Writing and Completing Reports and Proposals

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Writing and Completing Reports and Proposals
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Three-Step Writing Process
RPPD
Planning
Writing
Completing
3
The Body Section
AIDA
Present
Introduction Gain attention
Analyze
Discussion and Analysis Build interest and
create desire
Interpret
Support
All of your analysis and interpretation
should lead to your
recommendation.
4
Revising Reports
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Guiding the Readers
Previews and Reviews
Transitional Devices
Headings and Links
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The Closing Section
AIDA
Conclusion and recommendation Motivate action
Conclusion
Recommendation
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Strategies for Successful Reports
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Effective Visuals in Reports
Bring Your Message to Life
Connect With Your Readers
Enhance Textual Messages
Attract and Hold Attention
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5 Cs of Visual Design
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Line and Surface Charts
100
80
60
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Average Kiln Temps
Temperature F
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Using Bar Charts
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CommuniCo Staff Computer Skills
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CommuniCo Preferred Communication Media
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Using Pie Charts
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Percentage of Time Spent OnlineBy Age Group
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Designing Effective Visuals

• Select appropriate templates
• Be consistent throughout
• Use colors purposefully
• Balance design elements
• Avoid chartjunk
• Consider audience expectations

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Integrate Text and Visuals
Audience Attitudes
Production Issues
Overall Purpose
Subject Matter
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Activity

• In groups of 3, identify the best type of chart
  to use if you wanted to show. . .
• What proportion of the state tax dollar is spent
  on education, social services, transportation,
  debt and other expenses
• Figures comparing the sales of PDAs, cell phones
  and laptop computers over the past five years
• Percentages showing the cause of forest fires
  (e.g. 83 caused by lightening, 10 caused by
  arson, 7 caused by campfires) in the Rocky
  Mountains
• Figures comparing the cost of cable, DSL, and
  satellite Internet service in ten major
  metropolitan areas in the US for the past ten
  years. Your boss wants exact figures.
• Figures showing the operating revenue of a
  company for the past five years.

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Formal Report Components
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Title Page

• Balance the following lines
• Name of the report in all caps
• Receivers name, title, and organization
• Authors name, title, and organization
• Date submitted
• Do not include a page number.
• State the title in a way to capture interest.

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Effective Titles?

• Partnership Opportunity between Apple and
  Microsoft
• State Of Oregon Restrictions on Hard Alcohol and
  Recommendations for Improvements
• Benefits of Investing in Biodeisel
• Making Homes Safer in Overlooks Neighborhood
• Apple Computers
• Organic Selection on Red Robins Menu

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Table of Contents

• Show only the beginning page number where each
  report heading appears in the report.
• Connect page numbers and headings with dots.
• Use your approved outline as the table of
  contents.
• Use page number ii.

The Table of Contents must mirror your approved
outline.
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List of Illustrations

• Include a list of tables, illustrations, or
  figures.
• Place the list on the same page as the table of
  contents.

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Writing in the Third Person

• Third person he, she, they, their, him, her
• When appropriate
• Formal business messages
• Objective perspective
• Examples
• A study of the communication styles of men
  revealed frequent use of non-verbal cues.
• A study of medieval village life revealed a
  clearly defined social class.

Your research report will be written in third
person.
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Executive Summary

• Summarize the reports purpose, findings,
  conclusions, and recommendations.
• Gauge the length of the summary by the length of
  the report and by the organizations practices.
• Use page number iii.

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Introduction Problem/Opportunity and Background

• Problem/Opportunity
• Explain the problem/opportunity motivating the
  report.
• Define the scope of the report.
• Background
• Describe the events leading up to the problem or
  the opportunity.
• Describe the company that you represent and
  generally how it can help resolve the problem or
  partake in the opportunity.
• Describe where and how the data for the report
  were collected.
• Use page number 1, centered on the bottom of the
  page.

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Body Discussion of Findings

• State the organization of the report at the
  beginning .
• Discuss, analyze, and interpret the research
  findings or proposed solution to the problem.
• Arrange the findings in logical segments that
  follow your outline.
• Use clear, descriptive headings that follow the
  defined format.
• Place the page numbers (from page 2) at the top
  right hand corner of each page.
• Cite all references using the MLA format.
• Refer to the MLA references on the course
  website.
• Refer to the MLA Handbook for Writers of
  Research Papers.

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Body Tips

• Write in terms of would not will.
• NOT
• Your company will experience profits of 3000 a
  month.
• Be concise do not ramble or write redundant
  information.
• NOT
• You should realize that the implementation of
  this product will bring savings to your company.
• I believe that you would really like to hear
  the benefits of the product being increased
  safety and reduced costs.

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MLA Tips for In-text Citations

• In-text citations for books and articles include
  the following
• Authors name
• Page or paragraph number
• Examples
• The first gambling website appeared in 1995,
  and online gambling has since become the most
  lucrative Internet business (Will 92).
• George Will reported that, in 2002, online
  gambling became the most lucrative Internet
  business (92).

MLAs frequently asked questions are found on
http//www.mla.org/style_faq
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MLA Tips for In-text Citations

• In-text citations for electronic sources are
  limited to title of the article.
• Title can be abbreviated if it is too long. If
  abbreviated, it must start with the first word of
  the title.
• Examples
• The American family spends 483 on
  back-to-school clothing every year (Big
  Bucks).
• Note that the article was entitled Big Bucks
  for Back to School.
• The Hispanic population in the workplace has
  grown by 3 in the last 5 years (Diversity
  within the Hispanic Population).

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Figures in Body of Report

• Write an introductory sentence to each figure.
• State figure number.
• Title each figure.
• Clearly present each figure, centered on the page.

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Introductory Sentences

Studies have shown that increased audience
participation leads to improved comprehension and
retention. See Figure 1.
Figure 1
Figure 1
Percentage of respondents
Percentage of respondents
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Introductory Sentences to Sections in Report
Benefits of Partnership Cross-Compatibility Microsoft has made efforts to have some of their applications cross-compatible. Benefits of Partnership Apple can benefit by partnering with Microsoft. There are three primary benefits from this partnership cross compatibility, increase in software options and competitive advantage over PCs. Cross-Compatibility Microsoft has made efforts to have some of the applications cross-compatible.
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Body Conclusions and Recommendations

• Conclusions summarize the findings in the report.
• Recommendations
• suggest actions for solving the problem
• typically start with a verb.
• Number the recommendations.

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Works Cited

• List all references used in alphabetical order.
• Use the MLA format to cite all work.

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Appendix

• Include items of interest to readers, such as
  data-gathering tools
• Surveys questions
• Survey results not included in report
• Interview questions

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Report Components
Report Components Mandatory Optional Notes
Title Page X Model after p. 318
Table of Contents X Model after outlines on course website and on p. 320 must follow the approved outline
List of Illustrations X Model after p. 320 use only if needed
Executive Summary X Model after p. 321
Body X Model after p. 322-329
Conclusion X Model after p. 330
Recommendation X Model after p. 330
Appendix X Use only if needed
Works Cited X Model after p. 331
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Grading of Report
Component Points Approximate Percentage of Total Criteria
Layout 8 16 Requirements met and good mechanics Title page Table of contents Headings
Executive Summary 5 10 Appropriate content/persuasion Call to action Third person used
Body 30 60 Specific and factual information Logical organization Effective persuasion Good mechanics Strong recommendations/call to action Third person used
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Grading of Report
Component Points Percentage of Total Criteria
Documentation 7 14 Correct format in text citations All required ideas/information documented Correct usage and format on Works Cited page Correct documentation for Appendix
TOTAL 50 100
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Project Work

• 2.5 hours of team work to do the following
• Revise teams outline, if necessary.
• Identify if you need any more data to strengthen
  your persuasions.
• Validate the roles and responsibilities for
  writing the paper.
• Identify the specific content for each section
  (e.g. text, graphics).
• Review and revise timeline, if necessary.
• Resolve any team issues.
• Take a 20-30 minute break.