chapter 10 copyright © 2014 pearson education, inc.chapter 10 - 1 understanding and planning...
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Chapter 10
Copyright © 2014 Pearson Education, Inc. Chapter 10 - 1
Understanding and Planning Reports and
Proposals
Learning Objectives1. Applying the Three-Step Process
2. Supporting messages with research
3. Using primary and secondary research
4. Planning informational reports
5. Planning analytical reports
6. Planning proposals
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Applying the Three-Step Writing Process to Reports
and Proposals
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Analyze the Situation
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•Purpose
•Work Plan
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Gather Information
•Audience
•Purpose
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Select the Medium
Media Requirements
Feedback Preferences
Document Uses Media Choice
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Organize Information
•Direct
•Indirect
Summary of Discussion
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Supporting Your Messages with Reliable
Information
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Plan Your Research
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Problem Statement
Essential Information
Research Questions
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Ethics and Research
• Keep an open mind
• Respect privacy of participants
• Document and credit sources
• Respect intellectual property rights
• Don’t distort information from sources
• Don’t misrepresent your intentions
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Data and Information
Primary Research
Secondary Research
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Reputation
Potential Bias
Purpose
Credibility
Methodology
Verification
Completeness
Logical Scrutiny
Evaluating Sources
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Use Research ResultsAvoid Plagiarism
Cite Sources
ObserveContext
Summarizing
Paraphrasing
Quoting
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Apply the Results
Drawing ConclusionsMaking Recommendations
Summary of Discussion
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Conducting Secondary Research
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Library Research
Newspapersor Periodicals
Business Books
MembershipDirectories
Almanacs and Statistics
Government Publications
Electronic Databases
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Find Information Online
•Searching•Monitoring
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WebDirectories
MetasearchEngines
OnlineDatabases
Online Search Tools
Online Monitoring
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TwitterNewsfeed
sSpecialize
d Monitors
Online Alerts
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Search Tips
KeywordsBoolean Operators
Natural Language
Forms-Based
Fine Tune Searches
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•Planning
• Instructions
•Search Options
•Search Terms
•First Results
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►Headings and Links
►Transitional Devices
►Previews and Reviews
►Credit Original Material
►Support Your Message
►Assist Your Readers
Document Sources
Summary of Discussion
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Conducting Primary Research
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Conducting Surveys
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• Provide clear instructions
• Ask for information people can remember
• Keep questionnaires short and easy to use
• Formulate easy-to-analyze questions
Conducting Surveys
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• Avoid asking leading questions
• Avoid ambiguous descriptors
• Avoid compound questions
• Obtain a representative sample
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Conducting Interviews
Selecting Questions
AskingQuestions
Summary of Discussion
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Planning Informational Reports
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Organize Reports
Comparison
Importance
Sequence
Chronology
Geography
Category
Organize Websites
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UserDemands
OnlineReading
Multi-Purpose
NonlinearForm
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Information Architecture
• Plan Your Site’s Navigation
• Give Readers Control
• Put Information into Chunks
Summary of Discussion
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Planning Analytical Reports
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Analytical Reports•Opportunities
•Problems
•Decisions
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Analytical Challenges
•Analysis
•Persuasion•Responsibility
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Focus on Conclusions
Opportunities Challenges
Audience
Direct Approach
Data or Methods
Oversimplifying
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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
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2 + 2 = 4 Yardstick
Logical Arguments
Summary of Discussion
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Planning Proposals
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Internal Proposals
External Proposals
General Categories
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Proposal Structures
Solicited Proposal Unsolicited Proposal
Expected
Strict Instructions
Unexpected
More Flexibility
Summary of Discussion
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Understanding and Planning Reports and
Proposals
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