chapter 10 copyright © 2014 pearson education, inc.chapter 10 - 1 understanding and planning...

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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