Chapter 11

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Writing and Completing Reports

and Proposals

Learning Objectives1. Writing reports and proposals

2. Drafting online content

3. Collaborating on wikis

4. Illustrating your reports with visuals

5. Completing reports and proposals

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Writing Reports and Proposals

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Adapt to the Audience

The “You” Attitude

Level of Formality

Reports and Proposals

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•Introduction•Body Section•Closing

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Complete

Clear

Documented

Accurate

Balanced

Logical

Draft Report Content

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Report Introduction

• Authorization

• Scope of Coverage

• Sources or Methods

• Limitations

• Problem or Purpose

• Background

• Definitions

• Organization

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The Report Body• Explanations of problem or opportunity

• Facts, statistics, and trends

• Results of studies or investigations

• Discussion and analysis of actions

• Pros and cons, costs and benefits

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The Report Body• Procedures or steps in a process

• Methods and approaches

• Criteria for evaluating options

• Conclusions and recommendations

• Information and evidence for support

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The Report Closing

•Recommendations

•Action Plans

•Conclusions

•Summary

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Successful Proposals

• Demonstrate your knowledge

• Provide examples and information

• Research your competition

• Prove that your proposal is feasible

• Relate your proposal to reader needs

• Package the proposal attractively

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Draft the Content

•Introduction •Body Text•Conclusion

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Guide the Readers

►Headings and Links

►Transitional Devices

►Previews and Reviews

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Technological Tools

Templates, Themes, and Style Sheets

Electronic Forms

Multimedia Documents

Embedded andLinked Documents

Electronic Documents

Proposal-Writing Software

Drafting Online Content

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Draft Online Content• Build trust with intended audiences

• Adapt content for global audiences

• Include reader-oriented content

• Use a concise, skimmable format

• Include effective links

• Make your website a “living” document

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Collaborating on Wikis

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The WIKI Philosophy

• Traditional authorship expectations

• Editing and improving the team’s work

• Templates and formatting options

• Editing and commenting features

• Practicing in the “sandbox”

• Guidelines for new contributors

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Three-Step Process

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Start New Wiki

Add Material to Wiki

Revise Wiki Material

Illustrating Reports with Effective Visuals

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Visual Literacy

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Consistency

Contrast

Balance

Emphasis

Convention

Simplicity

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Pick the Right Visuals

•Data

•Information

•Concepts

•Ideas

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The Parts of a Table

Source: (In the same format as a text footnote).*Footnote (for explanation of elements in the table).

Subhead Subhead

Row headRow head Subhead Subhead

Total

Subhead

Multicolumn Head*

XXX

XX XX

XXX

XXX

XXXXXX

XXX

XX

XXXX

XX

Single-Column Head

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Preparing Data Tables

Common Units

Consistent Usage

Column Headings

Rows or Columns

Totals or Averages

Data Sources

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Line or Surface Charts

Variables Trends

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Using Bar Charts

•Quantities

•Variables

•Numbers

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Using Pie Charts

Distribution

Dominance

Percentages

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Data Visualization

Interactivity

Meaning

Communication

Systematic Charts

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Organization ChartsFlowcharts

Processes

Procedures

Sequences

Positions

Units

Functions

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Business Graphics

•Maps

•Drawings

•Diagrams

•Infographics

•Photographs

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Shapes and Text

Multimedia

Digital Video

Animation and Video

Effective Visuals

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Integration with Text

Style and Quality

Accuracy Ethics

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Effective Visuals

Integration with Text

Style and Quality

Accuracy Ethics

Completing Reports and Proposals

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Revise the Content

Organization Style & Tone

Readability Efficiency

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Produce the Report

Prefatory Parts

Text of the Report

Supplementary Parts

Cover Title Fly Title Page

Letter ofAuthorization

TransmittalDocument

Table ofContents

List ofIllustrations

Synopsis orAbstract

ExecutiveSummary

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The Prefatory Parts

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•Introduction

•Body Section

•Closing

Text of the Report

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Supplementary Parts

•Appendix

•References

•Index

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Cover Title Fly Title Page

Table of Contents

List ofIllustrations

Request forProposal

SynopsisExecutiveSummary

TransmittalDocument

Formal Proposals

Text of a Proposal

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•Introduction

•Body Section

•Conclusion

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Your Review

“Fresh Eyes”

Proofread Documents

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Distribute Documents

Physical Web-BasedElectronic

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Writing and Completing Reports and Proposals