Lesson 14: Planning, Organizing, and Writing Reports and Proposals

Overview

The main point of this lesson is that the key to good reports is planning and organizing them well before beginning the writing process. When you finish reading, think about some papers you have written recently. how might the steps presented in this chapter have helped you prepare those papers more efficiently and effectively?

Objectives

After reading and studying Chapter 12 you will be able to:

1. contrast a problem statement and a statement of purpose.

2. identify at least five elements commonly included in a formal work plan.

3. explain the difference between a conclusion and a recommendation.

4. list six ways to structure informational reports.

5. describe three basic organizational approaches to use when focusing on logical arguments, and briefly discuss when it’s best to use each.

6. identify five tools writers can use when preparing a long report to help readers stay on track.

A problem statement defines what you are going to investigate, whereas a statement of purpose defines why you are preparing the report.

A formal work plan generally includes a statement of the problem, a statement of the purpose of your report and scope of your study, the sequence of tasks to be accomplished, a description of the end product that will result from your study, and review of the assignments, schedules, and resource requirements.

A conclusion is the writer’s analysis of what the findings mean (an interpretation of the facts) whereas a recommendation is the writer’s opinion (based on reason and logic) about the course of action that should be taken.

Use the 2 + 2 = 4 approach when readers are skeptical and when you want them to follow your thinking pattern. use the scientific approach when readers need a lot f convincing and when you want them to draw their own conclusions. Use the yardstick approach when readers need a lot of convincing and you want them to measure the alternative solutions against a consistent set of criteria.

You can help readers navigate a report by using these five tools: (1) An opening that introduces the subject of the report, indicates why its important, and previews the key points in the order they will be discussed; (2) headings and lists to set off important ideas and provide the reader with clues; (3) transitions to tie ideas together and keep readers moving along; (4) previews and reviews to prepare readers for new information and to summarize previously discussed information; and (5) an ending to summarize the key points, conclusions, or recommendations.

Assignment

Read and study Chapter 14 paying particular attention to Focusing on Ethics on pages 478-479 and Sharpening Your Skills on page 498. Complete the self-study quiz to determine if you understand the concepts presented. To reinforce the concepts learned answer the Critical Thinking Questions on page 502, email your responses to your instructor.