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Chapter 10Chapter 10
Proposals and Formal Reports
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Informal ProposalsInformal Proposals
Introduction must provide "hook" to capture reader's interest.
Background section identifies problems and goals of project.
Proposal discusses plan for solving existing problem. Include a schedule of activities.
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Informal ProposalsInformal Proposals
Staffing section describes credentials and expertise of project leaders.
Budget indicates project costs. Authorization asks for approval to
proceed.
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Formal ProposalsFormal Proposals
•Much larger than informal proposals
•Organized into many parts.
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Preparing to Write Formal Preparing to Write Formal ReportsReports
Preparing to Write Formal Preparing to Write Formal ReportsReports
•Begin with a definition of the project.
•Use outlines and headings.
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Researching Secondary DataResearching Secondary Data
Electronic DatabasesMagazine, newspaper, and journal articles
Newsletters, business reports,company profiles, government data, reviews,
and directories
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Researching Secondary DataResearching Secondary Data
The Web Product data, mission statements, staff
directories, press releases, current company news, government
information, article reprints, scientific reports, and employment information
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Internet Search Tips and Techniques
Internet Search Tips and Techniques
Use two or three search tools. Understand case sensitivity in keyword
searches. Understand Boolean searching. Be specific. Omit articles and prepositions.
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Internet Search Tips and Techniques
Internet Search Tips and Techniques
Use wild cards (e.g., cent** will retrieve center and centre).
Know your search tool; use FAQs and "How to Search" sections.
Bookmark the best. Be persistent.
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Generating Primary DataGenerating Primary Data
Surveys Interviews
• Locate an expert.• Prepare for the interview.• Make question objective and friendly.• Watch the time• End graciously.
Observation and Experimentation
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Documenting Data and Plagiarism
Documenting Data and Plagiarism
Plagiarism is the act of not documenting your sources, of taking another person’s ideas or published words and not acknowledging that fact.
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Documenting Data and Plagiarism
Documenting Data and Plagiarism
In a business report, documenting serves three purposes:
1. Strengthens your argument.
2. Protects you.
3. Instructs the reader.
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Illustrating Report DataIllustrating Report Data
Reasons for using visual aidsTo clarify data
To summarize important ideas
To emphasize facts and provide focus
To add visual interest
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Illustrating Report DataIllustrating Report Data
Most common types of visuals aidsTables
Charts
Graphs
Photographs, maps, illustrations
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Matching Visual Aids With Objectives
Matching Visual Aids With Objectives
TableTo show exact figures and values
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Matching Visual Aids With Objectives
Matching Visual Aids With Objectives
Bar ChartTo compare one item with others
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Matching Visual Aids With Objectives
Matching Visual Aids With Objectives
Line ChartTo demonstrate changes in quantitative data over time
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Matching Visual Aids With Objectives
Matching Visual Aids With Objectives
Pie ChartTo visualize a whole unit and the proportions of its components
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Matching Visual Aids With Objectives
Matching Visual Aids With Objectives
Flow ChartTo display a process or procedure
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Matching Visual Aids With Objectives
Matching Visual Aids With Objectives
Organization ChartTo define a hierarchy of elements or a set of relationships
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Matching Visual Aids With Objectives
Matching Visual Aids With Objectives
Map, Photograph, or IllustrationTo achieve authenticity, to spotlight a location, or to show an item in use
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Tips for Effective Use of Visual Aids
Tips for Effective Use of Visual Aids
• Clearly identify the contents of the visual aid with a meaningful title and appropriate labels.
• Refer the reader to the visual aid by discussing it in the text and mentioning its location and figure number.
• Locate the visual aid close to its reference in the text.
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Tips for Effective Use of Visual Aids
Tips for Effective Use of Visual Aids
•Strive for vertical placement of visual aids.
•Give credit to the source if appropriate.
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Organizing Report DataOrganizing Report Data
• Deductive strategy (main ideas first)• Inductive strategy (facts and discussion first)• Chronological sequence (historical data)
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Organizing Report DataOrganizing Report Data
•Geographical or spatial arrangement (e.g., East, West, South, North, etc.)
•Topical or functional arrangement (e.g., duties of CEO, duties of general
manager, etc.)
•Component or criteria arrangement (e.g., comparing two or more solution—
two cities on a call centre short list)
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Presenting the Final ReportPresenting the Final Report
Prefatory Parts• Title fly• Title page• Letter or memo or e-mail of authorization• Letter or memo of transmittal• Table of contents• Executive summary or abstract
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Presenting the Final ReportPresenting the Final Report
Body of report• Introduction or background• Discussion of findings• Summary, conclusions, or recommendations
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Presenting the Final ReportPresenting the Final Report
Supplementary parts of a formal report• Footnotes or endnotes• Bibliography• Appendix
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End