1. Writing and Completing Reports and Proposals

2. PlanningWriting Completing Analyze Situation Gather Information Select Medium Get Organized Revise Produce Proofread Distribute Adapt to the Audience Adapt to the Audience Compose the Message Compose the Message Three-Step Writing Process RPPD

3. The Body Section Present Analyze Interpret Support Discussion and Analysis: Build interest and create desire Introduction: Gain attention AIDA All of your analysis and interpretation should lead to your recommendation.

4. Revising Reports Effective Words Strong Strong Sentences Coherent Paragraphs

5. Guiding the Readers Previews and Reviews Transitional Devices Headings and Links Readability Frameworks Relationships Words Sentences Paragraphs Introductions Summaries Overviews

6. The Closing Section Stress Main Points Summarize Benefits Reinforce Structure Group Action Items Conclusion Conclusion and recommendation: Motivate action AIDA Recommendation

7. Strategies for Successful ReportsKnowledge/ExpertiseKnowledge/Expertise Competitive Research The “You” Attitude Concrete Examples Feasible Recommendations Attractive Packaging

8. Effective Visuals in Reports Bring Your Message to Life Connect With Your Readers Enhance Textual Messages Attract and Hold Attention

9. 5 C’s of Visual Design Clear Complete Concise Connected Compelling

10. 2006200520032004 Relationships Trends Variables 100% 80% 60% Line and Surface Charts

11. Average Kiln Temps Temperature °F

12. Using Bar Charts Show Relative Sizes Indicate Composition Show Changes Compare Items

13. CommuniCo Staff Computer Skills

14. CommuniCo Preferred Communication Media

15. Using Pie Charts Numbers or Percents Contrast of Colors Logical Arrangement The Number of Slices

16. Percentage of Time Spent Online By Age Group

17. Designing Effective Visuals Select appropriate templates Be consistent throughout Use colors purposefully Balance design elements Avoid “chartjunk” Consider audience expectations

18. Integrate Text and Visuals Integration and Placement Positioning and References Titles, Legends, and Captions Audience Attitudes Overall PurposeSubject Matter Production Issues

19. In groups of 3, identify the best type of chart to use if you wanted to show... What proportion of the state tax dollar is spent on education, social services, transportation, debt and other expenses Figures comparing the sales of PDAs, cell phones and laptop computers over the past five years Percentages showing the cause of forest fires (e.g. 83% caused by lightening, 10 % caused by arson, 7% caused by campfires) in the Rocky Mountains Figures comparing the cost of cable, DSL, and satellite Internet service in ten major metropolitan areas in the US for the past ten years. Your boss wants exact figures. Figures showing the operating revenue of a company for the past five years. Activity

20. Formal Report Components

21. Balance the following lines: – Name of the report in all caps – Receiver’s name, title, and organization – Author’s name, title, and organization – Date submitted Do not include a page number. State the title in a way to capture interest. Title Page

22. Partnership Opportunity between Apple and Microsoft State Of Oregon Restrictions on Hard Alcohol and Recommendations for Improvements Benefits of Investing in Biodeisel Making Homes Safer in Overlook’s Neighborhood Apple Computers Organic Selection on Red Robin’s Menu Effective Titles?

23. Show only the beginning page number where each report heading appears in the report. Connect page numbers and headings with dots. Use your approved outline as the table of contents. Use page number ii. Table of Contents The Table of Contents must mirror your approved outline.

24. Include a list of tables, illustrations, or figures. Place the list on the same page as the table of contents. List of Illustrations

25. Third person: he, she, they, their, him, her When appropriate:  Formal business messages  Objective perspective Examples:  A study of the communication styles of men revealed frequent use of non-verbal cues.  A study of medieval village life revealed a clearly defined social class. Your research report will be written in third person. Writing in the Third Person

26. Summarize the report’s purpose, findings, conclusions, and recommendations. Gauge the length of the summary by the length of the report and by the organization’s practices. Use page number iii. Executive Summary

27. Problem/Opportunity: Explain the problem/opportunity motivating the report. Define the scope of the report. Background: Describe the events leading up to the problem or the opportunity. Describe the company that you represent and generally how it can help resolve the problem or partake in the opportunity. Describe where and how the data for the report were collected. Use page number 1, centered on the bottom of the page. Introduction: Problem/Opportunity and Background

28. State the organization of the report at the beginning. Discuss, analyze, and interpret the research findings or proposed solution to the problem. Arrange the findings in logical segments that follow your outline. Use clear, descriptive headings that follow the defined format. Place the page numbers (from page 2) at the top right hand corner of each page. Cite all references using the MLA format. Refer to the MLA references on the course website. Refer to the MLA Handbook for Writers of Research Papers. Body: Discussion of Findings

29. Write in terms of ‘would” not “will.” NOT Your company will experience profits of $3000 a month. Be concise; do not ramble or write redundant information. NOT You should realize that the implementation of this product will bring savings to your company. I believe that you would really like to hear the benefits of the product being increased safety and reduced costs. Body: Tips

30. In-text citations for books and articles include the following: Author’s name Page or paragraph number Examples The first gambling website appeared in 1995, and online gambling has since become the most lucrative Internet business (Will 92). George Will reported that, in 2002, online gambling became the most lucrative Internet business (92). MLA Tips for In-text Citations MLA’s frequently asked questions are found on http://www.mla.org/style_faq

31. In-text citations for electronic sources are limited to title of the article. Title can be abbreviated if it is too long. If abbreviated, it must start with the first word of the title. Examples The American family spends $483 on back-to-school clothing every year (“Big Bucks”). Note that the article was entitled “Big Bucks for Back to School.” The Hispanic population in the workplace has grown by 3% in the last 5 years (“Diversity within the Hispanic Population”). MLA Tips for In-text Citations

32. Write an introductory sentence to each figure. State figure number. Title each figure. Clearly present each figure, centered on the page. Figures in Body of Report

33. Studies have shown that increased audience participation leads to improved comprehension and retention. See Figure 1. Figure 1 Percentage of respondents Introductory Sentences

34. Benefits of Partnership Cross-Compatibility Microsoft has made efforts to have some of their applications cross-compatible. Benefits of Partnership Apple can benefit by partnering with Microsoft. There are three primary benefits from this partnership: cross compatibility, increase in software options and competitive advantage over PCs. Cross-Compatibility Microsoft has made efforts to have some of the applications cross-compatible. Introductory Sentences to Sections in Report

35. Conclusions summarize the findings in the report. Recommendations: suggest actions for solving the problem typically start with a verb. Number the recommendations. Body: Conclusions and Recommendations

36. List all references used in alphabetical order. Use the MLA format to cite all work. Works Cited

37. Include items of interest to readers, such as data-gathering tools: Surveys questions Survey results not included in report Interview questions Appendix

38. Report ComponentsMandatoryOptionalNotes Title PageXModel after p. 318 Table of ContentsXModel after outlines on course website and on p. 320; must follow the approved outline List of IllustrationsXModel after p. 320; use only if needed Executive SummaryXModel after p. 321 BodyXModel after p. 322-329 ConclusionXModel after p. 330 RecommendationXModel after p. 330 AppendixXUse only if needed Works CitedXModel after p. 331 Report Components

39. ComponentPointsApproximate Percentage of Total Criteria Layout816%Requirements met and good mechanics Title page Table of contents Headings Executive Summary 510%Appropriate content/persuasion Call to action Third person used Body3060%Specific and factual information Logical organization Effective persuasion Good mechanics Strong recommendations/call to action Third person used Grading of Report

40. ComponentPointsPercentage of Total Criteria Documentation714%Correct format in text citations All required ideas/information documented Correct usage and format on Works Cited page Correct documentation for Appendix TOTAL 50100% Grading of Report

41. 2.5 hours of team work to do the following: Revise team’s outline, if necessary. Identify if you need any more data to strengthen your persuasions. Validate the roles and responsibilities for writing the paper. Identify the specific content for each section (e.g. text, graphics). Review and revise timeline, if necessary. Resolve any team issues. Take a 20-30 minute break. Project Work