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Comm 100 > Chapter 9: Proposals and Formal Reports > Flashcards

Chapter 9: Proposals and Formal Reports Flashcards

1
Q

are short, and often formatted as memos or letters

A

informal proposal

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2
Q

are more complex reports ranging from 5-200 pages

A

formal proposal

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3
Q

may resemble justification or recommendation reports (may be addressed to a boss)

A

internal proposal

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4
Q

are addressed to clients, customers, or stakeholders

A

external proposal

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5
Q

often in the form of requests for proposals

A

solicited proposal

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6
Q

often sent by companies looking for work

A

unsolicited proposal

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7
Q

6 components of informal reports

A
  1. introduction
  2. background
  3. plan
  4. staffing
  5. budget
  6. authorization
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8
Q

states the reason for the proposal, highlights writer’s qualifications, and contains a “hook”

A

introduction to proposal

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9
Q

identifies the problem and discusses the goals/purpose of the project

A

background of proposal

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10
Q

discusses your methods for solving the problem

A

plan

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11
Q

describes the credentials and expertise of the project’s leaders and company as a whole

A

staffing

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12
Q

provides a list of project costs, and is considered the most important part of a informal proposal

A

budget

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13
Q

requests permission and reminds reader of benefits and motives for action

A

authorization

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14
Q

a research-based, written solution to a business issue/problem

A

formal business report

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15
Q

3 overall characteristics of a formal business report

A

formal tone, traditional structure, and considerable length

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16
Q

provides management with the vital data/info analysis, and recommendations for decision making

A

formal business report

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17
Q

3 steps to the business writing process

A
  1. Rewriting
  2. Writing/Drafting
  3. Revising
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18
Q

what is the purpose or goal of this report? is called a

A

purpose statement

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19
Q

who is your client?
what is their business context?
what is the question/need/problem that motivated this research?
why are the findings so important to your client’s business?

A

prewriting stage

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20
Q

what do formal reports begin with

A

purpose statement

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21
Q

what areas will be included in the research

A
  • key competitors

- social media preferences of company’s target market

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22
Q
  • detailed financial analysis of the options
  • a comprehensive analysis of the industry
  • analysis of more than 3 social media options
A

will not be included in a formal business report

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23
Q

firsthand collection of data through surveys, interviews, observations, experiments

A

primary data

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24
Q

data collection that has been completed by others and published in the form of articles, books, web sites, statistics

A

secondary data

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25
Q

research projects almost always begin with an exploration of

A

secondary data

26
Q

formal report writers conduct most of their research using

A

secondary data

27
Q

criteria for assessing credibility when searching the internet

A

currency, authority, content, and accuracy

28
Q

data collected from groups of people

A

surveys

29
Q

gathers data economically and efficiently

A

surveys

30
Q

gets info from experts or veterans in their field

A

interviews

31
Q

produce rich data, but can be subjective

A

observations

32
Q

produces data suggesting cause and effect

A

experimentation

33
Q

3 internet search tips/techniques

A
  • use quotation marks
  • omit articles and prepositions
  • proofread your search words
34
Q

the act of showing where your info comes from

A

documentation

35
Q

taking phrases someone else has written without acknowledgement

A

plagiarism

36
Q

why document your data properly

A
  • to strengthen your argument
  • to protect yourself
  • to instruct the reader/audience
37
Q

give credit when you use

A
  • another person’s ideas
  • any facts, graphs, drawings
  • quotations
  • paraphrases
38
Q

to restate an original passage in your own words and style

A

paraphrasing

39
Q

4 steps/process to paraphrasing

A
  1. read the og material to understand the meaning
  2. write your own version without looking at the og
  3. avoid repeating grammatical structure and replacing words with synonyms
  4. re-read the og to be sure you covered main points
40
Q

conclusion/recommendation followed by data/analysis

A

direct

41
Q

what order or where should you place the conclusion/recommendations in an indirect proposal

A

data, analysis, conclusion, recommendation

42
Q

ways to organize findings

A

chronology, geography, topic or criteria

43
Q

steps in the report process

A

organize, analyze, and conclusion

44
Q

these clarify the reports message and can draw attention and add interest

A

graphics/visual elements

45
Q

pay attention to these 6 elements when editing a formal business report

A 
format
consistency
graphics
heading levels
accuracy
mechanics
46
Q

how to clearly identify the contents of a visual aid

A

with meaningful titles and numbers

47
Q

where to locate the visual aid

A

close to its reference in the text

48
Q

what type of placement should you want for visual aids

A

vertical placement

49
Q

creating effective graphics can

A
  1. clarify data
  2. make numerical data meaningful
  3. create visual interest
50
Q

simplify complex ideas and make concepts easier to remember

A

effective graphics

51
Q

present quantitative info in systematic order of columns and rows

A

tables

52
Q

used to make emphatic visual comparison, illustrate changes in data, and show segments as parts of a whole

A

bar charts

53
Q

show changes over time, indicate trends, and don’t give precise data but an overview of it

A

line charts

54
Q

helps reader visualize a whole and the proportion of its components, useful in showing percentages

A

pie charts

55
Q

useful for clarifying procedures

A

flow charts

56
Q

in flow charts, what do they designate the beginning and end of a process with

A

ovals

57
Q

in flow charts, how do they denote the decision process

A

diamonds

58
Q

in flow charts how do you represent major activities or steps

A

rectangles

59
Q

shows a chain of command

A

organizational chart

60
Q

formal business reports are organized into 3 major parts

A

front matter, body, back matter

Comm 100 (9 decks)

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