAppendixes BibliographyBibliography IndexIndex

41. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 41 Copy of the RFP Synopsis/Executive Summary Transmittal Document Formal Proposals Unique Prefatory Elements

42. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 42 Text of a Proposal IntroductionIntroduction Body Section ConclusionConclusion

43. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 43 Inconsistencies Errors and Omissions Missing Elements Proofreading

44. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 11 - 44 Distribution of Reports and Proposals PhysicalWeb-BasedElectronic