Chapter 11 Organizing and Preparing Reports and Proposals

Chapter 11 Organizing and Preparing Reports and Proposals

Learning Objectives 1. Identify the parts of a formal report and the contribution each part makes to the report’s overall effectiveness. 2. Organize report findings. 3. Prepare effective formal reports using an acceptable format and writing style. 4. Prepare effective short reports in letter, memorandum formats, email, and letter formats. 5. Prepare effective proposals for a variety of purposes.

Learning Objective 1 Identify the parts of a formal report and the contribution each part makes to the report’s overall effectiveness.

Formal-Informal Report Continuum

Parts of a Formal Report Continued

Parts of a Formal Report (cont. )

An Executive Summary Should. . . understanding • Assist the reader in _______ a long, complex report • Briefly introduce the ______ and preview report and summarize the major _______ sections • Summarize the report summary, conclusions _____, and recommendations

Learning Objective 2 Organize report findings.

Questions to Be Answered in an Analytical Report What is the solution? Why Outline I. Conclusion II. Justificatio n

Organizing an Analytical Report by Criteria • Emphasizes reasons that led to decision • Makes comparison easy • Uses headings with obvious relationship to problem • Uses original headings

Developing a Report Outline I. Problems Method Findings Conclusions Outline Introduction A. B. II. Product Comparison A. B. C. D. III. Problem Method Used Palm Is Least Expensive Service/Warranties Favor Blackberry Expandability Is Best on Blackberry Availability of Applications Is Equal Conclusion: Blackberry Is the Best Buy

Using Headings Effectively • If sections are divided, use at least two subdivisions • Treat all headings at the same level consistently – Placement on page and appearance – Grammatical construction • Do not place two headings together without intervening text

Proper Outline Development I. Use Minimum of Two Subdivisions and Parallel Language I. Introduction A. Identify purpose II. Content Organization A. Introduction B. Body C. Close A. Audience rapport B. Clear purpose statement II. Content Organization A. Captivating introduction B. Well-organized body C. Motivating close

Avoid Common Errors in Heading Format Delivering a Dynamic Speech xxxxxxx x xxxxxxxxx xxxxx. Must format first-level heads consistently Must format second-level heads consistently Planning the Speech xxxxxxx x xxxx xxxxxxxxx. Organizing the Content Captivating introduction. xxxxxxx xxxxx. Convincing body. xxxxxxx x xxxxx xxxxxxx x xxxxx xxxx. Need intervening text to separate two headings

Talking Heads Should. . . • Talk about content rather than only listing topics • Aid a reader in determining if all sections must be read • Provide easy transition from outline to contents page

Learning Objective 3 Prepare effective formal reports using an acceptable format and writing style.

Choosing an Effective Writing Style first-person • Avoid _____ pronouns consistent active • Use _____ voice and _____ tense • Avoid _____ headings without consecutive intervening text • Use _____ sentences to link transition sections coherence • Use a variety of _____ techniques

Improving Transitions • Use tables and numbered lists • Define terms carefully • Use a variety of transitions to keep reader interest

Enhancing Credibility emotional • Avoid _____terms assumptions • Identify ______ opinions • Label _______ documentation • Use _______

Learning Objective 4 Prepare effective short reports in letter, memorandum formats, email, and letter formats.

Writing Techniques for Short Reports Short reports can use. . . personal • A _____ writing style with first- or second-person natural • Contractions for ____ style • Graphics to reinforce text _____ partition • Heads and subheads to _____ text

Short, Periodic Memo Report: Why It Works TO: FROM: DATE: SUBJECT: 2012 Alyssa Foster, Director, Human Resources Connor Klasson, Coordinator, Child Care Services September 14, 2012 Quarterly Report on In-House Child Care Center, Second Quarter, The in-house child care center experienced a successful second quarter. Data related to enrollment and current staffing follow: Enrollment: Includes headings to serve formal report functions of transmittal and title page • Includes horizontal line to separate transmittal from body • Uses deductive approach to present information requested on quarterly basis 92 children, up from 84 at end of first quarter. Staff: • Ten full-time staff members, including six attendants, three teachers, and one registered nurse Registration for the upcoming school year is presently underway and is exceeding projected figures. Current staff size will necessitate an enrollment cap of 98. Further increases in enrollment will be possible only if additional personnel are hired. The payroll deduction method of payment, instituted on January 1, has assured that operations remain profitable. It has also eliminated the time and expense of billing. Parents seem satisfied with the arrangement as well.

Short, Periodic Memo Report: Why It Works (cont. ) Full license renewal is expected in August as we have met and/or exceeded all state and county requirements for facilities, staff, and programs. Favorable results were obtained from the employee satisfaction poll, which was administered to parents participating in the child care program. Ninetyone percent indicated that they were very satisfied or extremely satisfied with our in-house child care pro-gram. The most frequently mentioned suggestion for improvement was the extension of hours until 7 p. m. This change would allow employees time to run necessary errands after work, before picking up their children. We might consider this addition of services on a per hour rate basis. A copy of the survey instrument is provided for your review. Call me should you wish to discuss the extended service hours idea or any other aspects of this report. Attachment • Uses headings to highlight standard information; allows easy updates • Includes primary data collected from parent survey • Attaches material to memo; attachment would be appendix in formal report

Learning Objective 5 Prepare effective proposals for a variety of purposes.

Structure of a Proposal Problem or purpose Scope Method and procedure Materials and equipment Qualifications Follow-up and evaluation Budget and costs Summary Addenda

Process for Preparing Proposals • Start with an easy-to-prepare section after determining parts to include • Complete all sections and arrange in appropriate order • Check transitions between sections • Proofread, edit, and check figures thoroughly