A barking sound the shepherd hears

Planning Reports and ProposalsLearning ObjectivesAfter studying this chapter, you will be able to 1.Explain the differences between informational reports and analytical reports 2.Adapt the three-step writing process to reports and proposals 3.Explain the value of a work plan in the development of long reports 4.Describe the four major categories of informational reports and provide examples of each 5.List the key elements of a business plan 6.Identify three steps you can take to ensure effective organization of online reports and other website content 7.Describe the three major categories of analytical reports and provide examples of each 8.Discuss three major ways to organize analytical reports 9.Explain how your approach to writing proposals should differ when you are responding to a formal request for proposals (RFP) SummaryKey Wordsreportsproposals statement of purposeinformation architectureproblem factoringhypothesisrequest for proposal (RFP)I. Creating Effective Reports and Proposals Reportsare written accountsايعمعوضومبةصاخلاقئاقحلانمةعومجملضرعthat objectively communicate information about some aspect of a business. Proposalsare a special category of reports that combine information delivery and persuasive communication. Reports fall into three basic categories: informational reports, analytical reports, and proposals. These vary from one-page trip reports to detailed business plans and proposals that run hundreds of pages.II. Applying the Three-Step Writing Process to Reports and ProposalsThe three-step writing process described in chapters 4 through 7 can be applied to long reports as well as brief business messages. Thischapter is on the planning step and covers the usual four phases: analyzing the situation, gathering information, selecting the right medium, and organizing your information.The complexity of many reports and the amount of work involved require that you pay special attention to your statement of purpose, which explains why you are preparing the report and what you plan to deliver in the report. In addition to a statement of purpose, you should prepare a work plan to help you coordinate and monitor your undertaking. It can range from a relatively simple list of the steps to a more formal and detailed statement of exactly what is to be done and when. A more formal work plan is likely to include the following”Statement of the problem or opportunity (for analytical reports and proposals)
Statement of the purpose and scope Discussion of tasks that need to be accomplished Description of any products that will result from your investigation Review of project assignment, schedules, and resource requirements Follow-up plans Working outline The next step after you have analyzed the situation and determined the best way to proceed is to start collecting the information you’ll need. Prioritize your needs up front and focus on the most important questions.Select the medium for your report based on the needs and expectations of your audience and the practical advantages and disadvantages o of the choices available to you. Consider how your audience wants to provide feedback to you and whether you should present it in a form that can be frequently updated? Bear in mind that your choice of media also sends a message.When organizing your message, consider whether you will use the direct or indirect approach. The direct approach is by far the most popular and convenient for business reports. On the other hand, the indirect approach gives you a chance to prove your points and gradually overcome your reader’s reservations. Meet your audience 's expectations, select an appropriate format, and keep your report as short aspossible. Use informative (“talking”) rather than descriptive (“topical”) headings when you compose the outline.III. Planning Informational Reports Informational reports provide the information that employees, managers, and others need to make decisions, take action, and respond to changing conditions. Most informational reports can be grouped into four categories: Reports to monitor and control operations. They provide data that enable managers to see how well their companies are functioning. Examples of monitor/control reports are business plans, operating reports and personal activity reports. Reports to implement policies and procedures. They provide information about organizational guidelines, approved procedures, and other organizational decisions. Policy reports range from brief descriptions of procedures to manuals that can run up hundreds of pages. Position papers describe an organization’s official position on particular issues. Reports to demonstrate compliance. These confirm that an organization is abiding by required or regulated standards. Reports to demonstrate progress. These range from simple updates in memo form to comprehensive status reports. In most cases the direct approach is used. Most informational reports use a topical organization, arranging material in one of the following ways: comparison importance sequence chronology spatial orientation geography