Ch 13 Outline

Ch 13 Outline - CHAPTER 13: UNDERSTANDING AND PLANNING...

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CHAPTER 13: UNDERSTANDING AND PLANNING REPORTS AND PROPOSALS 1) OUTLINE Applying the Three-Step Writing Process to Reports and Proposals Analyzing the Situation Gathering Information Selecting the Right Medium Organizing Your Information Supporting Your Messages with Reliable Information Planning Your Research Locating Data and Information Evaluating Sources Conducting Secondary Research Finding Information at the Library Finding Information Online Documenting Your Sources Conducting Primary Research Conducting Surveys Conducting Interviews Using Your Research Results Quoting, Paraphrasing, and Summarizing Information Drawing Conclusions Making Recommendations Planning Informational Reports Organizing Informational Reports Organizing Web Content Planning Analytical Reports Focusing on Conclusions Focusing on Recommendations Focusing on Logical Arguments Planning Proposals 2) RÉSUMÉ Applying The Three-Step Writing Process To Reports And Proposals Reports fall into three basic categories: informational reports that offer data, facts, feedback and other types of information without analysis or recommendations, analytical reports that offer both information and analysis and can also include recommendations, proposals that offer structured persuasion for internal or external audiences. Try to view every report as an opportunity to demonstrate your understanding of your audience’s challenges and you ability to contribute to your organization’s success. The three-step writing process applies to reports as well as to other business messages.
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Planning business reports falls into four categories: analyzing the situation, gathering information, selecting the right medium, organizing your information. When writing reports, pay special attention to analysis tasks such as: developing the statement of purpose (explains why you are preparing the report), preparing a work plan. To make your purpose statement the most useful, begin it with an infinitive phrase. The statement of purpose for an analytical report is often more comprehensive than one for an informational report. A carefully thought-out work plan insures that you make the best use of your time. A work plan for yourself may include a simple list of steps you plan to take. If you’re working on a more detailed project with others, the work plan should be more detailed. When gathering information, be sure to review your statement of purpose and your audience’s needs so you collect only the information you need. These four guidelines will assist you in selecting the right medium for your report: many reports and proposals have specific requirements and you may not have a choice in selecting your medium, consider how your audience wants to provide feedback on your report or proposal, decide if people need to search through your document frequently or update it in the future, bear in mind that your choice of media also sends a message. The direct approach
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Ch 13 Outline - CHAPTER 13: UNDERSTANDING AND PLANNING...

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