Chapter 29: Report and Proposal Basics - PowerPoint PPT Presentation

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Chapter 29: Report and Proposal Basics

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Title: Chapter 29: Report and Proposal Basics


1
Chapter 29 Report and Proposal Basics
  • These are often the heavy lifting documents in
    workplace writing. Usually involves analyzing
    situations instead of just reporting on them.

2
Writing successful Reports and Proposals
  • Know your assignment
  • What is your goal?
  • Just sharing facts or offering recommendations?
  • Know your audience
  • Your readers needs
  • Your readers knowledge of the subject
  • How will reader use it?
  • Research the topic
  • Objectively look at all sides

3
  • 4. Organize for understanding (3 parts)
  • Intro What its about (summary)
  • Findings What are the details?
  • Key points Whats the bottom line?
  • 5. Be formal when necessary, never stiff
  • Generally, the less familiar your reader and the
    longer your report, the more formal it should be.
  • Formal doesnt mean impersonal. Be energetic,
    natural, humorous, and matter-of-fact

4
  • 6. Design for clarity, access, and impact
  • Use visuals graphs, charts, photos, etc.
  • White space, boldface, italics, and underlining
  • Tabs or chapters
  • 7. Rely on models and templates
  • Use models in book or provided by company
  • 8. Remember the big picture
  • Avoid getting sidetracked with unrelated issues

5
Types of Reports
  • Short Reports
  • Incident Accident, breakdown, error
  • Investigative lab, experiment, inspection
  • Periodic Monthly, weekly, department
  • Progress Initial, follow-up
  • Trip or call sales trip, conference

6
  • Major Reports
  • Long, formal, or annual reports
  • Proposals
  • Suggestions, grants, sales, bids

7
Writing Activity 2 p.484
  • Write a report to me about what you have learned
    so far and still hope to accomplish or work more
    on.
  • Intro What its about (preview)
  • Body What you have learned and what you still
    hope to accomplish(2 paragraphs)
  • Conclusion brief summary of key points

8
Chapter 30 Writing Short Reports
  • These documents carry back to readers the basic
    information they need to keep track of work and
    keep it moving.

9
Your Job When Writing a Report Is To
  1. Study the topic
  2. Analyze it
  3. Carry back to your readers the details of your
    analysis

10
Short Reports Help Readers With Tasks Such As
  • Creating a record for activities
  • Documenting details related to an incident,
    project, or study
  • Answering questions about what is happening in
    the company
  • Checking results of work, production, etc.
  • Evaluating options and making decisions

11
Goals of Reports
  • Incident Reports
  • Provide accurate details about and clear analysis
    of an incident, breakdown, etc.
  • Investigative Reports
  • Find, analyze, synthesize, evaluate, and report
    facts that will help your readers understand an
    issue and perhaps take effective action.

12
  • Periodic Reports
  • Record accurately and promptly the activities and
    outcomes of a particular time period.
  • Progress Reports
  • Inform readers about how a project is
    progressing. Often aims to resolve or identify
    problems or difficulties
  • Trip/Call Reports
  • Record the purpose of the visit/conversation and
    state what was accomplished. Contacts made, sales
    generated, etc.

13
Writing Activity 1 p.508
  • Based on your experiences in the workplace
    develop one of the following reports
  • Incident report
  • Investigative report
  • Progress report
  • Trip/Call report
  • Each report has an organization guideline located
    immediately before the example
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