Slide MGT310 Slide10

Writing Reports and
Proposals

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Three-Step Writing
Process
• Planning
• Writing
• Completing

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Audience Adaptation
• Be sensitive to their needs
• Build strong relationships
• Control style and tone

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Reports and Proposals
• Introduction
• Body sections
• Closing section

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The Introduction
• Report context
• Subject or purpose
• Main ideas
• Overall tone

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The Body Sections
• Present
• Analyze
• Interpret
• Support

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The Closing Section
• Emphasizes main points
• Summarizes benefits
• Reinforces structure

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Drafting Report Content
• Accurate
• Complete

• Balanced
• Clear and logical
• Documented properly

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Report Introduction
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Authorization
Problem/purpose/opportunity
Scope
Background
Sources and methods
Definitions
Limitations
Report organization
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Report Body
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Explanations of problem/opportunity
Facts, statistics, and trends
Results of studies or investigations
Discussion and analysis
Advantages, disadvantages, costs,
and benefits
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Report Body
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Procedures or steps in a process

Methods and approaches
Criteria for evaluating options
Conclusions and recommendations
Supporting reasons for conclusions
and recommendations

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Report Close
• Summary of key points
• Conclusions and recommendations
• Action plans

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Proposal Content
• The AIDA plan
– Solicited proposals
– Unsolicited proposals

• Introduction
• Body
• Conclusion
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Strategies for Success
• Demonstrate your knowledge
• Provide concrete examples

• Research the competition
• Prove that your proposal is workable
• Adopt a “you” attitude
• Package your proposal attractively
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Proposal Introduction
• Background or statement of problem
or opportunity
• Proposed solution
• Scope or delimitations
• Organization

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Proposal Body
• Proposed approach
• Work plan
• Statement of qualifications
• Detailed costs

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Proposal Closing
• Summarizes key points
• Emphasizes benefits
• Restates your qualifications
• Asks for a final decision

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Drafting Online Content
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Build trust with intended audiences
Adapt content for global audience
Compose web-friendly content
Use in a concise, skimmable format
Include effective links

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Help Readers Find Their
Way
• Headings and subheadings
• Transitional devices
• Previews and reviews

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Technology for
Reports and Proposals
• Templates
• Linked and embedded documents
• Electronic forms
• Electronic documents
• Multimedia documents

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