978-1337116848 Chapter 11 Lecture Notes

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11 Organizing and Preparing Reports and

Proposals

IN THIS CHAPTER YOU WILL FIND:

LEARNING OBJECTIVES

KEY CONCEPTS

KEY TERMS

CHAPTER OUTLINE

TEACHING SUGGESTIONS

CLASSROOM ACTIVITIES

REVIEW QUESTIONS & SUGGESTED ANSWERS

FEATURED ASSIGNMENTS

ADDITIONAL ASSIGNMENTS

CASE ASSIGNMENTS

LEARNING OBJECTIVES

1Identify the parts of a formal report and the contribution each part makes to the report’s

overall effectiveness.

2Organize report findings.

3Prepare effective formal reports using an acceptable format and writing style.

4Prepare effective short reports in memorandum, email, and letter formats.

5Prepare effective proposals for a variety of purposes.

KEY CONCEPTS

The structure and the preparation of various types of reports are presented including formal

reports, letter reports, memorandum reports, and proposals. The problem-solving, research-based

orientation of reports is emphasized for each of the various types.

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KEY TERMS

TERM PAGE TERM PAGE

Addenda 184 Justification report 186

Analytical report 184 Preliminary parts 181

Executive summary 182 Short reports 189

External proposal 192 Solicited proposals 192

Form reports 190 Unsolicited proposals 194

Internal proposals 192

CHAPTER OUTLINE

11-1 Part of a Formal Report 181

11-1a Preliminary Parts of a Report 181

11-1b Report Text 184

11-1c Report Addenda 184

11-2 Organization of Formal Reports 185

11-2a Writing Convincing and Effective Reports 185

11-3 Choosing a Writing Style for Formal Reports 188

11-3a Enhancing Credibility 189

11-4 Short Report 189

11-4a Memorandum, Email, and Letter Reports 190

11-4b Form Reports 190

11-5 Proposals 192

11-5a Proposal Structure 194

11-5b Proposal Preparation 199

TEACHING SUGGESTIONS

LEARNING OBJECTIVE 1

Identify the parts of a formal report and the contribution each part makes to the report’s overall

effectiveness.

Parts of a Formal Report

Review with students that reports are made up of (a) preliminary parts, (b) the report text, and

the three categories.

Show how a report develops from a simple memorandum to a long, formal report. Indicate

that short reports are presented as memo, letter, and expanded letter reports.

Describe how writers tend to add parts as their work grows in volume. A title page is often

added when the text exceeds two or so pages. It also serves as a transmittal in a short report.

As the report grows, a letter of transmittal might be added. A writer might add a contents page

if headings appear in the report. The writer also may prepare a bibliography to demonstrate

scholarship and to impress the receiver.

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Preliminary Parts

Emphasize that the need for preliminary parts is associated with the length and formality of

the report.

Discuss the purpose for each of the following: (a) title page, (b) table of contents, (f) table of

figures, and (g) executive summary.

Show the visual as you discuss the need for preliminary parts to help introduce the report to

the reader and to provide information that cannot always be provided in the report itself.

Execuve Summary

Refer to other names for this part: abstract, overview, synopsis, etc. Emphasize that the

executive summary gives the reader a “bird’s eye view” of the report and also serves the

distant reader who may want only an overview of the project. Stress the concept of no more

than is needed but sufficient for understanding.

Many new MBA hires receive assignments to prepare for their supervisors abstracts of

business literature and condensations of professional meetings and seminars.

Report Text

The “report text” can be compared to the events of a courtroom trial.

The “introduction” can be thought of as the opening statements.

The “body” can be thought of as the testimony and evidence phase.

The “summary and conclusions” can be likened to the closing arguments.

The “recommendation” can be compared to the verdict, which should not come as a surprise

if careful evidence has been presented.

Reinforce that an informational report will end with a summary; whereas, an analytical report

will typically include conclusions and recommendations.

Addenda

References

Re-emphasize the importance of referencing to avoid plagiarism. Emphasize that although

numerous ways to reference exist, the important requirement is consistent use of the method

selected. Guidelines for preparing citations and references are covered in Chapter 9.

Appendix

Emphasize the criterion for deciding whether to place material in the text or in an appendix:

How closely related is the material to the text discussion? Emphasize that appendix items

should be sequenced in the order mentioned in the text.

To ensure that students understand this concept before attempting to write a report, you might

prepare a matching exercise that requires students to match the report part with its purpose.

LEARNING OBJECTIVE 2

Organize report findings.

publicly accessible website, in whole or in part.

Organizaon of Formal Reports

Use the following activities to emphasize the importance of organization.

Display a jigsaw puzzle, with the pieces scrambled in the box. Show the cover of the

box, with the completed picture, and ask students to identify the difference between

the two. (Student comments may mention that the pieces lack order, arrangement, or

organization.)

Give a deck of cards each to two students, one in suit order and the other randomly

arranged. Emphasize that the same is true when identifying the difference between

data and an effective report; the report provides meaningful order, logical

arrangement, and effective organization.

Wring Convincing and E!ecve Reports

Begin with the concept that report preparation takes place after the research has been

completed. Data have been gathered, tabulated, and converted into figures for a report.

Library research (printed and online sources) provided the report writer with information

about research methods and literature related to the subject.

Outlining and Sequencing

Discuss the importance of outlining a report before writing. Remind students that their

outlines will grow into their final tables of contents. Also remind them that thinking through

the outline will help determine whether to use inductive or deductive organizational pattern.

Make sure students can distinguish an informational report that presents objective

information and an analytical report that presents suggested solutions to problems.

Review the definitions of informational and analytical reports presented in the “Types of

Reports” section of Chapter 9 (on pages 149-151). Introduce the term justification report to

designate reports that present conclusions and recommendations for managerial decisions.

Emphasize that the writer should present the information in the report in this same logical

order: the conclusion presented first in a deductive pattern (the solution) and the body

divided into sections that clearly inform the reader of the criteria used (why).

Show that the basic outline of the report expands into the table of contents. Point out that the

divisions reflect the criteria used to make the decision and talking headings reveal the

conclusion drawn in each major section.

Using Headings E!ecvely

Reinforce the idea of using talking headings in parallel form throughout a report. Also caution

against placing two headings consecutively with no intervening text.

LEARNING OBJECTIVE 3

Prepare effective formal reports using an acceptable format and writing style.

publicly accessible website, in whole or in part.

Choosing a Wring Style for Formal Reports

Review the formal-informal continuum of reports. Discuss how formal writing, which is

typical in many business reports, differs from informal writing typically found in letters,

memos, and email messages.

Reinforce the writing style guidelines presented in the text.

Discuss the need for appropriate transitions to create “flow” in a report.

Enhancing Credibility

Lead a discussion as to the importance of appearing credible as a researcher.

Have students identify why each of the suggestions in the slide is important to establishing

credibility.

LEARNING OBJECTIVE 4

Prepare effective short reports in memorandum, email, and letter formats.

Short Reports

Refer to the formal-informal report continuum to illustrate that short reports tend to appear

closer to the informal side of the model than do formal reports.

Review the report-writing principles applied in the following reports:

Short periodic report (memorandum format).

Audit report (letter format).

Short report in expanded format (letter format).

Memorandum and Le)er Reports

Review the short, periodic report in memorandum format.

Lead students in a discussion of why such reports are frequently used in business settings.

As an in-class writing assignment, assign a short report that may be written in about 200

words. The goal of this exercise is to demonstrate how a rapid writing style can produce a

rough draft in a short time. The report should contain two pieces of quantitative data that

must be converted to tables or graphs. Impose a one-hour or one-class-session time restraint.

The idea is for students to assemble the data and write the report as rapidly as possible

without bothering to make minor editorial changes. If at all possible, have students compose

the assignment using computers to simplify composing and revising. Have students prepare

rough tables from the quantitative data. Using these rough tables, they may prepare

computer-generated graphics outside of class to incorporate into their reports later. The

following suggestions will assist students:

Develop an understanding of the problem.

Assume you have conducted whatever research is necessary to gather the data

provided.

Prepare the rough tables.

Arrive at a conclusion to the problem.

publicly accessible website, in whole or in part.

Make a rough outline—even a mental one—to get an idea of the sequence of your

report. Keep in mind the four–step, problem-solving process.

Begin writing with the familiar: the analysis of tabular data, the conclusion, the

purpose, and the method of research. Then proceed to another easy portion.

Take a fast look at your work. Add transitions where necessary.

At the end of the allotted time, have students save their work to a computer disk; if students

are handwriting the assignment, collect the papers to be kept until the next class meeting.

Return the disk files or written reports to students for editing and refinement at the next

meeting. Students will also incorporate their graphics. Have students submit the final product

at the end of the class meeting or a time you designate.

Form Reports

Introduce form reports as tools for managerial and organizational control. Forms increase the

likelihood that repetitive information will be reported uniformly. Every piece of data has the

same place to be recorded on identical forms.

Ask the class if they know of form reports (e.g., suggestions include inventory reports from a

variety of businesses, automobile sales and purchases reports to state governments, marriage

license requests, and income tax returns). All are forms used for repetitive occurrences.

Lead a discussion as to why accuracy is so important on form reports

LEARNING OBJECTIVE 5

Prepare effective proposals for a variety of purposes.

Parts of a Proposal

Review the definition of a proposal to make sure students understand the proposal is a

competitive instrument that attempts to convince the reader that the bidding party can do the

work or make a product better than the competition can. You might ask students to reread the

discussion of proposals in the discussion of the types of business reports.

Discuss the structure of proposals and review an example of a short, informal proposal that

includes several of the parts discussed.

Proposal Preparaon

Discuss the steps to preparing proposals.

Review examples of proposals in the text and slides.

CLASSROOM ACTIVITIES

1Outlining an Analytical Report: In small groups, develop an outline for a report that would

explain the criteria for choosing a college major.

See resource or solution slide. A suggested solution follows:

Title: How to Choose a College Major

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I. Introduction

A. Why choosing a major is important

B. Some common considerations in selecting a major

II. Student factors

A. Student interests

B. Student aptitudes

C. Personality tests

D. Student experiences

III. Recommendations of mentors

IV. Program availability at college/university

V. Conclusion

1. Critiquing a Report Outline: Analyze the following table of contents. What suggestions do

you have for improving it?

Contents

I. Introduction

II. Findings

A. What Is Retinal Scanning

B. How Is Retinal Scanning Used to Provide Accurate Identification

C. What Are Advantages and Disadvantages of Retinal Scanning

III. Analysis

A. Summary

B. Conclusions

C. Recommendations

IV. References

V. Appendix

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