Planning Reports and Proposals Copyright © 2010 Pearson Education International

Learning Objectives Adapt the three-step writing process to reports and proposals Explain the value of a work plan in the development of long reports List the key elements of a business plan Copyright © 2010 Pearson Education International

Learning Objectives Identify three steps you can take to ensure effective organization of online reports and other website content Discuss three major ways to organize analytical reports Explain how to choose an organizational strategy when writing a proposal Copyright © 2010 Pearson Education International

Effective Reports and Proposals Informational reports Analytical reports Proposals Reports fall into three basic categories: Informational reports offer data, facts, feedback, and other types of information without analysis or recommendations. Analytical reports offer both information and analysis, and may include recommendations. Proposals offer structured persuasion for internal or external audiences. Copyright © 2010 Pearson Education International

The Three-Step Process Planning Writing Completing Analyze Situation Gather Information Select Medium Get Organized Revise Produce Message Proofread Message Distribute Message Adapt to the Audience Compose the Message Copyright © 2010 Pearson Education International

Analyzing the Situation Define purpose To inform To identify To analyze Create work plan Determine tasks Create outline Set schedule Copyright © 2010 Pearson Education International

Define Your Purpose Informational Analytical Audience needs Audience expectations Analytical Perceived problem Perceived opportunity Copyright © 2010 Pearson Education International

Prepare the Work Plan Problem, opportunity, purpose, and scope Tasks to be accomplished Final products or outcomes Schedules and requirements Plans for following up Working outline Copyright © 2010 Pearson Education International

Gather the Information Purpose Audience Priorities Copyright © 2010 Pearson Education International

Select the Medium Media requirements Media preferences Feedback preferences Subject matter Copyright © 2010 Pearson Education International

Organize the Information Direct approach State conclusions and recommendations Introduce findings Include support Indirect approach Discussion and support Copyright © 2010 Pearson Education International

Planning Informational Reports Monitor and control operations Implement policies and procedures Demonstrate compliance Report progress Copyright © 2010 Pearson Education International

Organizing Informational Reports Comparison Importance Sequence Chronology Geography Category Spatial orientation Copyright © 2010 Pearson Education International

Creating Business Plans Summary Mission and objectives Company and industry Products or services Market and competition Management Marketing strategy Copyright © 2010 Pearson Education International

Creating Business Plans Design and development plans Operations plan Overall schedule Critical risks and problems Financial projections Financial requirements Exit strategy Copyright © 2010 Pearson Education International

Organizing Websites Readers are demanding Reading online is difficult The format is non-linear The medium is multidimensional Copyright © 2010 Pearson Education International

Information Architecture Site navigation User control Information “chunks” Copyright © 2010 Pearson Education International

Planning Analytical Reports Assess opportunities Market analysis and due diligence Solve problems Troubleshooting and failure analysis Support decisions Feasibility and justification Copyright © 2010 Pearson Education International

Challenges of Writing Analytical Reports Investigation Persuasion Responsibility Copyright © 2010 Pearson Education International

Defining the Problem What needs to be determined? Why is this issue important? Who is involved in the situation? Where is the trouble located? How did the situation originate? When did it start? Copyright © 2010 Pearson Education International

Methods of Organization Focus on conclusions Focus on recommendations Focus on logical arguments Copyright © 2010 Pearson Education International

Focus on Conclusions Advantages Disadvantages Ease of use Bottom-line driven Disadvantages Possible resistance Oversimplification Copyright © 2010 Pearson Education International

Focus on Recommendations Establish the need for action Introduce the overall benefits List the required steps Explain each step more fully Summarize the recommendations Copyright © 2010 Pearson Education International

Focus on Logical Arguments 2 + 2 = 4 approach Yardstick approach Copyright © 2010 Pearson Education International

Planning Proposals Internal External Funding and management support General projects External Investments and grants Sales Copyright © 2010 Pearson Education International

Types of Proposals Solicited Unsolicited Requested (RFP) Audience initiated Unsolicited Not requested Writer initiated Copyright © 2010 Pearson Education International

Organizing Proposals Solicited Unsolicited Expected Direct approach Unexpected Indirect approach Copyright © 2010 Pearson Education International