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Chapter 10
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall 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
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 2
Applying the Three-Step Writing Process to Reports
and Proposals
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 3
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 4
The Three-Step Process
Situation
Information
Medium
Organization
Revise
Produce
Proofread
Distribute
Adapt to the Audience
Composethe Message
Planning CompletingWriting
Analyze Situation
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 5
•Purpose•Work Plan
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 6
Gather Information
•Audience•Purpose
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 7
Select the Medium
MediaRequirements
DocumentUses
FeedbackPreferences
SubjectMatter
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 8
Organize Information
•Direct•Indirect
Supporting Your Messages with Reliable
Information
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 9
Plan Your Research
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 10
Problem Statement
Essential Information
Research Questions
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 11
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
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 12
Data and Information
Primary Research
Secondary Research
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 13
Reputation
Potential Bias
Purpose
Credibility
Methodology
Verification
Completeness
Logical Scrutiny
Evaluating Sources
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 14
Use Research ResultsAvoid Plagiarism
Cite Sources
ObserveContext
Summarizing
Paraphrasing
Quoting
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 15
Apply the Results
•Concluding•Recommending
Conducting Secondary Research
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 16
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 17
Library Research
Newspapersor Periodicals
Business Books
MembershipDirectories
Almanacs and Statistics
Government Publications
Electronic Databases
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 18
Internet Search Tools
WebDirectories
MetasearchEngines
OnlineDatabases
Online Monitoring
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 19
TwitterNewsfeed
sSpecialize
d Monitors
Online Alerts
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 20
Search Techniques
KeywordsBoolean
Operators
Natural Language
Forms-Based
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 21
•Instructions•Options•Search Terms•Search Scope•First Results
Fine Tune Searches
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 22
Document Sources
►Headings and Links
►Transitional Devices
►Previews and Reviews
►Credit Original Material
►Support Your Message
►Assist Your Readers
Conducting Primary Research
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 23
Conducting Surveys
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 24
•Provide clear instructions
•Ask for information people can remember
•Keep questionnaires short and easy to use
•Formulate easy-to-analyze questions
Conducting Surveys
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 25
•Avoid asking leading questions
•Avoid ambiguous descriptors
•Avoid compound questions
•Consider online services and software
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 26
Conducting Interviews
Select Questions Ask Questions
Open-Ended
Closed
Sequence
Answers
Planning Informational Reports
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 27
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 28
Organize Reports
Comparison
Importance
Sequence
Chronology
Geography
Category
Organize Websites
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 29
UserDemands
OnlineReading
Multi-Purpose
NonlinearForm
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 30
Information Architecture
Site Navigation
Reader Control
Information “Chunks”
Planning Analytical Reports
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 31
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 32
Analytical Reports•Opportunities•Problems
•Decisions
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 33
Analytical Challenges
•Analysis
•Persuasion•Responsibility
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 34
Focus on Conclusions
Opportunities Challenges
Audience
Direct Approach
Data or Methods
Oversimplifying
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 35
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
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 36
2 + 2 = 4 Yardstick
Logical Arguments
Planning Proposals
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 37
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 38
Proposal Structures
•Solicited•Unsolicited
Understanding and Planning Reports and
Proposals
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 10 - 39