1. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 1 Planning Reports and Proposals

2. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 2 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

3. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 3 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

4. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 4 Effective Reports and Proposals Informational reports Analytical reports Proposals

5. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 5 The Three-Step Process WritingCompletingPlanning Analyze Situation Gather Information Select Medium Get Organized Revise Produce Message Proofread Message Distribute Message Adapt to the Audience Compose the Message

6. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 6 Analyzing the Situation Define purpose –To inform –To identify –To analyze Create work plan –Determine tasks –Create outline –Set schedule

7. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 7 Define Your Purpose Informational –Audience needs –Audience expectations Analytical –Perceived problem –Perceived opportunity

8. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 8 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

9. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 9 Gather the Information Purpose Audience Priorities

10. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 10 Select the Medium Media requirements Media preferences Feedback preferences Subject matter

11. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 11 Organize the Information Direct approach –State conclusions and recommendations –Introduce findings –Include support Indirect approach –Introduce findings –Discussion and support –State conclusions and recommendations

12. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 12 Planning Informational Reports Monitor and control operations Implement policies and procedures Demonstrate compliance Report progress

13. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 13 Organizing Informational Reports Comparison Importance Sequence Chronology Geography Category Spatial orientation

14. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 14 Creating Business Plans Summary Mission and objectives Company and industry Products or services Market and competition Management Marketing strategy

15. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 15 Creating Business Plans Design and development plans Operations plan Overall schedule Critical risks and problems Financial projections Financial requirements Exit strategy

16. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 16 Organizing Websites Readers are demanding Reading online is difficult The format is non-linear The medium is multidimensional

17. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 17 Information Architecture Site navigation User control Information “chunks”

18. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 18 Planning Analytical Reports Assess opportunities –Market analysis and due diligence Solve problems –Troubleshooting and failure analysis Support decisions –Feasibility and justification

19. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 19 Challenges of Writing Analytical Reports Investigation Persuasion Responsibility

20. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 20 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?

21. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 21 Methods of Organization Focus on conclusions Focus on recommendations Focus on logical arguments

22. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 22 Focus on Conclusions Advantages –Ease of use –Bottom-line driven Disadvantages –Possible resistance –Oversimplification

23. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 23 Focus on Recommendations 1.Establish the need for action 2.Introduce the overall benefits 3.List the required steps 4.Explain each step more fully 5.Summarize the recommendations

24. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 24 Focus on Logical Arguments 2 + 2 = 4 approach Yardstick approach

25. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 25 Planning Proposals Internal –Funding and management support –General projects External –Investments and grants –Sales

26. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 26 Types of Proposals Solicited –Requested (RFP) –Audience initiated Unsolicited –Not requested –Writer initiated

27. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 13 - 27 Organizing Proposals Solicited –Expected –Direct approach Unsolicited –Unexpected –Indirect approach