1. Proposals and Formal Reports
Chapter 10
Proposals and Formal Reports

2. Informal Proposals
Introduction must provide "hook" to capture reader's interest.
Background section identifies problems and goals of project.
Proposal discusses plan for solving existing problem. Include a schedule of activities.

3. Informal Proposals
Staffing section describes credentials and expertise of project leaders.
Budget indicates project costs.
Authorization asks for approval to proceed.

4. Formal Proposals Much larger than informal proposals
Organized into many parts.

5. Preparing to Write Formal Reports
Begin with a definition of the project.
Use outlines and headings.

6. Researching Secondary Data
Electronic Databases
Magazine, newspaper, and journal articles
Newsletters, business reports,company profiles, government data, reviews, and directories

7. Researching Secondary Data
The Web
Product data, mission statements, staff directories, press releases, current company news, government information, article reprints, scientific reports, and employment information

8. Internet Search Tips and Techniques
Use two or three search tools.
Understand case sensitivity in keyword searches.
Understand Boolean searching.
Be specific.
Omit articles and prepositions.

9. Internet Search Tips and Techniques
Use wild cards (e.g., cent** will retrieve center and centre).
Know your search tool; use FAQs and "How to Search" sections.
Bookmark the best.
Be persistent.

10. Generating Primary Data
Surveys
Interviews
Locate an expert.
Prepare for the interview.
Make question objective and friendly.
Watch the time
End graciously.
Observation and Experimentation

11. Documenting Data and Plagiarism
Plagiarism is the act of not documenting your sources, of taking another person’s ideas or published words and not acknowledging that fact.

12. Documenting Data and Plagiarism
In a business report, documenting serves three purposes:
1. Strengthens your argument.
2. Protects you.
3. Instructs the reader.

13. Illustrating Report Data
Reasons for using visual aids
To clarify data
To summarize important ideas
To emphasize facts and provide focus
To add visual interest

14. Illustrating Report Data
Most common types of visuals aids
Tables
Charts
Graphs
Photographs, maps, illustrations

15. Matching Visual Aids With Objectives
Table
To show exact figures and values

16. Matching Visual Aids With Objectives
Bar Chart
To compare one item with others

17. Matching Visual Aids With Objectives
Line Chart
To demonstrate changes in quantitative data over time

18. Matching Visual Aids With Objectives
Pie Chart
To visualize a whole unit and the proportions of its components

19. Matching Visual Aids With Objectives
Flow Chart
To display a process or procedure

20. Matching Visual Aids With Objectives
Organization Chart
To define a hierarchy of elements or a set of relationships

21. Matching Visual Aids With Objectives
Map, Photograph, or Illustration
To achieve authenticity, to spotlight a location, or to show an item in use

22. Tips for Effective Use of Visual Aids
Clearly identify the contents of the visual aid with a meaningful title and appropriate labels.
Refer the reader to the visual aid by discussing it in the text and mentioning its location and figure number.
Locate the visual aid close to its reference in the text.

23. Tips for Effective Use of Visual Aids
Strive for vertical placement of visual aids.
Give credit to the source if appropriate.

24. Organizing Report Data
Deductive strategy (main ideas first)
Inductive strategy (facts and discussion first)
Chronological sequence (historical data)

25. Organizing Report Data
Geographical or spatial arrangement (e.g., East, West, South, North, etc.)
Topical or functional arrangement (e.g., duties of CEO, duties of general manager, etc.)
Component or criteria arrangement (e.g., comparing two or more solution—two cities on a call centre short list)

26. Presenting the Final Report
Prefatory Parts
Title fly
Title page
Letter or memo or of authorization
Letter or memo of transmittal
Table of contents
Executive summary or abstract

27. Presenting the Final Report
Body of report
Introduction or background
Discussion of findings
Summary, conclusions, or recommendations

28. Presenting the Final Report
Supplementary parts of a formal report
Footnotes or endnotes
Bibliography
Appendix

29. End