Deck 10: Proposals and Formal Reports

Question 1

Your school may be one that encourages service learning, a form of experiential learning. You could receive credit for a project that bridges academic and nonacademic communities. Because writing skills are in wide demand, you may have an opportunity to simultaneously apply your skills, contribute to the community, and expand your résumé. The National Service-Learning Clearinghouse describes service learning as "a teaching and learning strategy that integrates meaningful community service with instruction and reflection to enrich the learning experience, teach civic responsibility, and strengthen communities." The Web offers many sites devoted to examples of students engaging in service learning projects.
Your Task. Research possible service learning projects in this class or another. Your instructor may ask you to submit a memo or e-mail message analyzing your findings. Describe at least four completed service learning projects that you found on the Web. Draw conclusions about what made them successful or beneficial. What kinds of similar projects might be possible for you or for others in your class? Your instructor may use this as a research project or turn it into a hands-on project by having you find a service organization in your community in need of trained writers.

Answer 1

Some of the completed service learning projects are as follows:
1. 'Pennies for Pasta' under which the students raised money for Leukaemia patients.
2. Recycling aluminium wherein the students were engaged in recycling aluminium cans at the local recycling centre.3. Planting trees under which the students were involved in planting gardens in the courtyard with the aim of beautifying the surroundings.
4. Helping local Hispanic population through various activities and initiatives such as fundraisers.
Some of the projects can be helping senior citizens, helping stray animal, helping poor children in education, introducing road safety drives.

Question 2

Your Task. Create a bar chart comparing the current number of Internet users (by millions) in the following eight countries: United States, India, Japan, Brazil, Indonesia, China, United Kingdom, and Russia. Find statistics within the last year and name the source of your information. Arrange the bars according to the country with the highest number of users to the lowest. Add a chart title and appropriate labels.

Answer 2

Question 3

Why should report writers document their sources?

Answer 3

Writers document their sources for the following reasons:
1. Documentation of sources adds to the credibility of the information.
2. Mentioning the source of the information helps in protecting one against such charges as plagiarism.
3. The reader, if wishes so, can use the source as cited to gather further information on the topic.4. Documenting the source of information is a way of giving credit to the original source.

Question 4

Starbucks chief Howard Schultz frowns on research, advertising, and customer surveys. He conducts his own informal primary research by visiting 25 store locations a week and talking with his baristas, managers, and customers in person. This kind of observation, he insists, provides the information he needs most. What are the pros and cons of such informal research to gather primary data?

Question 5

Many managers and executives are too rushed to read long journal articles, but they are eager to stay current in their fields. Assume your boss has asked you to help him stay abreast of research in the field by submitting one executive summary every month on an article of interest.
Your Task. In your field of study, select a professional journal, such as the Journal of Management. Using ProQuest, Factiva, EBSCO, or some other database, look for articles in your target journal. Select an article that is at least five pages long and is interesting to you. Write an executive summary in a memo format. Include an introduction that might begin with The following executive summary of the article titled "(title of article)" is from (source and date of publication). Then preview the main idea and summarize the most important findings of the study or article. Use descriptive, or "talking," headings rather than functional headings. Also summarize any recommendations made. Your boss would also like a concluding statement indicating your reaction to the journal article. Address your memo summary to Marcus E. Solomon.

Question 6

Information graphics, or infographics, are wildly popular, especially in online environments. Infographics can use color, text, images, data, diagrams, time lines, and charts to express ideas or tell a compelling story. You have heard that even nondesigners can create infographics, and you want to use this tool for presentations, reports, and employee training. By looking at examples of well-designed infographics and learning which websites offer free tools and templates, you will be well on your way to becoming an infographic designer.
Your Task. Search for and examine excellent infographics featured online. Find three infographics on topics of interest to you. The topics may or may not be related. In an e-mail or memo to your instructor, promote the idea of using infographics and list the URLs for the infographic examples you found. Briefly describe the main ideas of each. Add a comment on what aspects make each infographic so compelling. Then search for one website that offers free infographic designs and templates. In your e-mail or memo, briefly describe what tools are available on this site and add the website name and URL. Conclude your message with a brief paragraph stating the reasons you believe infographics have become so popular and widely used.

Question 7

Define the term fair use. When might using copyrighted material be considered fair use?

Question 8

Information graphics, also called infographics , are wildly popular, especially in online environments. Why do you think infographics continue to receive so much attention? How could infographics be useful in your field?

Question 9

Businesses both large and small are flocking to social media platforms to engage consumers in conversations and also to drive sales through deals and coupons. Small businesses have found that social media and the Internet help them to level the playing field. They can foster closer relationships with clients and identify potential customers. Flirty Cupcakes owner Tiffany Kurtz says that Facebook and Twitter greatly helped her with product innovation, market expansion, and customer service. Many other entrepreneurs are using social media to launch and expand their businesses. As an employee in a small business, you see opportunities to expand the use of social media. You want to first see how other companies are using social networks and then recommend the platforms you believe would be most useful to your business.
Your Task. Search for small businesses that have used social media to expand their market share and promote their products and services. Select three businesses to study, and analyze their use of social media. What do they have in common? In what social media platforms are they engaged? What results have they seen? In an e-mail or memo to your instructor, describe briefly the three companies you selected. Explain how each company is using social media to promote and grow its business. Then write the introduction to a proposal that promotes expanding your company's use of social media. Include a brief description of the reasons for the proposal, specify the key benefits of using social networks, and state how the three companies you studied are using social media. Then recommend which social media platforms you believe would benefit your business.

Question 10

Professional associations often have student-organized chapters on college campuses. Let's say you are a member of a campus business club, such as the Society for the Advancement of Management (SAM), the American Marketing Association (AMA), the American Management Association (AMA), the Accounting Society (AS), the International Association of Administrative Professionals (IAAP), or the Association of Information Technology Professionals (AITP). Your club or association has managed its finances well, and therefore, it is able to fund monthly activities. However, membership dues are insufficient to cover any extras. You see the need for a special one-time seminar with a panel of experts or a keynote speaker that would benefit many business students. For example, you see value in inviting a panel of recruiters to come and discuss current job requirements and hiring processes. You must now request funding for this event.
Your Task. Write an unsolicited letter or memo proposal to your program chair or business division dean to request one-time funding to cover the costs associated with this event. Identify your need or problem, provide the details of the event, mention the ways this event will benefit the attendees, support your claims with evidence, and provide a budget. Think ahead about costs associated with printing, appreciation gifts for the presenters, food and beverage needs, and other miscellaneous expenses.

Question 11

The U.S. Government Accountability Office (GAO) is a nonpartisan agency that works for Congress and investigates how the federal government spends taxpayer dollars. For this reason the agency is often called the congressional watchdog. These archived reports are available as portable document format (PDF) files. You'll be examining two reports from the GAO website.
Your Task. Visit the U.S. GAO website at http://www.gao.gov and click the link for Reports and Testimonies at the top of the page. Narrow the date to find reports issued within the last six months. Then browse by topic and select two reports on the topics of Employment or Health Care. (You may choose one report from each topic or both reports from one topic.) For each report, click the link above the title to open the PDF version. Write a one-page analysis of the report. Include the title, date, and number of pages in the report. Read the summary and write a brief paragraph describing the purpose of the report. Describe what sections are included in the report. Also describe what types of graphics were included to display information.

Question 12

For what reasons do writers prepare proposals?

Question 13

Why do report writers include visuals and graphics in reports?

Question 14

Study a consumer product that you or a business might consider buying. This might be a notebook or laptop, a smartphone, a digital camera, a widescreen TV, an espresso machine, a car, a combination print/scan/fax machine, a powerful office printer, or some other product.
Your Task. Use at least four primary and four secondary sources to research your product. Your primary research will be in the form of interviews with individuals (owners, users, salespeople, technicians) in a position to comment on attributes of your product. Secondary research will be in the form of print or electronic sources, such as magazine articles, marketing websites with user reviews, and company websites. Use electronic databases and the Web to find appropriate articles. Your report should analyze and discuss at least three comparable models or versions of the target product. Decide what criteria you will use to compare the models, such as price, features, warranty, and service. Create at least one original graphic to display report data. Include the following components in the report: table of contents, executive summary, introduction (including background, purpose, scope of the report, and research methods), findings (organized by comparison criteria), summary of findings, conclusions, recommendations, and bibliography. Address the report to your instructor. You may work individually, in pairs, or in teams.

Question 15

Evaluating a website's credibility requires critical thinking and a good eye. Savvy Web users start the evaluation process by thinking about how they found the site in the first place. They may have accessed the site from the results page of a search engine or by following a link from a reputable site. Perhaps the site was recommended by a friend, which would add credibility. The processes for finding Web information may vary, but the reader alone is responsible for determining the validity, truthfulness, and integrity of that information. Because anyone with a computer and an Internet connection can publish on the Web, the reader must beware and wisely question all Web content.
Unlike the contents of journals, magazines, and newspapers found in research-oriented libraries, the content of most websites has not been reviewed by skilled editors. Some Web pages do not show authorship, credentials, or sponsoring organizations. The content cannot be verified. These sites have low credibility.
As a frequent Web user, you must learn to critically examine Web information for credibility. The following checklist of questions about authorship, publisher or sponsor, currency, content quality, and accuracy and organization will help you critically assess the validity of Web information.
Authorship
• Who authored this page or article?
• Are the author's credentials easily found? If not, check the author's credentials online.
• Is the author affiliated with a reputable organization?
• Is the author's contact information, such as an e-mail address, easily found?
• Are the About page and the Contact page easy to spot?
Publisher or Sponsor
• What organization publishes or sponsors this Web page? Is the publisher reputable?
• What domain is used in the URL? The domain name gives clues about who published the document (e.g.,.com,.org,.edu,.gov,.net).
• Is the site published or sponsored in another country? Look for a two-letter code in the URL:.uk,.au,.br,.hu,.mx,.ca,.in.
Currency
• When was the Web page published or last updated? Readers expect this information at the bottom of the page.
• Is this a website that requires current, updated information (e.g., science, medicine, current events)?
• Are all links on this Web page current and working? Broken links are red flags.
Content Quality
• What is the purpose of the Web page? For example, does the page entertain, inform, persuade, sell, or express satire?
• Who is the intended audience of the page, based on its content, tone, and style?
• Do you see evidence of bias, and does the author acknowledge the bias?
• Does the site link to other reputable sites? Do those sites in turn link back to the site in question?
• Does the page contain distracting graphics or fill the screen with unwanted ads and pop-ups?
Accuracy and Organization
• Does the information appear to be well researched?
• If the site contains statistics and facts, are sources, dates, and/or citations provided?
• Is the information well organized with main points clearly presented?
• Is the site well designed and easy to navigate? Good design adds credibility.
• Does the page have broken links or graphics that don't load?
• Are the graphics appropriately placed and clearly labeled?
• Does the site have spelling, grammar, or usage errors? Careless errors are red flags.
Career Application. As interns in a news-gathering service, you have been asked to assess the quality of the following websites. Think about whether you would recommend these sites as trustworthy sources of information.
• Beef Nutrition (http://www.beefnutrition.org)
• Edmunds (http://www.edmunds.com)
• EarthSave (http://www.earthsave.org)
• The White House (http://www.whitehouse.net)
• The White House (http://www.whitehouse.gov)
• GulfLINK (http://www.gulflink.osd.mil)
• The Anaheim White House Restaurant (http://www
.anaheimwhitehouse.com)
• National Anti-Vivisection Society (http://www.navs.org)
• PETA (http://www.peta.org)
• WebMD (http://www.webmd.com)
• Petrol Direct (http://www.petroldirect.com)
• Buy Dehydrated Water (http://www.buydehydratedwater.com/ci.htm)
• Smithsonian (http://www.si.edu)
• Hootsuite (https://hootsuite.com)
• Bureau of Sasquatch Affairs (http://zapatopi.net/bsa)
• Mint (https://www.mint.com)
• DHMO.org (http://www.dhmo.org)
• Lonely Planet (http://www.lonelyplanet.com)
• Drudge Report (http://www.drudgereport.com)
• American Cancer Society (http://www.cancer.org)
• The Onion (http://www.theonion.com)
• Pacific Northwest Tree Octopus (http://zapatopi.net/ treeoctopus)
Your Task. If you decide to use teams, divide the preceding list among team members. If you are working individually, select four of the sites. Analyze each site using the checklist of questions in each category. Then summarize your evaluation of each site in a memo or e-mail report addressed to your boss (your instructor). Your report may also become part of a team presentation or a class discussion. Add a comment about whether you would recommend this site for researchers of news articles. Be careful-even a hoax site can seem reputable and trustworthy at first glance. Be careful not to label sites as good or bad. Even biased sites may have large audiences and some merit.

Question 16

Companies use surveys to continually improve their products and services. As a sales manager in a store selling wireless devices and electronics, you are interested in your customers' opinions about your sales associates and product quality, and in learning about their loyalty to your products. You plan to conduct a survey and use the results in an upcoming training workshop for your sales associates. You have obtained the e-mail addresses of customers who have opted in for product updates and reviews. You plan to design your own survey and want to get ideas by looking at examples of surveys and templates.
Your Task. Search for free customer service survey templates, study the questions, and add the URL of the surveys you reviewed. Then design a customer service survey with a mix of seven or eight typical multiple-choice, scale, or open-ended questions.

Question 17

A list of nearly 100 Report Topics is available at the premium student site accessed at www.cengagebrain.com. Look under the tab Writing Resources. The topics are divided into the following categories: accounting, finance, personnel/human resources, marketing, information systems, management, and general business/education/campus issues. You can collect information for many of these reports by using electronic databases and the Web. Your instructor may assign them as individual or team projects. All involve critical thinking in organizing information, drawing conclusions, and making recommendations. The topics are appropriate for proposals and formal business reports.
Your Task. As directed by your instructor, select a topic from the report list at www.cengagebrain.com.

Question 18

Review Sections 2.20-2.22 in the Grammar/Mechanics Handbook. Then study each of the following statements. Underscore any inappropriate form. Write a correction in the space provided and record the number of the G/M principle(s) illustrated. If a sentence is correct, write C. When you finish, compare your responses with those at the back of the book. If your answers differ, study carefully the principles shown in parentheses. __________________ Example In

__________________ 1. Did you know that Elizabeth Metz proposal was accepted?
__________________ 2. The company plans to double its earnings in three years time.
__________________ 3. All employees in the Human Resources Department must take their two weeks vacation before January 1.
__________________ 4. The attorneys agreed that Judge Millers comments were justified.
__________________ 5. Several employees records were accidentally removed from the files.
__________________ 6. The last witness testimony was the most convincing to the jury members.
__________________ 7. Lisas smoking led to health problems.
__________________ 8. I always get my moneys worth at my favorite restaurant.
__________________ 9. Three local companies went out of business last month.
__________________ 10. In one months time we hope to have our new website up and running.
__________________ 11. I need my boss signature on this expense claim.
__________________ 12. Only one legal secretaries document was error-free.
__________________ 13. Professor Sanchezes quizzes were always scheduled on Fridays.
__________________ 14. My companys stock price rose dramatically last month.
__________________ 15. In three months several businesses opening hours will change. 10

Question 19

What should the introduction to a formal business report include?

Question 20

The ability to spot problems before they turn into serious risks is prized by most managers. Think about your current or past internship and work experiences. Do you see problems that could be solved with a small to moderate financial investment? Consider issues such as creating space for badly needed lunch and break rooms; offering stress-reducing health initiatives such as wellness programs and gym club memberships; replacing high-emission, gas-guzzling company vehicles; or increasing recycling efforts.
Your Task. Discuss with your instructor the workplace problem that you have identified. Make sure you choose a relatively weighty problem that can be lessened or eliminated with a minor expenditure. Be sure to include a cost-benefit analysis. Address your unsolicited letter or memo proposal to your current or former boss and copy your instructor.

Question 21

You will want to stay up-to-date on your career field by reading, saving current articles, and bookmarking valuable resources. Think about a current business topic related to your professional field that you would like to learn more about. This is your chance to learn more about, gather tips and strategies about, and follow current trends in your field of interest.
Your Task. Look for three current (within the last two years) secondary research sources on a topic related to your field of study. In a memo or e-mail to your instructor, write a one-paragraph summary of each article or resource. Then list the citations for your three resources, using MLA standards. The citations should follow the format used on a works-cited page with citations in alphabetical order and using the hanging indent style.

Question 22

For what reasons would government agencies and other firms use requests for proposals (RFPs)? Name an example of a project that might require an RFP.

Question 23

What information might be included in an appendix at the end of a formal report?

Question 24

Perhaps you have dreamed about one day owning your own company, or maybe you have already started a business. Proposals are offers to a very specific audience with whom you hope to do business. Think of a product or service that you like or know something about. On the Web or in electronic databases, research the market so that you understand going rates, prices, and costs. Search the Small Business Administration's website for valuable tips on how to launch and manage a business.
Your Task. Choose a product or service you would like to offer to a particular audience, such as an upholstery business, a bakery featuring your favorite pastries or cakes, a photography business, a new Asian or European hair care line, massage therapy, or landscaping services. Discuss products and services as well as target audiences with your instructor. Write an informal letter addressed to a potential investor, Mr. Simon Lipton, 7430 Fondren Road, Houston, TX 77074. Keep the letter short and don't mention financing, as your goal is to first generate interest.

Question 25

U.S. businesses are expanding into foreign markets with manufacturing plants and branch offices. Many Americans, however, have little knowledge of or experience with people from other cultures. To prepare for participation in the global marketplace, you are to collect information for a report focused on an Asian, Latin American, European, or African country where English is not regularly spoken. Before selecting the country, though, consult your campus international student program for volunteers from other countries who are willing to be interviewed. Your instructor may make advance arrangements with international student volunteers.
Your Task. In teams of three to five, collect information about your target country from electronic databases, the Web, and other sources. Then invite an international student from your target country to be interviewed by your group. As you conduct primary and secondary research, investigate the topics listed in Figure 10.26. Confirm what you learn in your secondary research by talking with your interviewee. When you complete your research, write a report for the CEO of your company (make up a name and company). Assume that your company plans to expand its operations abroad. Your report should advise the company's executives of the social customs, family life, societal attitudes, religious preferences and beliefs, education, and values of the target country. Remember that your company's interests are business oriented; do not dwell on tourist information. Compile your results and write the report.

Question 26

What is the purpose of providing a "hook" in the introduction of a proposal? Give three examples.

Question 27

In what ways is a proposal similar to a persuasive sales message?

Question 28

Many new companies with services or products to sell would like help writing unsolicited or solicited proposals. Your friend Teresa has started her own designer uniform company and has asked you for help. Her goal is to offer her colorful yet functional uniforms to hospitals and clinics. Before writing a proposal, however, she wants to learn more about the proposal-writing process.
Your Task. Search the Web and find two sites that offer proposal writing advice. Avoid sites that want you to register or buy templates and books. Prepare a memo to Teresa in which you do the following:
a. Suggest two excellent sites where Teresa can learn the how-tos of creating an effective proposal.
b. Suggest headings for each section of Teresa's unsolicited proposal to promote her hospital/clinic uniforms.
c. Suggest two sites where Teresa can find free proposal templates.
d. Write a suggested introduction for Teresa's proposal.

Question 29

In teams identify which type of graphic (table, bar chart, line chart, pie chart, flowchart, infographic, illustration, or map) would best illustrate the following data:
a. Figures comparing the sales of three brands of smartphones over the past 12 months
b. Statistics on the rise of six popular social media platforms (Facebook, Google+, Twitter, YouTube, Instagram, Pinterest) in five of the largest cities in the world
c. National unemployment rate figures for the last 12 months
d. Location of significant earthquakes in the world over the last 30 days
e. Date, time, and place of each game scheduled in the World Cupf. Recruitment process from the time a job is advertised until the time an offer is made
g. Portion of national budget that goes to defense, social security, safety net programs, interest on debt, and Medicare/Medicaid

Question 30

What sources are considered secondary sources, and where can they be found?

Question 31

Some people say that business reports should not contain footnotes. If you were writing your first business report and did considerable research, what would you do about documenting your sources?

Question 32

Business employees understand more than ever the importance of improving their writing skills. Whether e-mailing status updates to team members, writing a Web article, preparing meeting agendas, or corresponding with potential customers, employees must write concise, coherent, clear, error-free documents and messages. As the founder of Business Writing Solutions, you offer one- and two-day business writing workshops for businesses and organizations. Your website features writing tips, workshop descriptions, and your contact information. These workshops are presented on-site in corporate training rooms.
You received an e-mail inquiry from Human Resources Director Janet Somerfield, who is considering a one-day, on-site business writing workshop for employees in her midsized advertising agency. Janet is looking at several seminar companies who offer writing training. She asks about pricing, optimal class size, and course content. She also wants to know whether you can offer feedback on writing samples. Because Janet is considering other training options, you decide to respond with an informal proposal. Your goal is to meet her needs and win the contract.
Review the components of an informal proposal and include the appropriate components, which may include the following: an introduction, a statement of your goals and purpose, the proposed seminar details (time requirements, optimal class size, costs, location, schedule), and a conclusion. Organize the proposal, write meaningful headings, and choose a readable font. Decide where it is appropriate to mention the following advantages of improving writing skills in business environments:
• Excellent writing skills help build trusting relationships, improve one's professional image, and add to the credibility of an organization.
• Business associates appreciate clarity, conciseness, and results-focused messages.
• Better writing skills help employees advance their careers, which in turn improves retention.
The one-day workshop is offered in two 4-hour blocks in the client's training room. The course includes the following topics: (a) writing results-oriented e-mail messages; (b) structuring routine, persuasive, and negative news messages; (c) reviewing the most common grammar errors; and (d) designing documents for readability. You will also offer feedback on brief writing samples furnished by the participants. Employees who attend the workshop will earn a certificate of completion.
The cost of the writing workshop is $175 per person. If 15 employees participate, the cost would be $2,625. The cost includes workbooks and writing supplies for each participant.
Your Task. Write an informal letter proposal promoting a one-day business writing workshop to Janet Somerfield, Director, Human Resources, Faulkner Advertising, 420 Fowler Avenue, Tampa, FL 33620.

Question 33

Your Task. Select four graphics from newspapers or magazines in hard copy or online. Look in The Wall Street Journal, USA Today, Bloomberg Businessweek, U.S. News World Report, Fortune, Forbes, or other business news publications. Add the title and the source of each graphic. In an e-mail or memo to your instructor, critique each graphic based on what you have learned in this chapter. Do you think the graphic could have been expressed more effectively in text? How effective are the labels and headings used in this graphic? How was color used to add clarity? If a legend is used, describe its placement and effectiveness. Is the appropriate graphic form used? What is your overall impression of the effectiveness of the graphic?

Question 34

What is the difference between an open-ended and close-ended survey question? Give an example of each.

Question 35

Why do researchers often trust the reliability of information obtained from scholarly journals, major newspapers, and well- known magazines? Why should researchers use caution when accessing information from Wikipedia, online forums, and blogs?