Mary Ellen Guffey, Dana Loewy – Essentials of Business Communication-Cengage Learning (2022) – 9780357714973 Pages 301-350 – Flip PDF Download | FlipHTML5

No Text Content!

Chapter 9: Informal Reports 283 Summary of Learning Outcomes 1 Define informational and analytical report functions, strategies, and writing styles. ■ Informational reports—such as monthly sales reports, status updates, and compliance reports—present data without analysis or recommendations. ■ Analytical reports provide findings, analyses, conclusions, and recommendations when requested. Examples include justification, recommendation, feasibility, and yardstick reports. ■ Audience reaction and content determine whether a report is organized directly or indirectly. ■ Reports organized directly reveal the purpose and conclusions immediately; reports organized indirectly place the conclusions and recommendations last. ■ Like other business messages, reports can range from informal to formal, depending on their purpose, audience, and situation. 2 Describe typical report formats and effective report headings. ■ Report formats vary, depending on the report’s length, topic, audience, and purpose. ■ Common report formats include e-mail, letter, memo, and manuscript; digital reports can be created and shared as slide decks and infographics. ■ Report headings add visual appeal and readability; they reveal the report’s organization and flow of ideas. ■ The hierarchy of heading levels should be clear to a reader; headings in the same level should use the same font size and style, placement, and capitalization. 3 Explain the report writing process starting with defining the problem and collecting data. ■ Clarifying the problem the report will address is the first step in writing a report. ■ A purpose statement states the reasons for the report and answers the questions that prompted the report. ■ Typical sources of secondary information used in reports are company records, books, journals, magazines, newspapers, and Web resources. ■ Typical sources of primary, or firsthand, information used in reports are personal observations, surveys, questionnaires, and interviews with subject experts. 4 Write short informational reports that describe routine tasks. ■ Trip, convention, and conference reports present information about a business trip or event, focusing on topics that will benefit the organization. ■ Progress, or interim, reports describe a job or project, including background information, work completed, work in progress, problems encountered, and future plans. ■ Meeting minutes include the names of attendees and absentees, a discussion of old and new business, committee reports, and decisions made. ■ Summaries of longer publications include the name, date, and author of the publication plus an outline of the main ideas along with a description of research methods, findings, conclusions, and recommendations. 5 Compose short analytical reports that solve business problems. ■ Analytical reports, such as justification/recommendation, feasibility, and yardstick reports, evaluate information, draw conclusions, and make recommendations. ■ Justification/recommendation reports are organized directly when the reader is supportive and indirectly when the reader needs persuasion to accept the recommendations. ■ Feasibility reports are written directly and examine the practicality and advisability of following a course of action. ■ Yardstick reports examine problems by using a standard set of criteria to compare several available options before recommending a solution. Key Terms business reports 258 informational reports 259 analytical reports 259 informal writing style 261 formal writing style 262 portable document format (PDF) 263 slide deck 263 infographics 264 memo format 264 templates 264 letter format 264 manuscript format 264 Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

284 Chapter 9: Informal Reports functional headings 264 combination headings 265 talking headings 265 problem statement 267 purpose statement 267 primary data 267 secondary data 267 trip reports 269 conference reports 269 progress reports 269 interim reports 269 meeting minutes 272 summary 272 executive summary 273 justification reports 275 recommendation reports 275 internal proposals 275 feasibility reports 276 yardstick reports 277 Chapter Review 1. What role do reports play in business today? (L.O. 1) 2. Describe seven formats used for reports. Be prepared to discuss each. (L.O. 2) 3. Explain the difference between primary and secondary data. (L.O. 3) 4. What sources of factual information for informal reports can report writers consult? (L.O. 3) 5. Why is it important to write a purpose statement before composing a report? (L.O. 3) 6. What is the purpose of the following informational reports? (L.O. 4) a. Trip or conference report b. Progress report c. Minutes of meetings d. Summary 7. What is the purpose of the following analytical reports? (L.O. 5) a. Justification/recommendation report b. Feasibility report c. Yardstick report 8. Your supervisor wants you to find a reputable official source explaining how to spot counterfeit KN-95 face masks. What report category and format would be appropriate? (L.O. 2, 4) 9. Your team was assigned to write a report explaining how your company, a medical device manufacturer, can comply with the FDA’s regulations and secure premarket approval before Class III devices can go into production. Your boss wants to know what you have done thus far. What report category and format would be appropriate? (L.O. 2, 4) 10. You represented your company at the AeroDef Manufacturing Conference, the nation’s premier aerospace and defense manufacturing conference and trade show, in Fort Worth, Texas. Your supervisor asked for information about innovative processes to reduce costs, expedite production, and maintain global competitiveness typically exchanged at this convention. What report category and format would be appropriate? (L.O. 2, 4) Critical Thinking 11. Outline the considerations leading report writers to adopt either the direct strategy or the indirect strategy for any company report they are writing. (L.O. 1) 12. Why do most report writers start their research with secondary data rather than gathering primary data first? (L.O. 3) 13. Explain the differences between an informal writing style and a formal writing style in reporting. When would each be appropriate? (L.O. 1) 14. Explain how report writers can ensure objectivity and credibility. (L.O. 1–5) 15. Describe the three heading types discussed in this chapter and their purposes. (L.O. 2) Activities and Cases 9.1 Engaging Readers With Report Headings (L.O. 2) Your Task. Identify the following report headings and titles as functional, talking, or combination. Discuss the usefulness and effectiveness of each. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 9: Informal Reports 285 a. Guarding Against Online Identity Theft b. Project Costs c. Disadvantages d. Using the Intranet to Convey Employee Benefits e. Case Study: America’s Most Sustainable College Campuses f. Recommendations: Identifying Non-Compliance Risks g. Comparing Costs of AI Recruiting Platforms h. Budget 9.2 Informational Report: Recording Information From Your Work Experience (L.O. 4) Select a position you now hold or one that you have held in the past. If you have not been employed, choose a campus, professional, or community organization to which you belong. You may also select an internship or a volunteer experience. Your Task. Write an informational memo report to your instructor describing your current or former employment, an internship or volunteer experience, or your involvement in a professional or community group. Introduce the report by describing the organization’s products or services, its history and leadership, and its primary location. In the body of the report, add your title and job responsibilities, including the skills you need or needed to perform the job. Then describe the value and skills you gained from this experience. Your memo report should be single-spaced and 1 1/2 to 2 pages long. Add a meaningful subject line and descriptive headings for each section of the report. 9.3 Informational Report: Researching Potential Employers (L.O. 4) Web You are preparing a targeted résumé and cover message for a Fortune 500 company. You’ve spoken with a friend who works there, but you now want to do your own research. Your Task. If available, use your campus library research options to access Hoover’s company profile database and other resources for company records and other facts. Then take a look at the company’s website; check its background, news releases, and annual report. Learn about its major product, service, or emphasis. Find its Fortune 500 ranking, its current stock price (if listed), and its high and low range for the year. Look up its profit-to-earnings ratio. Track its latest marketing plan, promotion, or product. Identify its home office, major officers, and number of employees. In a memo report to your instructor, summarize your research findings. Explain why this company would be a good or bad employment choice for you. 9.4 Summary: Keeping the Boss in the Loop (L.O. 4) Web Like many executives, your boss is too rushed to read long journal articles. She asks you to submit one summary to her every month on an article of interest to help her stay abreast of relevant research in various business disciplines. Your Task. In your field of study, select a professional journal, such as the Journal of Marketing, Journal of Management, Journal of Accountancy, or Harvard Business Review. Using a research database or a Web search, look for articles in your target journal. Select an interesting article that is approximately 2,000 words long, and write an executive summary in memo format. Include an introduction that might begin with As you requested, I am submitting this executive summary of . . . . Identify the author, article title, journal, and date of publication. Start with the main idea of the study or article. Summarize three or four of the most important findings of the study or article in approximately 200 words, or 10 percent of the original article. Use descriptive rather than functional headings. Your boss would also like a concluding statement indicating your response to the article in a separate paragraph below your summary. 9.5 Progress Report: Closing in on Your Goal? (L.O. 4) You have promised your parents (spouse, partner, relative, or friend) that you would submit a progress report at this time. Your Task. Prepare a progress report in letter format in which you do the following: (a) describe your headway toward your educational goal (such as employment, degree, or certificate); (b) summarize the work you have completed thus far; (c) discuss the work currently in progress, including your successes and anticipated obstacles; and (d) outline what you have left to complete. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

286 Chapter 9: Informal Reports 9.6 Progress Report: How Is That Project Coming? (L.O. 4) E-Mail Team Consider a research project, service-learning assignment, or an experiential learning opportunity you are currently completing. Perhaps you are doing research for the long report assignment in Chapter 10 or another course. In any case, you will want to keep your instructor informed of your progress. Your Task. Write a progress report informing your instructor of your work. Briefly describe the project—its purpose, assigned team member roles, work completed, work yet to be completed, problems encountered, future activities, and expected completion date. Address the e-mail report to your instructor. 9.7 Justification/Recommendation Report: Cash Available for Good Deeds (L.O. 5) Web Terrific news! MegaTech, the start-up company where you work, has become enormously successful. Now the owner wants to support some kind of philanthropic program. He does not have time to investigate the possibilities, so he asks you, his assistant, to conduct research and report to him and the board of directors. Your Task. The owner wants you to investigate the charitable projects at 20 high-profile companies of your choice. Visit their websites and study programs such as volunteerism, cause-related marketing, matching funds, and charitable donations. In a recommendation report, discuss five of the best programs and recommend one that could serve as a philanthropic project model for your company. 9.8 Informational or Analytical Report: Examining Tweets and Other Social Media Posts (L.O. 4, 5) E-Mail Social Media Web Select a Fortune 500 company that appeals to you, and search recent tweets and Facebook posts about it. Soon you will recognize trends and topic clusters that may help you organize the report content by criteria. For example, if you use the hashtag to conduct a subject search on Coca-Cola (i.e., #Coca-Cola), you will obtain a huge number of tweets about the company and brand. They will range from fan posts, buying tips, exhortations to recycle plastic, and specious cleaning tips involving Coke all the way to urban legends (e.g., the acid in Coke will completely dissolve a T-bone steak in two days). Many returned tweets will be only marginally interesting because they show up just because #Coca-Cola is mentioned. If you explore Facebook, you will mostly find official pages and fan sites, most of which display favorable posts. You would have to look hard to find negative posts, partly because companies moderate discussions and often remove offensive posts according to their user agreements. Your Task. Write either an informational or analytical report about the company you chose. In an informational report to your instructor, you could summarize your findings in memo form or as an e-mail. Describe how the tweets about the company are trending. Are they overwhelmingly positive or negative? Organize the report around the subject areas you identify (criteria). Alternatively, you could write an analytical report detailing the strategies your chosen company adopts in responding to tweets and Facebook posts. Your analytical report would evaluate the organization’s social media responses and provide specific examples to support your claims. 9.9 Feasibility Report: International Student Club on Campus (L.O. 5) Intercultural To fulfill a senior project in your department, you have been asked to submit a letter report to the dean evaluating the feasibility of starting an organization of international students on campus. Your Task. Find out how many international students are on your campus, what nations they represent, how one goes about starting an organization, and whether a faculty sponsor is needed. Assume that you conducted an informal survey of international students. Of the 39 who filled out the survey, 31 said they would be interested in joining. 9.10 Feasibility Report: Encouraging Healthy Habits (L.O. 5) Your company is considering ways to promote employee fitness and morale. Your Task. Select a fitness/teambuilding program that seems reasonable for your company. Consider a softball league, bowling teams, a basketball league, lunchtime walks, lunchtime fitness speakers and demos, company-sponsored health club memberships, Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 9: Informal Reports 287 a workout room, a fitness center, or a fitness director. Assume that your boss has tentatively agreed to the program you select and has asked you to write a memo report investigating its feasibility. 9.11 Examining Meeting Minutes (L.O. 4) Attend an organized meeting at your school, in your community, in city government, or for a professional organization. Alternatively, view records of virtual meetings in public governance available online. Your Task. After your on-site visit, write the meeting minutes including all the data necessary and following the instructions in this chapter. Focus on committee reports, old and new business, motions and votes, decisions made, and action items for future meetings. Include the organization’s name and the date, time, and location of the meeting in the heading. Alternatively, after locating minutes of virtual meetings in public governance, examine posted minutes, staff reports, and other documents. Carefully compare them to what you have learned about meeting minutes in this chapter. Write a brief summary to your instructor describing differences and similarities, such as formatting, included items, number of people involved, and more. 9.12 Meeting Minutes: Keeping Your Team on Track (L.O. 4) Team When working on a formal report with a team, volunteer to take notes at a team meeting and be prepared to share the meeting minutes with your instructor, if requested. Follow the instructions in this chapter for meeting minutes. Your Task. Record the proceedings of a team meeting for a group project. Record the date and time of the meeting, the attendees’ names, discussion items, decisions made, and the date of the next meeting. 9.13 Yardstick Report: Office Equipment Options (L.O. 5) You recently complained to your boss that you were unhappy with a piece of equipment you use (printer, computer, copier, scanner, or the like). After some thought, the boss decided that your complaint is valid and greenlighted new purchases. But first you must do research. Your Task. Compare at least three manufacturers’ models and recommend one. Because the company will be purchasing ten or more units, and because several managers must approve the purchase, write a careful report documenting your findings. Establish at least five criteria for comparing the models. Submit a memo report to your boss. 9.14 Yardstick Report: Finding the Best Live Chat Solution (L.O. 5) Web Your company would like to add a live chat feature on its website to improve customer service with online shoppers. Your boss is aware that these shoppers frequently accept invitations to chat live when they need help or have questions. What’s more, they often turn into buyers. Your boss asks you to research the most popular live chat software options, compare the features and monthly costs, and recommend one that the company could implement quickly. Your Task. Write a memo yardstick report to Vice President of Marketing Jada Delgado that compares the options. Search online for live chat support software, and look at several sources that list the most popular options for small and midsized companies. Choose five of the most frequently mentioned options, and compare them in terms of (a) monthly or yearly costs, (b) main features, and (c) ratings or reviews. Follow the instructions in this chapter for writing yardstick reports. Briefly discuss the background for the report, list the live chat options, and compare them using the established criteria. Your comparison data may work best in a table. Draw conclusions and recommend a live chat solution that you believe will best meet the needs of the company. 9.15 Yardstick Report: Improving Workplace Procedures (L.O. 5) Even the best workplaces face challenges or have downsides awaiting positive change. Companies spend much money on optimizing their processes and procedures (i.e., on making them as effective as possible). Your Task. Identify a problem or procedure that must be changed at your work or in an organization you know. Consider challenges such as poor scheduling of employees, outdated equipment, slow order processing, failure to encourage employees to participate fully, restrictive rules, inadequate training, or disappointed customers. Consider several solutions or courses of action (retaining the present status could be one alternative). Develop criteria that you could use to evaluate each alternative. Write a report measuring each alternative by the yardstick you have created. Recommend a course of action to your boss or to the organization head. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

288 Chapter 9: Informal Reports 9.16 Article or Infographic Summary: Social Marketing Trends (L.O. 4) Social Media Web Your supervisor wants to stay abreast of the latest social media marketing trends. You are tasked with researching social marketing and list the hot trends with a brief explanation of each. You will format this document as an article summary. Your Task. Search for an article or infographic that addresses current or trending social marketing trends. In a memo report addressed to your boss, Maxie Yong, summarize the main ideas presented in the article or infographic. Be sure to identify the author, article title, publication name, and date of the article. If your source is an infographic, follow a similar procedure and identify the title, sponsoring website, source, and date, if available. Conclude with your overall opinion of the article or infographic. 9.17 Report Topics for Informal Reports (L.O. 4, 5) Team Web A list of over 100 report topics is available at the accompanying student site. The topics are divided into the following categories: accounting, finance, human resources, marketing, information systems, management, and general business/education/campus issues. You can collect information for many of these reports by using electronic research databases and the Web. Your instructor may assign them as individual or team writing projects. All require critical thinking in collecting and organizing information into logical reports. Your Task. As directed by your instructor, select a topic from the report list at www.cengage.com. Grammar/Mechanics Checkup 9 Semicolons and Colons Review Sections 2.16–2.19 in the Grammar/Mechanics Handbook. Then select the correctly punctuated sentence and record its letter in the space provided. Also record the appropriate Grammar/Mechanics guideline to illustrate the principle involved. When you finish, compare your responses with those at the bottom of the page. If your answers differ, study carefully the principles in parentheses. Example a. Ma Modular founder Chris Krager has a master’s degree in architecture; he also holds a bachelor’s degree in business administration. b. Ma Modular founder Chris Krager has a master’s degree in architecture, he also holds a bachelor’s degree in business administration. 1. a. Passive house is a rigorous energy-efficient building standard, consequently, homeowners can save up to 80 percent on heating and cooling. b. Passive house is a rigorous energy-efficient building standard; consequently, homeowners can save up to 80 percent on heating and cooling. 2. a. Heat recovery ventilation comes with filters that remove pollen, dust mites, mold, and bacteria; therefore, the higher upfront cost may be well worth it. b. Heat recovery ventilation comes with filters that remove pollen, dust mites, mold, and bacteria, therefore, the higher upfront cost may be well worth it. 3. a. Zero energy home design incorporates the following elements: triple-glazed windows, double low-emissivity window film, and high-efficiency doors. b. Zero energy home design incorporates the following elements; triple-glazed, windows, double low-emissivity window film, and high-efficiency doors. a (2.16b) Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 9: Informal Reports 289 4. a. Two well-known builders of green modular houses in California are: Clever Homes and Living Homes. b. Two well-known builders of green modular houses in California are Clever Homes and Living Homes. 5. a. Prefab homes once were thought to be a low-quality building option, in recent years, however, modular homes have come a long way. b. Prefab homes once were thought to be a low-quality building option; in recent years, however, modular homes have come a long way. 6. a. In addition to the kit house, expect three types of fixed cost: lot preparation, septic well installation, and building a foundation. b. In addition to the kit house, expect three types of fixed cost; lot preparation, septic well installation, and building a foundation. 7. a. Top talent will speak about modular homes: Ray Kappe, architect, Living Homes, Chris Corson, owner, Ecocor, Jennifer Siegal, professor, USC. b. Top talent will speak about modular homes: Ray Kappe, architect, Living Homes; Chris Corson, owner, Ecocor; and Jennifer Siegal, professor, USC. 8. a. The firm has completed many custom prefab homes; for example, in California, Nevada, Colorado, Georgia, and North Carolina. b. The firm has completed many custom prefab homes: for example, in California, Nevada, Colorado, Georgia, and North Carolina. 9. a. Principal Leo Marmol lectures widely about the following topics: architecture, sustainability, and restoration. b. Principal Leo Marmol lectures widely about the following topics; architecture, sustainability, and restoration. 10. a. The new Laguna Beach homes are certifiable green buildings, they use the most efficient form of wood-frame modular construction. b. The new Laguna Beach homes are certifiable green buildings; they use the most efficient form of wood-frame modular construction. a (2.17a) 9. a (2.16d, 2.01) 8. b (2.16c) 7. a (2.17a, 2.01) 6. b (2.16b, 2.03) 5. b (2.17b) 4. a (2.17a, 2.01) 3. a (2.16a) 2. b (2.16a) 1. b (2.16b) 10. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

290 Chapter 9: Informal Reports Editing Challenge 9 Every chapter provides an editing exercise to fine-tune your grammar and mechanics skills. The following progress report requires edits that address proofreading, grammar, spelling, punctuation, concise wording, parallelism, and other writing issues. Study the guidelines in the Grammar/Mechanics Handbook (Appendix D), including the lists of Confusing Words and Frequently Misspelled Words. Your Task. Edit the following by (a) inserting corrections in your textbook or on a photocopy using the proofreading marks in Appendix C or (b) downloading the message from www.cengagebrain.com and correcting at your computer. Your instructor may show you a possible solution. To: Ignacio Castaneda From: Lilliana Stanton Subject: Progress Report on Construction of Jacksonville Beach Branch Office Dear Mr. Castaneda: Construction of Northstar Realtys Jacksonville Beach branch office has entered Phrase 3. Although we are one week behind the contractors original schedule the building should be already for occupancy on April 1. Past Progress Phase 1 involved development of the architects plans, this task was completed on July 1. Phase two involved submission of the plans for county building department approval. A copy of the plans were then given to the following two contractors for the purpose of obtaining an estimate, Declan Stark Contractors and Abernathy Builders. The lower bidder was Declan Stark Contractors, consequently this firm began construction on August 15. Present Status Phase three includes initial construction work. We have completed the following work as of November 9 • Demolition of the existing building at 4460 Majestic Bluff Drive North • Excavation of foundation footings for the building and for the surrounding wall • Steel reinforcing rods installed in building pad and wall • Pouring of the concrete foundation Declan Stark Contractors indicated that it was one week behind schedule for several reasons. The building inspectors required more steel reinforcement then was showed on the architects blueprings. In addition excavation of the footings required more time then the contractor anticipated because the 18-inch footings were all below grade. Future Schedule In spite of the fact that we lost time in Phrase 3 we are substantially on target for the completion of this office building by March 1. Phase 4 includes the following activities, framing, drywalling, and installation of plumbing. If you have questions call me at 904-945-7213. Lilliana Stanton Project Manager United Contractors | [email protected] | 8370 Kinkaid Street | Jacksonville, FL 32210 | 904-945-7213 Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 9: Informal Reports 291 Communication Workshop: Mastering Team Writing Projects Best Practices for Writing in Teams Participating in group presentations and collaborating on written reports will help you develop the kinds of teamwork skills that employers prize. Although sometimes frustrating, team projects can be highly successful and rewarding when members follow best practices such as those presented here. Preparing to Work Together Before beginning the project, meet as a team and establish roles and ground rules by doing the following: ● Select a team leader to coordinate and manage the project. ● Choose a recorder to write and distribute the ground rules and take notes on each meeting’s accomplishments. ● Decide whether your team will be governed by consensus (everyone must agree) or by majority rule. ● Compare team members’ schedules, gather contact information, and agree on meeting times. ● Decide how to involve collaborators who miss a meeting. ● Discuss the value of sharing diverging opinions. When multiple viewpoints are shared, a better product results. Talk openly about conflict and how it should focus on issues, not on people. ● Discuss how to deal with members who do miss deadlines or fail to do their part; in a team charter, determine a scale of steps ranging from written censure to specific penalties. Planning the Document Once you have established ground rules, you are ready to discuss the project and resulting document. ● Establish the document’s specific purpose and identify the main issues involved. ● Discuss the audience(s) for the document and what appeal would help it achieve its purpose. ● Write a detailed outline of the report. What parts will be assigned to each team member? What graphics and visuals are needed? ● Develop a work plan. Set deadlines for submitting the early drafts, for integrating the parts into one document, and for proofreading the final draft. ● Decide what fonts and format you will use in the final document. Will the report need a cover sheet, a table of contents, or a list of citations? Collecting Information ● As a group, brainstorm ideas for gathering relevant information. ● Establish deadlines for collecting information from secondary and primary sources. ● Discuss ways to ensure the accuracy and currency of the information collected. Organizing, Writing, and Revising As the project progresses, your team may wish to modify some of its earlier decisions. ● Review the proposed outline and adjust if necessary. ● Share the first drafts and have all members review them. Make sure all writers are using the same format, heading styles, and font sizes. ● Appoint the strongest writer to integrate all the parts, striving for a consistent voice. The report should read as if it were written by one person. Editing and Evaluating ● Review the document’s overall design, format, and heading levels. Is the report organized so that it is easy to follow? ● Although all members should review and suggest edits to the final document, assign a strong writer to copyedit the report for grammar and punctuation correctness and consistency. ● Evaluate the final document. Discuss whether it fulfills its purpose and meets the needs of the audience. Using Online Collaboration Tools Consider using Google Docs or another document management and editing tool. Some writers prefer to create drafts in Microsoft Word and use the Track Changes feature to gather comments from multiple readers. Search online or ask educators and project managers what document-sharing platforms they prefer. Career Application. Select a topic from the suggested activities in this chapter or from Report Topics at www .cengage.com. Assume that you are preparing the report as a team project. If you are working on a long report, your instructor may ask you to prepare individual progress reports as you develop your topic. Your Task ● Form a team of two to five members, and prepare to work together by following the suggestions in this workshop. ● Plan your report by establishing its purpose, analyzing the audience, writing a detailed outline, developing a work plan, and deciding how you want the final document to look. ● Collect information, organize it, and write the first draft. ● Offer to proofread and comment on the drafts of team members. Your instructor may assign grades not only for the final report but also for team effectiveness and your individual contribution, as evaluated by fellow team members. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Proposals and Formal Reports Ch a p te r 10 10-1 Crafting Winning Business Proposals Proposals can mean life or death for an organization. Why are they so important? Let’s begin by defining what they are. A proposal is a written offer to solve a problem, provide a service, pitch a project, or sell equipment. A well-written proposal can generate billion-dollar contracts for big companies. The public-private partnership of space agency NASA with aerospace manufacturer SpaceX may be the most prominent example. People running smaller businesses—such as electricians, contractors, plumbers, and interior designers—also rely on proposals to sell their services and products. Equally dependent on proposals are many nonprofit organizations whose funding hinges on successful grant proposals. 10-1a Types of Business Proposals Some business proposals are brief; some are lengthy and complex. A proposal recipient could be a manager inside your company or a potential client outside your company. All types of proposals share two significant characteristics: (a) they use easy-to-understand language, and (b) they show the value and benefits of the product or service being recommended. Proposals may be classified as (a) informal or formal, (b) internal or external, and (c) solicited or unsolicited. Learning Outcomes After studying this chapter, you should be able to do the following: 1 Explain the purpose of informal and formal proposals and their basic components. 2 Outline the steps in the process of writing formal business reports. 3 Describe primary and secondary research and how to evaluate its credibility. 4 Discuss the importance and methods of ethically documenting information from business report sources. 5 Incorporate meaningful visual aids and graphics in business reports. 6 Identify the components of typical formal business reports. 292 Fizkes/Shutterstock.com Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 293 Informal or Formal. Informal proposals are short reports, often formatted as memos or letters. Proposal sections can vary, but an informal proposal might include the following parts: (a) an introduction or description of the problem, (b) pertinent background information or a statement of need, (c) the proposal benefits and schedule for completion, (d) the staffing requirements, (e) a budget analysis, and (f) a conclusion that may include an authorization request. Model Document 10.1 illustrates an informal letter proposal to a Nebraska dentist who sought to improve patient satisfaction. The research company submitting the proposal describes the benefits of a patient survey to gather data about the level of patient satisfaction. As you can see, the proposal contains the basic components of an informal proposal. Formal proposals differ from informal proposals not in style but in size and format. Formal proposals respond to big projects and may range from 5 to 200 or more pages. In addition to the six basic parts of informal proposals, formal proposals may contain some or all of these additional parts: (a) a copy of a request for proposal (RFP), (b) a letter of transmittal, (c) an abstract or executive summary, (d) a title page, (e) a table of contents, (f) a list of figures, and (g) an appendix. Figure 10.1 shows the typical sections included in informal and formal proposals. Internal or External. Proposal writers may submit internal proposals to management when they see benefits in changing a company policy, purchasing equipment, or adding new products and services. A company decision maker will review the proposal and accept or reject the idea. Internal proposals may resemble justification and recommendation reports, as discussed in Chapter 9. Most proposals, however, are external and addressed to clients and customers outside the company. An external sales proposal to a client would show how the company’s goods or services would solve a problem or benefit the client. Another type of external proposal is a grant proposal, written to obtain funding from agencies that support worthwhile causes. The Robert Wood Johnson Foundation, for example, receives many funding requests in the form of grant proposals from organizations seeking support for their research and charitable causes. The accompanying Workplace in Focus describes some of the foundation’s current support goals. Learning Outcome 1 Explain the purpose of informal and formal proposals and their basic components. Figure 10.1 Components of Informal and Formal Proposals Copy of RFP (optional) Letter of transmittal Abstract or executive summary Introduction Background, problem, purpose Proposal, plan, schedule Staffing Budget Authorization Title page Table of contents List of illustrations Introduction Background, problem, purpose Proposal, plan, schedule Staffing Budget Authorization Appendix Informal Proposals Formal Proposals Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

294 Chapter 10: Proposals and Formal Reports Solicited (RFP) or Unsolicited. When government organizations or businesses have a specific need, they prepare a request for proposal (RFP), a document that specifies their requirements. A solicited proposal is the response to an RFP. Government agencies as well as private businesses use RFPs to invite competitive bids from vendors. RFPs ensure that bids are comparable and that funds are awarded fairly, using consistent criteria. For example, the California city of Hermosa Beach was seeking bids for an audiovisual system for its city council chambers. Its RFP included details of how and when the application should be made.2 Companies responding to requests for proposals are careful to follow the RFP instructions explicitly, which might include following a specific proposal format. Enterprising companies looking for work or special challenges might submit unsolicited proposals, that is, bids that had not been explicitly requested. For instance, the Center for the Advancement of Science in Space (CASIS), which runs the International Space Station U.S. National Laboratory, continuously accepts innovative unsolicited proposals to develop groundbreaking technologies and products.3 Both large and small companies are likely to use RFPs to solicit bids on their projects, so that the businesses can compare prices from various bidders. They also want the legal protection offered by proposals, which are considered legal contracts. When writing proposals, remember that they must be persuasive, not merely mechanical descriptions of what you can do. Like the persuasive sales messages discussed in Chapter 8, effective proposals must (a) get the reader’s attention, (b) emphasize how the proposed methods and products will benefit the reader, (c) showcase the bidding firm’s expertise and build credibility, and (d) present ideas clearly and logically, making it easy for the reader to understand. 10-1b Components of Informal Proposals Informal proposals may be presented in manuscript format (usually no more than ten pages) with a cover page, or they may take the form of short (two- to four-page) letters. Sometimes called letter proposals, they usually contain six principal components: introduction, background, proposal, staffing, budget, and authorization. As you can see in Figure 10.1, both informal and formal proposals contain these six basic parts. The titles, or headings, of the components of informal proposals may vary, but the goals of the components are standard. Each of the following components of a typical informal proposal serves a purpose and contributes to its overall success. Introduction. Most proposals begin with a brief explanation of the reasons for the proposal and then highlight the writer’s qualifications. To make an introduction more persuasive, strive to provide a hook, such as the following: ■ Hint at extraordinary results with details to be revealed shortly. For more than four decades, the Robert Wood Johnson Foundation (RWJF) focused its philanthropy on community health and health care, true to its belief that all people deserve an equal opportunity to live healthier lives. More recently the foundation pivoted to explicitly advancing racial equity and social justice. RWJF solicited proposals for research showing how bold national, state, and local policies could improve health access, racial equity, and well-being for communities of color. Nonprofit organizations were invited to submit research projects to compete for a share of $2 million in funding.1 What skills do you Facebook think a grant proposal writer must have? “When it comes to proposal formatting, it’s better to follow traditions than to think outside the box. Sponsors are used to seeing key information structured in a specific way. Tinkering with it will just cause confusion.”4 Sylvia Moses, graphic designer, workamajig.com Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 295 ■ Promise low costs or speedy results. ■ Mention a remarkable resource (e.g., well-known authority, new computer program, well-trained staff) available exclusively to you. ■ Identify a serious problem (worry item) and promise a solution, to be explained later. ■ Specify a key issue or benefit that you feel is the heart of the proposal. Before writing the proposal shown in Model Document 10.1, Antoine Gibson analyzed the request of Nebraska dentist Caroline Foley and decided that she was most interested in improving service to her patients. However, Antoine did not hit on this hook until he had written a first draft and had come back to it later. It’s not a bad idea to put off writing the proposal introduction until after you have completed other parts. In longer proposals the introduction also describes the scope and limitations of the project, as well as outlining the organization of the material to come. Background, Problem, and Purpose. The background section identifies the problem and discusses the goals or purposes of the project. In an unsolicited proposal, your goal is to convince the reader that a problem exists. Therefore, you must present the problem in detail, discussing such factors as revenue losses, failure to comply with government regulations, or decreased customer satisfaction. In a solicited proposal, your aim is to persuade the reader that you understand the problem completely and that you have a realistic solution. If responding to an RFP, follow its requirements precisely and use the soliciting company’s language in your description of the problem. For example, if the RFP asks for the design of a maintenance program for wireless communication equipment, don’t call it a customer service program for wireless products. The background section might include segments titled Statement of Need, Basic Requirements, Most Critical Tasks, or Important Secondary Problems. Proposal, Plan, and Schedule. In the proposal section itself, you would explain your plan for solving the problem. In some proposals this is tricky because you want to disclose enough of your plan to secure the contract, without giving away so much information that your services will not be needed. Without specifics, though, your proposal has little chance, so you must decide how much to reveal. The proposal section often includes an implementation plan. If research is involved, state what methods you will use to gather the data. Remember to be persuasive by showing how your methods and products will benefit the reader. For example, show how the initial investment will pay off later. The proposal might even promise specific deliverables—tangible things your project will produce for the customer. A proposal deliverable might be a new Web design or a digital marketing plan. To add credibility, also specify how the project will be managed and how its progress will be audited. Most writers also include a schedule or timetable of activities showing the proposal’s benchmarks for completion. Staffing. The staffing section of a proposal describes the qualifications of the team that will complete the work as well as the credentials and expertise of the project leaders. In other words, this section introduces all participating staff members and their qualifications. This section is a good place to endorse and promote your staff. The client sees that qualified people will be on board to implement the project. Although full résumés might be attached to a proposal, busy decision makers will appreciate a summary highlighting the credentials of the key players. Each summary might describe that person’s expertise, certifications, and a few examples of experience on similar projects.5 Budget. A central item in most proposals is the budget, a list of proposed project costs. You need to prepare this section carefully because it represents a contract; you cannot raise the project costs later—even if your costs increase. “My years at the United Nations made me the Grand Mistress of report writing. We wrote daily, weekly, monthly and annual reports. A couple of years in the UN and you can write reports in your sleep. Because I cared so deeply about the people I was writing about, I wanted to be sure the people in Kabul or New York who read my reports were paying attention. So I taught myself to tell a good story in every report. People pay attention and keep reading for a good story.”6 Marianne Elliott, New Zealand-based author and human rights advocate Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

296 Chapter 10: Proposals and Formal Reports Model Document 10.1 Informal Letter Proposal Grabs attention with hook that focuses on key benefit Identifies four purposes of survey Describes procedure for solving problem or achieving goals May 27, 2022 Caroline Foley, DDS 7880 Cobblestone Street Lincoln, NE 68506 Dear Dr. Foley: Understanding the views of your patients is the key to meeting their needs. CorePoll Research is pleased to propose a plan to help you become even more successful by learning what patients expect of your practice, so that you can improve your services. Background and Goals We know that you have been incorporating a total quality management system in your practice. Although you have every reason to believe that your patients are pleased with your services, you may want to give them an opportunity to discuss what they like and possibly don’t like about your office. Specifically, your purposes are to survey your patients to (a) determine the level of their satisfaction with you and your staff, (b) elicit their suggestions for improvement, (c) learn more about how they discovered you, and (d) compare your preferred and standard patients. Proposed Plan On the basis of our experience in conducting many local and national customer satisfaction surveys, CorePoll proposes the following plan: Survey. We will develop a short but thorough questionnaire probing the data you desire. Although the survey instrument will include both open-ended and close-ended questions, it will concentrate on the latter. Close-ended questions enable respondents to answer easily; they also facilitate systematic data analysis. The questionnaire will gauge patients’ views of courtesy, professionalism, billing accuracy, friendliness, and waiting time. After you approve it, the questionnaire will be sent to a carefully selected sample of 300 patients whom you have separated into groupings of preferred and standard. Analysis. Survey data will be analyzed by demographic segments, such as patient type, age, and gender. Using state-of-the art statistical tools, our team of seasoned experts will study (a) satisfaction levels, (b) the reasons for satisfaction or dissatisfaction, and (c) the responses of your preferred compared to standard patients. Moreover, our team will give you specific suggestions for making patient visits more pleasant. Report. You will receive a final report with the key findings clearly spelled out, Dr. Foley. Our expert staff will draw conclusions based on the results. The report will include tables summarizing all responses, divided into preferred and standard clients. Uses opening paragraph in place of introduction Announces heart of proposal Divides total plan into logical segments for easy reading 6300 O Street Lincoln, NE 68510 (402) 747-6300 www.corepoll.com In the proposal shown in Model Document 10.1, Antoine Gibson decided to justify the budget for his firm’s patient satisfaction survey by itemizing the costs. Whether the costs in a proposal are itemized or presented as a lump sum depends on the reader’s needs and the proposal’s objectives. Conclusion and Authorization. The closing section should remind the reader of the proposal’s key benefits and make it easy for the reader to respond. It might also include a project completion date as well as a deadline beyond which the proposal offer will no longer be in effect. Writers of informal proposals often refer to this as a request for approval or authorization. The conclusion of the proposal in Model Document 10.1 states a key benefit as well as a deadline for approval. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 297 10-2 Preparing Formal Business Reports A formal report may be defined as a document in which a writer analyzes findings, draws conclusions, and makes recommendations intended to solve a problem. Formal business reports are similar to formal proposals in length, organization, and tone. Instead of making an offer, however, formal reports are the product of thorough investigation and analysis. They present ordered information to decision makers in business, industry, government, and education. Informal and formal business reports have similar components, as shown in Figure 10.2, but, as might be expected, formal reports have more sections. Learning Outcome 2 Outline the steps in the process of writing formal business reports. Model Document 10.1 Continued Uses pasttense verbs to show that work has already started on the project Builds credibility by describing outstanding staff and facilities Closes by repeating key qualifications and main benefits Provides deadline Includes second-page heading Promotes credentials and expertise of key people Itemizes costs carefully because a proposal is a contract offer Makes response easy Dr. Caroline Foley Schedule. With your approval, the following schedule has been arranged for your patient satisfaction survey: Questionnaire development and mailing August 2–6 Deadline for returning questionnaire August 16 Data tabulation and processing August 16–18 Completion of final report September 3 Staffing CorePoll is a nationally recognized, experienced research consulting firm specializing in survey investigation. I have assigned your customer satisfaction survey to Joel Palmer, PhD, our director of research. Dr. Palmer was trained at Emory University and has successfully supervised our research program for the past nine years. Before joining CorePoll, he was a marketing analyst with T-Mobile. Assisting Dr. Palmer will be a team headed by Elizabeth Avila, our vice president for operations. Ms. Avila earned a BS degree in computer science and an MA degree in marketing from the University of Florida. She supervises our computer-aided telephone interviewing (CAT) system and manages our 30-person professional staff. Budget Professional and administrative time Questionnaire development 3 $175/hr. $525 Questionnaire mailing 4 50/hr. 200 Data processing and tabulation 12 50/hr. 600 Analysis of findings 15 175/hr. 2,625 Preparation of final report 5 175/hr. 875 Mailing costs 300 copies of questionnaire 150 Postage and envelopes 300 Total costs $5,275 Authorization We are convinced, Dr. Foley, that our professionally designed and administered patient satisfaction survey will enhance your practice. CorePoll Research can have specific results for you by September 2 if you sign the enclosed duplicate copy of this letter and return it to us with a retainer of $2,500 so that we may begin developing your survey immediately. The rates in this offer are in effect only until October 1. Sincerely, Antoine Gibson Senior Researcher Enclosure Page 2 May 27, 2022 Estimated Hours Rate Total Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

298 Chapter 10: Proposals and Formal Reports Figure 10.2 Components of Informal and Formal Reports Cover Title page Letter of transmittal Introduction Body Conclusions Recommendations (if requested) Budget (if applicable) Authorization Table of contents List of illustrations Executive summary Introduction Body Conclusions Recommendations (if requested) Budget (if applicable) Appendix References Informal Business Reports Formal Business Reports 10-2a Steps to Follow in Writing Formal Business Reports Writing a formal report is a difficult task. It requires planning, researching, and organizing. Because this is a complex process, writers are most successful when they follow specific steps, as outlined in the following sections. Determine the Purpose and Scope of the Report. Like proposals and informal reports, formal reports begin with a purpose statement. Preparing a written purpose statement is helpful because it defines the focus of the report and provides a standard that keeps the project on target. Study the following purpose statement and notice the use of action words (adding, writing, and establishing): Simple purpose statement: To recommend adding three positions to our sales team, writing a job description for the sales team leader, and establishing recruitment guidelines for sales team hiring. Next you will need to determine the scope of the report. The scope statement prepares the audience by clearly defining which problem or problems will be researched and analyzed. As part of the scope statement, the limitations further narrow the subject by focusing on constraints or exclusions. You might consider these questions: How much time do I have to complete the report? How accessible is the data I need? How thorough should my research be, and what boundaries will help me limit the scope of this report? If interviews or surveys are appropriate, how many people should I contact, and what questions should I ask? Anticipate the Needs of the Audience. Your goal is to present key findings that are relevant to your audience. Keep in mind that the audience may or may not be familiar with the topic. If you were reporting to a targeted audience of human resources managers, the following facts gathered from an employee survey would be considered relevant: According to the company survey completed by 425 of our 515 employees, 72 percent of employees are currently happy with their health benefits package. Decide on a Work Plan and Appropriate Research Methods. A work plan is a tentative schedule that guides the investigation. This plan includes a clear problem statement, Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 299 a purpose statement, and a description of the research methods to be used. A good work plan also involves a tentative outline of the report’s major sections and a logical work schedule for completion of major tasks, as illustrated in Model Document 10.2. Conduct Research Using Primary and Secondary Sources. Formal report writers conduct most of their research using secondary sources—that is, information that has been previously compiled, analyzed, and, in most cases, published. Books and e-books, Model Document 10.2 Work Plan for a Formal Report Defines purpose, scope, limits, and significance of report Describes primary and secondary data Factors problem into manageable chunks Estimates time needed to complete report tasks WORK PLAN FOR LEE JEANS ONE TRUE FIT LINE Statement of Problem. Many women between the ages of 18 and 34 have trouble finding jeans that fit. Lee Jeans hopes to remedy that situation with its One True Fit line. We want to demonstrate to Lee that we can create a word-of-mouth campaign that will help it reach its target audience. Statement of Purpose. The purpose of this report is to secure an advertising contract from Lee Jeans. We will examine published accounts about the jeans industry and Lee Jeans in particular. In addition, we will examine published results of Lee’s current marketing strategy. We will conduct focus groups of women in our company to generate campaign strategies for our pilot study of 100 BzzAgents. The report will persuade Lee Jeans that word-of-mouth advertising is an effective strategy to reach women in this demographic group and that advertising contract with Lee Jeans would help our company grow significantly in size and stature. Research Strategy (Sources and Methods of Data Collection) We will gather information about Lee Jeans and the product line by examining published marketing data and conducting focus group surveys of our employees. In addition, we will gather data about the added value of word-of-mouth advertising by examining published accounts and interpreting data from previous marketing campaigns, particularly those targeted toward similar age groups. Finally, we will conduct a pilot study of 100 BzzAgents in the target demographic. Tentative Outline I. How effectively has Lee Jeans marketed to the target population? A. Historically, who has bought Lee Jeans products? How often? Where? B. How effective are the current marketing strategies for the One True Fit line? II. Is this product a good fit for our marketing strategy and our company? A. What are the reactions of our staff and sample survey? B. How well does our pool of BzzAgents correspond to the target demo graphic in terms of age and geographic distribution? III. Why should Lee Jeans engage BzzAgent to advertise its One True Fit line? A. What are the benefits of word of mouth in general and for this demo-graphic in particular? B. What previous campaigns have we engaged in that demonstrate our company’s credibility? Work Schedule Investigate the current marketing strategy of One True Fit July 15–25 Test product using focus groups July 15–22 Create campaign materials for BzzAgents July 18–31 Run a pilot test with a selected pool of 100 BzzAgents August 1–21 Evaluate and interpret findings August 22–25 Compose draft of report August 26–28 Revise draft August 28–30 Submit final report September 1 Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

300 Chapter 10: Proposals and Formal Reports news and scholarly articles, podcasts, videos, correspondence, and annual reports are examples of secondary sources. In contrast, writers may conduct some of their research using primary sources—information and data they gather themselves from firsthand experience. Interviews, observations, surveys, questionnaires, and meetings are examples of primary research. Research methods are discussed later in this chapter in the section Collecting Information Through Primary and Secondary Research. Organize, Analyze, and Draw Conclusions. Formal report writers should organize their information logically and base their recommendations on solid facts to impress decision makers. They should analyze the findings and make sure they are relevant to the report’s purpose. When organizing your ideas, arrange your main topics and subtopics into an outline as shown in Model Document 10.3. As you sort through your information, decide what information is substantiated and credible. Give readers only the information they need. Then assemble that information using one of the strategies shown in Figure 10.3. For example, if a company wants to design its own online surveys, management may request a report that compares the best survey software solutions. In this case, the compare/contrast strategy helps the report writer organize the data and compare the features and costs of each survey tool. Conclude the report by summarizing your findings, drawing conclusions, and making recommendations. The way you conclude depends on the purpose of your Model Document 10.3 Outline Format FORMS OF BUSINESS OWNERSHIP I. Sole proprietorship II. Partnership A. Advantages of sole proprietorship A. Advantages of partnership B. Disadvantages of partnership B. Disadvantages of sole proprietorship 1. Minimal capital requirements 2. Control by owner 1. Access to capital 2. Management talent 3. Ease of formation 1. Unlimited liability 2. Limited management talent 1. Unlimited liability 2. Personality conf licts Figure 10.3 Strategies for Organizing Report Findings Strategy Type Data Arrangement Useful Application Chronological Arrange information in a time sequence to show history or development of topic. Useful in showing time relationships, such as five-year profit figures or a series of events leading to a problem Geographical Organize information by geographic regions or locations. Appropriate for topics that are easily divided into locations, such as East Coast, Northwest, etc. Topic/Function Arrange by topics or functions. May use a prescribed, conventional format. Works well for topics with established categories or for recurring reports Compare/Contrast Present problem and show alternative solutions. Use consistent criteria. Show how the solutions are similar and different. Best used for “before and after” scenarios or when comparing alternatives Importance Arrange from least to most important, lowest to highest priority, or lowest to highest value, etc. Appropriate when persuading the audience to take a specific action or change a belief Simple/Complex Proceed from simple to more complex concepts or topics. Useful for technical or abstract topics Best Case/Worst Case Describe the best and the worst possible scenarios. Useful when dramatic effect is needed to achieve results; helpful when audience is uninterested or uninformed Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 301 report and what the reader needs. A well-organized report with conclusions based on solid data will impress management and other decision makers. Design Graphics to Clarify the Report’s Message. Presenting numerical or quantitative data visually helps your reader understand information readily. Trends, comparisons, and cycles are easier to comprehend when they are expressed graphically. These visual elements in reports draw attention, add interest, and often help readers grasp information quickly. Visuals include drawings, graphs, maps, charts, photographs, and tables. This topic is covered in more depth in the section Incorporating Meaningful Visual Aids and Graphics later in this chapter. 10-2b Reviewing and Editing Formal Business Reports The final step in preparing a formal business report involves editing and proofreading. Because the reader is the one who determines the report’s success, review the report as if you were the intended audience. Pay particular attention to the following elements: ■ Format. Look at the report’s format and assess the report’s visual appeal. ■ Consistency. Review the report for consistency in margins, page numbers, indents, line spacing, and font style. ■ Graphics. Make sure all graphics have meaningful titles, are clear, and are placed in the report near the words that describe them. ■ Heading levels. Check the heading levels for consistency in font style and placement. Headings and subheadings should be meaningful and help the reader follow the report’s logic. ■ Accuracy. Review the content for accuracy and clarity. Make sure all facts are documented. ■ Mechanics. Correct all grammar, punctuation, capitalization, and usage errors. Such errors could damage your credibility and might cause the reader to mistrust the report’s content. 10-3 Conducting Primary and Secondary Research Research is one of the most important steps in writing a business report. Research may be defined as the methodical search for information relevant to the report topic. As we have seen, research is usually divided into two categories. Primary research is the act of generating or gathering firsthand data, say, by conducting interviews, surveys, or systematic observation. Secondary research involves the use of existing data that result from reading what others have published, experienced, or observed. As you begin collecting data, you will answer questions about your objectives and audience: Will your readers need a lot of background information? Will they value or trust statistics, case studies, or expert opinions? Will they want to see data from interviews or surveys? 10-3a Collecting Information Through Secondary Research Instead of collecting and analyzing primary data, most report writers begin with secondary research. With the sheer volume and breadth of data publicly available today, you are likely to find that something has already been written about your topic. Why reinvent the wheel? Learning Outcome 3 Describe primary and secondary research and how to evaluate its credibility. “Primary research, sometimes referred to as ‘field research,’ is the collection and analysis of information and data that is not already available. . . . Secondary research, or ‘desk research,’ is the synthesis of information and data that has already been collected. Journals, books, import and export data, production data, and government statistics and censuses are all examples of secondary research.”7 Olivia Hutchinson, consultant, worldwide marketing firm, Euromonitor International Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

302 Chapter 10: Proposals and Formal Reports Reviewing secondary sources can save time and effort because typically the data have already been organized and stored in an electronic format. But where to begin? Following is information about the most valuable secondary resources, including library databases, books, periodicals, and encyclopedias. Library Databases. Most writers conducting secondary research quickly turn to library databases because they are fast and easy to use. You can use your computer to conduct detailed searches without ever leaving your office, home, or dorm room. A database is a collection of searchable information stored digitally so that it is accessible by computer or mobile devices. Libraries subscribe to databases that provide bibliographic information (titles of documents and brief abstracts) and links to full-text documents. Databases accessed through libraries contain a rich array of magazine, newspaper, and journal articles, as well as newsletters, business reports, company profiles, government data, reviews, and directories. The databases most useful to business writers are ABI/INFORM Complete Collection (ProQuest), Business Source Premier (EBSCO), JSTOR, Factiva (Dow Jones), and Google Scholar. Many more databases exist. Figure 10.4 shows screenshots of ABI/INFORM and EBSCO search results. Books and E-Books. Print and e-books provide excellent historical, in-depth data. Check the book’s table of contents or index to find information relevant to your project. You may also find helpful citations to other resources in the book’s bibliography. Although books can become swiftly outdated, they provide a broad background. By the way, if you are an infrequent library user, begin your research by talking with a reference librarian about your project. Librarians won’t do your research for you, but they will steer you in the right direction. Many librarians help you understand their computer, cataloging, and retrieval systems by providing advice, brochures, handouts, and workshops. As one wise person observed, “Google can bring you back 100,000 answers; a librarian can bring you back the right one.”9 Periodicals. Publications that are produced on a set schedule are called periodicals. Three kinds of periodicals may be helpful in your research: ■ Scholarly journals publish peer-reviewed articles usually written by academics, experts, or researchers. The in-depth articles are likely to be scientifically valid, contain original research, and reach reasonable conclusions. Examples include The Journal of Business and Professional Communication, Journal of Management, and Technology and Culture. ■ Trade publications offer practical articles written to appeal to individuals interested in a specific trade or industry. Examples include Advertising Age, Beverage and Industry, and Women’s Wear Daily. Although trade publication articles are not peerreviewed, they provide specialized information that may not be available elsewhere. ■ Newspapers, magazines, and other popular periodicals include, for example, The Wall Street Journal, Bloomberg Businessweek, and Money. Their primary purpose is to produce a profit, entertain, persuade, or inform the general public. Newspapers and magazines are excellent for upto-date information on current events and for opinion pieces. However, like trade publications, articles in popular periodicals are not peerreviewed. Therefore, they must be cited cautiously in reports. In conducting digital research, one must be selective, guarding against distractions and information overload. Marekuliasz/Shutterstock.com “In the nonstop tsunami of global information, librarians provide us with floaties and teach us to swim.”8 Linton Weeks, national correspondent, NPR Digital News Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 303 Figure 10.4 Library Database Search Result Business Source Premier (EBSCO) provides full text for more than 2,300 periodicals, including 1,100 peer-reviewed journals. ABI/INFORM (ProQuest) indexes more than 6,800 journals and features more than 5,510 full-text documents about business topics. Users can access newspapers, magazines, reports, dissertations, book reviews, scholarly journals, and trade publications. Figure 10.4 shows that the search terms solar energy and energy efficiency brought up 203 full-text, peer-reviewed search results in EBSCO and only 26 full-text, peer-reviewed search results in ABI/ INFORM after a more focused search. When retrieving too many results, savvy researchers further narrow their search to retrieve a more manageable number. 10-3b Searching the Internet Finding what you are seeking on the Internet is hopeless without powerful search tools such as browsers and search engines. When you enter a search term, you usually do so in a browser such as (Google) Chrome, (Mozilla) Firefox, (Apple) Safari, or (Microsoft) Edge. A browser is a software application that connects to servers and displays their webpages. When you enter keywords or search terms into a browser, a search engine scans hundreds of millions of webpages to locate the desired content. Some of the best-known search engines are Google, Bing, Baidu, and DuckDuckGo. Web Search Tools. Using your keywords, a search engine sends out software robots, known as spiders or crawlers, to locate the requested content. These bots scour the Web searching for documents, images, videos, PDFs, and other files. The search engine then sorts and organizes the content and ranks it from most to least relevant. Your Web browser allows you to see the results of this search. Most search engines list the results Source: EBSCO Publishing Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

304 Chapter 10: Proposals and Formal Reports Figure 10.5 Useful Internet Search Techniques DEFINE YOUR SEARCH QUESTION Frame your search in a question, for example: is it economic to go green in constructing an apartment complex? USE NATURAL LANGUAGE Al helps search engines understand questions as people speak them: what is the ROI for going green in constructing an apartment complex? BOOKMARK USEFUL REFERENCES Even if you aren’t sure you will use it, bookmark anything that just might be helpful. Removing a bookmark is easy, but tracking down a lost reference is maddening. CHOOSE EFFECTIVE KEYWORDS Distill your topic into four to five words, for example: green building, net-zero homes, ecofriendly construction, LEED certification, sustainability cost TRY SCHOLARLY WEB SEARCHES Focus and limit your search with Google Scholar and Google Advanced Search for more nuanced results. TRY BOOLEAN OPERATORS AND – green building AND ROI OR – green building OR sustainability NOT – green construction NOT color Near – green building NEAR costs (target word is to close to another) PUT QUOTES AROUND KEYWORDS Send the search engine straight to an exact match. Avoid marginal, irrelevant hits. “LEED certification” “net-zero homes” KEEP TRYING If you get no hits, check your spelling. Ensure your Boolean operators are used correctly. Try synonyms. If you get too many hits, try to be more specific. Use many keywords. based on how frequently users access them. Therefore, you shouldn’t just rely on the links on top of the first browser page. To get the most from Google, try the Advanced search feature. It resembles the query fields in research databases and allows you to narrow your searches more effectively than you can when you rely on a simple search and thus obtain only the most popular results that Google displays first. Internet Search Strategies and Techniques. To use Google casually to find a restaurant menu or trivia answers is easy. However, using the Internet to find factual, rigorous, reliable data requires skill. Figure 10.5 outlines several effective search techniques. Wikipedia and Other Encyclopedias. College-level research requires you to use general encyclopedia information only as a starting point for more in-depth research. That means you will not cite nor copy from Wikipedia, general encyclopedias, search engines, or similar reference works in your writing. Because most online encyclopedias are crowdsourced, their information is too uneven in quality and too general. However, these information-packed sites often provide their own references (bibliographies) that you can employ in your research. Locate the original sources of information rather than condensed reference articles. Both the American Psychological Association (APA) and the Modern Language Association (MLA) encourage the use of original source material. 10-3c Evaluating the Credibility of Internet Sources Most Internet users tend to assume that any information located by a search engine has somehow been evaluated as part of a valid selection process. Wrong! Unlike librarybased research, information at many sites has not undergone the editing or scrutiny of scholarly publication procedures. Anyone can publish anything, truthful or not. That’s what makes the Internet treacherous. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 305 Information on the Internet is much less reliable than information from traditional sources. Blogs and discussion forum entries illustrate this problem. They change constantly and may disappear fast, so that your source can’t be verified. Many don’t provide any references, or they list sources that are either obscure or suspect. Academic researchers prefer lasting, scholarly sources. To use the Internet meaningfully, you must scrutinize the information you find and check who authored and published it. The Communication Workshop at the end of this chapter provides a comprehensive list of questions to ask when checking the currency, authority, content, and accuracy of a website. 10-3d Conducting Primary Research As we have seen, most writers of workplace and academic reports begin their investigation with secondary research. However, problems that require current information often make primary, firsthand data necessary. If, for example, management wants to discover the cause of increased employee turnover in its Seattle office, it might investigate employment trends in Seattle, prepare an employee survey about job satisfaction, and interview management for another perspective. Writers typically generate primary data through surveys, interviews, observation, or experimentation. Surveys. A survey is a method of gathering information from a sample of people, usually with the goal of generalizing the results to a larger audience. Before developing new products, for example, companies often survey consumers to learn about their needs. Surveys help businesses stay attuned to employees, customers, and markets. By using surveys, researchers can gather information quickly and efficiently whether respondents are nearby or far away. Mailed or e-mailed surveys, of course, have disadvantages. Because most of us rank them with junk mail or spam, response rates may be low. Furthermore, respondents may not represent an accurate sample of the overall population, thus invalidating generalizations from the group. Let’s say, for example, that an insurance company sends out a questionnaire asking about provisions in a new policy. If only older people respond, the questionnaire data cannot be used to generalize what people in other age groups might think. If a survey is e-mailed, it may be overlooked and deleted without being read. A final problem with surveys has to do with truthfulness. Some respondents exaggerate their incomes or distort other socially desirable facts, thus causing the results to be unreliable. Nevertheless, surveys may be the best way to generate data for business and academic reports. In preparing surveys, consider these pointers: djile/Shutterstock.com Gathering and analyzing survey data for business reports has never been easier. One cloud-based tool has turned the task of conducting surveys into a lot of monkey business— literally. SurveyMonkey provides online templates and easy methodologies so that anyone can create a survey and get results quickly. Yet it’s so powerful that more than 20 million people around the world, including 99 percent of the Fortune 500 companies, have used it to gather survey-related information. One human resources manager said that the “360 degree feedback survey we created is sent to employees, managers, and even customers. The insights it provides are invaluable.”10 What other uses of surveys are commonly found in business? 1 Get access to over 100 expert templates and over 2,500 questions approved by survey scientists. Never wonder what to ask again. SurveyMonkey® Find more ways to sample your audience. Use our survey collectors to send out via email, mobile, chat, web, social media, and more. How It Works Products Examples Resources Plans & Pricing SIGN UP Getting answers to your questions is just the beginning. Extract and share actionable insights with your team so you can drive business forward. Design surveys with confidence 2 Reach the people that matter most 3 Maximize your data’s potential Copyright © 1999-2014 SurveyMonkey Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

306 Chapter 10: Proposals and Formal Reports ■ Choose the best media channel for your survey. Consider your time frame, budget, and goals in deciding how to do it. You could conduct your survey in person, by telephone, or online. Low-cost cloud-based applications such as SurveyMonkey can help you automate the collection of data. ■ Select the survey population carefully. Many surveys question a small group of people (a sample) and project the findings to a larger population. Let’s say that a survey of your class reveals that nearly everyone favors reusable, refillable water bottles to reduce plastic waste. Can you then say that all students on your campus (or in the nation) prefer refillable bottles? To be able to generalize from a survey, you need to make the sample large and varied enough to represent the larger population. Serious researchers use scientific sampling methods. ■ Prepare a cover letter or introductory paragraph explaining the survey purpose. Strive to show how the survey benefits the receiver or someone other than you. If appropriate, offer to send recipients a report of the findings. ■ Limit the number of questions. Resist the temptation to ask for too much. Request only information you will use. Don’t, for example, include demographic questions (income, gender, age, and so forth) unless the information is necessary to evaluate responses. ■ Use questions that produce quantifiable answers. Check-off, multiple-choice, yes–no, and/or rank-order (scale) questions, some of which are illustrated in Figure 10.6, provide quantifiable data that are easily tabulated. When questions elicit variable data, give interviewees a list of possible responses, as shown in item 4. ■ Avoid leading or ambiguous questions. The wording of a question can dramatically affect responses. When respondents were asked, “Are we spending too much, too little, or about the right amount on assistance to the poor?” 13 percent responded Too much. When the same respondents were asked, “Are we spending too much, too little, or about the right amount on welfare?” 44 percent responded Too much. Because words have different meanings for different people, strive to use objective language. Ask neutral, unbiased questions (Do CEOs earn too much, too little, or about the right amount?). ■ Make it easy for respondents to return the survey. Researchers often provide prepaid Figure 10.6 Preparing a Survey Using SurveyMonkey 1. What year are you? First year Sophomore Junior Senior 2. How many units are you carrying this semester? 6 or fewer units 17 or more units 3. Have you attended any events sponsored by your Student Activity Fee? Yes No 4. How should your student activity fee be spent? Please rank in order of importance to you, 1 being the most important. Lectures and special speakers on campus Fitness Center equipment and extended hours Entertainment events Diversity programs 5. When do you prefer entertainment events to be scheduled? Lunchtimes Late evening Early evening Weekends 6. Rank in level of importance the following entertainment events, 1 being most important. Movie nights Dances Karaoke Cultural events Musical and novelty performances Other 7. Indicate your position on the following alternatives. The current Student Activity fee should be reduced or eliminated. The current fee should be increased to support more and better student activities and events. The current fee is about right. 8. What would you like to see changed or improved in relation to the Student Activity fee? Thank you for helping the Student Activity Fee Allocation Committee decide how to distribute its funds. Agree Undecided Disagree Other (please specify) Support of clubs 7–10 units 11–16 units STUDENT ACTIVITY FEE ALLOCATION COMMITTEE SURVEY Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 307 self-addressed envelopes or business-reply envelopes. Survey software such as SurveyMonkey helps users develop simple, template-driven questions and allows respondents to take the survey online. Interviews. One of the best research tools is the interview. Interviews of subject experts can generate excellent information, particularly on topics about which little has been written. Consider both in-house and outside experts for business reports. Tapping these competent sources will call for in-person, telephone, or video interviews. To elicit the most useful data, try these techniques: ■ Locate an expert. Ask managers and individuals who are considered to be most knowledgeable in their fields. Check membership lists of professional organizations, and consult articles about the topic. Most people enjoy being experts or at least recommending them. You could also crowdsource your question on social media, that is, you could pose the query to your network to get referrals and tips from your contacts. ■ Prepare for the interview. Learn about the individual you will interview, and make sure you can pronounce the interviewee’s name. Research the background and terminology of the topic. Let’s say you are interviewing a corporate communication expert about producing an in-house newsletter. You ought to be familiar with terms such as font and software such as MS Publisher and InDesign or know about platforms such as Mailchimp or Constant Contact. In addition, be prepared by creating a list of questions that pinpoint your focus on the topic. Ask the interviewee if you may record the talk. Familiarize yourself with a reliable recording tool beforehand. ■ Maintain a professional attitude. Call or e-mail before the interview to confirm the arrangements, and then arrive on time, whether in person or by video call. Be prepared to take notes if your recorder fails (and remember to ask permission beforehand if you want to record). Use your body language to convey respect. ■ Make your questions objective and unbiased. Adopt a courteous and respectful attitude. Don’t get into a debating match with the interviewee, and don’t interrupt. Remember that you are there to listen, not to talk! Use open-ended questions to draw experts out. ■ Watch the time. Tell interviewees in advance how much time you expect to need for the interview. Don’t overstay your appointment. If your subjects ramble, gently try to draw them back to the topic; otherwise, you may run out of time before asking all your questions. ■ End graciously. Conclude the interview with a general question, such as Is there anything you would like to add? Express your appreciation, and ask permission to contact your interviewee later if you need to verify points. Observation and Experimentation. Some kinds of primary data can be obtained only through firsthand observation and investigation. If you decide you need observational data, then plan carefully what or whom to observe and how often those observations are necessary. For example, if you wanted to learn more about an organization’s live chat customer service, you would probably need to conduct an observation (along with interviews and perhaps even surveys). You would want to answer questions such as How long does a typical customer wait before a chat service rep responds? and How many chat sessions can a service rep handle in a given amount of time? To observe, arrive early enough to introduce yourself and set up any equipment. If you are recording, secure permissions beforehand. In addition, take notes, not only of the events or actions but also of the settings. Changes in environment, even the presence of an observer, often affect actions. Starbucks chief Howard Schultz long resisted surveys and sophisticated marketing research. Instead, he would visit 25 Starbucks locations a week to learn about his customers and Starbucks operations.11 Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

308 Chapter 10: Proposals and Formal Reports Experimentation produces data suggesting causes and effects. Informal experimentation might be as simple as a pretest and posttest in a college course. Did students learn in the course? Scientists and professional researchers undertake more formal experimentation. They control variables to test their effects. Assume, for example, that Hershey’s wants to test the hypothesis (a tentative assumption) that chocolate provides an emotional lift. An experiment testing the hypothesis would separate depressed people into two groups: the chocolate eaters (the experimental group) and the chocolate deprived (the control group). Such experiments are not done haphazardly, however. Valid experiments require sophisticated research designs with careful matching of control and experimental groups. 10-4 Documenting Information In writing business reports, you will often build on the ideas and words of others. In Western culture, whenever you borrow the ideas of others, you must give credit to your information sources. This is called documentation. 10-4a The Purposes of Documentation As a careful writer, you should take pains to document report data properly for the following reasons: ■ To strengthen your argument. Including good data from reputable sources will convince readers of your credibility and the logic of your reasoning. ■ To protect yourself against charges of plagiarism. Acknowledging your sources keeps you honest. Plagiarism, which is unethical and in some cases illegal, is the act of using others’ ideas without proper documentation. ■ To instruct the reader. Citing references enables readers to pursue a topic further and make use of the information themselves. ■ To save time. The world of business moves so quickly that words and ideas must often be borrowed—which is very acceptable when you give credit to your sources. 10-4b Intellectual Theft: Plagiarism Plagiarism of words or ideas is a serious offense and can lead to loss of a job. Famous historians, politicians, journalists, and even college professors have suffered grave consequences for copying from unnamed sources.13 Your instructor may use a commercial plagiarism detection service such as Turnitin, which cross-references much of the information on the Web, looking for documents with identical phrasing. The result, an “originality report,” shows the instructor whether students have been accurate and honest. You can avoid charges of plagiarism as well as add clarity to your work by knowing what to document and by developing good research habits. First, however, let’s consider the differences between business and academic writing with respect to documentation. 10-4c Academic Documentation and Business Practices In the academic world, documentation is critical. Especially in the humanities and sciences, students are taught to cite sources by using quotation marks, parenthetical citations, footnotes, and bibliographies. College term papers require full documentation to demonstrate that a student has become familiar with respected Learning Outcome 4 Discuss the importance and methods of ethically documenting information from business report sources. “Plagiarism reaches its full blown status as a moral problem and disciplinary (possibly expellable or fireable) offense when the plagiarist uses the other person’s uncited work for personal and professional gain—to earn credits or a college degree, to get ahead at work, to win a Pulitzer Prize, to sell a book or an article.”12 Pat McGuire, president, Trinity Washington University Rudiruzt/Shutterstock.com Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 309 sources and can cite them properly in developing an argument. Giving credit to the authors is extremely important. Students who plagiarize risk a failing grade in a class and even expulsion from school. In business, however, documentation and authorship are sometimes viewed differently. Business communicators on the job may find that much of what is written does not follow the standards they learned in school. In many instances individual authorship is unimportant. For example, employees may write for the signature of their bosses. The writer receives no credit. Similarly, teams turn out documents for which none of the team members receive individual credit. Internal business reports, which often include chunks of information from previous reports, also don’t give credit. Even information from outside sources may lack detailed documentation. However, if facts are questioned, business writers must be able to produce their source materials. Although both internal and external business reports are not as heavily documented as school assignments or term papers, business communication students are well advised to learn proper documentation methods. In the workplace, stealing the ideas of others and passing them off as one’s own can be corrosive to the business because it leads to resentment and worse. One writer suggests that in addition to causing businesses to lose the public’s trust, unethical practices undermine free markets and free trade.14 Moreover, copyright and trademark violations are criminal offenses and can lead to severe punishment. 10-4d What to Document When you write reports, especially in college, you are continually dealing with other people’s ideas. You are expected to conduct research, synthesize ideas, and build on the work of others. But you are also expected to give proper credit for borrowed material. To avoid plagiarism, you must give credit whenever you use the following:15 ■ Another person’s ideas, opinions, examples, or theory ■ Any facts, statistics, graphs, and drawings that are not common knowledge ■ Quotations of another person’s actual spoken or written words ■ Paraphrases of another person’s spoken or written words ■ Visuals, images, and any kind of electronic media Information that is common knowledge requires no documentation. For example, the statement The Wall Street Journal is a popular business newspaper would require no citation. Statements that are not common knowledge, however, must be documented. The following statement would require a citation because most people do not know this fact: Phoenix, Arizona, is the nation’s fastest-growing U.S. city with a population of 50,000 or more.16 More important, someone went to the trouble and expense of assembling this original work and now owns it. Cite sources for such proprietary information—in this case, statistics reported by a newspaper or magazine. Even if you summarize data in your own words, you must cite the source. 10-4e The Fine Art of Paraphrasing In writing reports and using the ideas of others, you will probably rely heavily on paraphrasing, which means restating an original passage in your own words and in your own style. To do a good job of paraphrasing, follow these steps: 1. Read the original material intently to comprehend its full meaning. 2. Write your own version without looking at the original. 3. Avoid repeating the grammatical structure of the original and merely replacing words with synonyms. 4. Reread the original to be sure you covered the main points but did not borrow specific language. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

310 Chapter 10: Proposals and Formal Reports To better understand the difference between plagiarizing and paraphrasing, study the following passages. Notice that the writer of the plagiarized version uses the same grammatical construction as the source and often merely replaces words with synonyms. Even the acceptable version, however, requires a reference to the source author. Source Once Web enterprises figured out their business models and how to securely process credit cards, clicks turned to dollars, forging some of the most powerful companies in the world, companies that have since become titans in distribution, media, and even space travel. 17 Plagiarized version When Web businesses finally developed their business models and learned how to safely transact credit cards online, they were able to convert clicks to big bucks and create many of the most successful enterprises in the world, enterprises that have become leaders in media, distribution, and even space exploration. (Evans, 2018) Acceptable paraphrase The ability to securely process credit cards online enabled Web entrepreneurs to convert clicks to profits, thus propelling the growth of many of today’s most successful enterprises in media, distribution, and even space exploration. (Evans, 2018) 10-4f When and How to Quote On occasion, you will want to use the exact words of a source, but beware of overusing quotations. Documents that contain pages of spliced-together quotations suggest that writers have few ideas of their own. Wise writers and speakers use direct quotations for three purposes only: ■ To provide objective background data and establish the severity of a problem as seen by experts ■ To repeat identical phrasing because of its precision, clarity, or aptness ■ To duplicate exact wording before criticizing When you must use a long quotation, try to summarize and introduce it in your own words. Readers want to know the gist of a quotation before they tackle it. For example, to introduce a quotation describing the impact of secure credit cards, you could precede the quotation with your words: In describing the explosive growth of online enterprises as a result of secure online credit cards, in her book Broad Band, Evans observed that. . . . To introduce quotations or paraphrases, use wording such as the following: According to Evans, . . . Evans argues that . . . In her book, Evans reported . . . Use quotation marks to enclose exact quotations, as shown in the following: The Internet, a “technology that began as a networked hypertext system for particle physicists,” writes Clare Evans, “became the world’s gossip page, multimedia art gallery, and library, in a feverish burst of cultural activity the likes of which the world has never seen” (2018, p. 204). 10-4g Citation Formats You can direct readers to your sources with parenthetical Visual society/Shutterstock.com notes inserted into the text and with bibliographies. The Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 311 most common citation formats are presented by the Modern Language Association (MLA), the American Psychological Association (APA), and the Chicago Manual of Style (CMS). Learn more about using MLA and APA formats in Appendix B. 10-5 Creating Meaningful Graphics Whether you are presenting a business report in person, in print, or digitally, you can create visual interest and clarify the data with meaningful graphics. If your report contains complex data and numbers, you may want to consider graphics such as tables and charts. By simplifying complex ideas and emphasizing key data, well-constructed graphics make key information easier to remember. However, the same data can be shown in many forms, for example, in a chart, table, or graph. The following guidelines will help you match the graphic with your objective and how to incorporate it into your report. 10-5a Matching Graphics and Objectives In developing the best graphics, you must decide what data you want to highlight and which graphics are most appropriate given your objectives. Tables? Bar charts? Pie charts? Line charts? Surface charts? Flowcharts? Organization charts? Pictures? Figure 10.7 summarizes appropriate uses for each type of graphic. The following sections discuss each type in more detail. Tables. Probably the most frequently used graphic in reports is the table. Because a table presents quantitative or verbal information in systematic columns and rows, it can clarify large quantities of data in small spaces. Although tables do not readily display trends, they enable you to effectively organize raw data collected from surveys or interviews. The following tips help will help you produce effective tables, one of which is shown in Figure 10.8. ■ Place titles and labels at the top of the table. ■ Arrange items in a logical order (alphabetical, chronological, geographical, highest to lowest), depending on what you need to emphasize. ■ Provide clear headings for the rows and columns. ■ Identify the units in which figures are given (percentages, dollars, units per worker hour) in the table title, in the column or row heading, with the first item in a column, or in a note at the bottom. Learning Outcome 5 Incorporate meaningful visual aids and graphics in business reports. Figure 10.7 Matching Graphics to Objectives Table Bar Chart Line Chart Pie Chart Flowchart Organization Chart Photograph, Map, Illustration To compare one item with others To demonstrate changes in quantitative data over time To visualize a whole unit and the proportions of its components To display a process or procedure To create authenticity, to spotlight a location, and to show an item in use Data Figures Values Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

312 Chapter 10: Proposals and Formal Reports ■ Make long tables easier to read by shading alternate lines or by leaving a blank line after groups of five. ■ Place tables as close as possible to the place where they are mentioned in the text. Figure 10.7 shows the purposes of various graphics. The table in Figure 10.8 presents data about the MPM Entertainment Company over several years, making it easy to compare several divisions. Figures 10.9 through 10.12 illustrate how some of the data for MPM can be displayed in various chart formats. Bar Charts. Although they lack the precision of tables, bar charts enable you to make emphatic visual comparisons by using horizontal or vertical bars of varying lengths. Bar charts are useful for comparing related items, illustrating changes in data over time, and showing segments as a part of the whole. Note how the bars in Figures 10.9 and 10.10 present information in differing ways. Many techniques for constructing tables also hold true for bar charts. Here are a few more tips: ■ Keep the length and width of each bar and segment proportional. ■ Include a total figure in the middle or at the end of the bar if the figure helps the reader and does not clutter the chart. ■ Start dollar or percentage amounts at zero. ■ Place the first bar at some distance (usually half the amount of space between bars) from the y-axis. ■ Avoid showing too much information, to avoid clutter and confusion. ■ Place each bar chart as close as possible to the place where it is mentioned in the text. Line Charts. The major advantage of line charts is that they show changes over time, thus indicating trends. The vertical axis is typically the dependent variable, and the horizontal axis, the independent one. Multiple line charts compare items, such as two or more data sets, using the same variable (Figure 10.11). Segmented line charts Figure 10.8 Table Summarizing Precise Data Figure 1 MPM ENTERTAINMENT COMPANY Income by Division (in millions of dollars) 2019 2020 18.1 17.5 2021 23.8 2022 32.2 22.0 Theme Parks Motion Pictures Streaming Media Total $15.8 $39.3 21.1 $11.2 15.3 22.7 24.3 $66.3 50.9 67.6 78.5 2023 (projected) 35.1 21.0 26.1 82.2 Figure 10.9 Horizontal Bar Chart Figure 2 TOTAL MPM INCOME, 2019 TO 2023 0 20 40 60 80 100 2019 2020 2021 2022 2023* $66.3 50.9 67.6 78.5 82.2 Millions of Dollars Figure 10.10 Segmented 100 Percent Bar Chart 100 75 50 25 0 2019 2021 2023* 17% 59% 24% 31% 43% 35% 34% 25% 32% Theme Parks Motion Pictures Streaming Media Figure 3 PERCENTAGE OF TOTAL INCOME BY DIVISION 2019, 2021, 2023 *Projected Source: Industry Profiles (New York, DataPro, 2022). *Projected Source: Industry Profiles (New York, DataPro, 2022). Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 313 (Figure 10.12), also called area charts, illustrate how the components of a whole change over time. To prepare a line chart, follow these tips: ■ Begin with a grid divided into squares. ■ Arrange the time component (usually years) horizontally across the bottom; arrange values for the other variable vertically. ■ Draw small dots at the intersections to indicate each value at a given year. ■ Connect the dots and add color if desired. ■ To prepare a segmented (area) chart, plot the first value (say, streaming media income) across the bottom; add the next item (say, motion picture income) to the first figures for every increment; for the third item (say, theme park income), add its value to the total for the first two items. The top line indicates the total of the three values. Pie Charts. Pie charts, or circle graphs, enable readers to see a whole and the proportion of its components, or wedges. Although less flexible than bar or line charts, pie charts are useful for showing percentages, as Figure 10.13 illustrates. They are very effective for lay, or nonexpert, audiences. Notice that a wedge can be exploded, or popped out, for special emphasis, as seen in Figure 10.13. MS Excel and other spreadsheet programs provide a selection of three-dimensional pie charts. For the most effective pie charts, follow these suggestions: ■ Make the biggest wedge appear first. Computer spreadsheet programs correctly assign the biggest wedge first (beginning at the 12 o’clock position) and arrange the others in order of decreasing size as long as you list the data representing each wedge on the spreadsheet in descending order. ■ Include, if possible, the actual percentage or absolute value for each wedge. ■ Use four to six segments for best results; if necessary, group small portions into a wedge called Other. ■ Draw radii from the center. Figure 10.13 Pie Chart Figure 6 2022 MPM INCOME BY DIVISION Theme Parks 41% Streaming Media 31% Motion Pictures 28% Figure 10.12 Segmented Line (Area) Chart 100 Millions of Dollars 2019 80 60 40 20 2018 2020 2021 2022 2023* Theme Parks Motion Pictures Streaming Media Year Figure 5 COMPARISON OF DIVISION REVENUES 2018–2023 *Projected Source: Industry Profiles (New York, DataPro, 2022). Figure 10.11 Multiple Line Chart Theme Parks Streaming Media Motion Pictures 2018 2019 2020 2021 2022 2023* Millions of Dollars 50 30 40 20 10 Figure 4 COMPARISON OF DIVISION REVENUES 2018–2023 *Projected Source: Industry Profiles (New York, DataPro, 2022). Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

314 Chapter 10: Proposals and Formal Reports ■ Distinguish wedges with color, shading, or cross-hatching. ■ Keep all the labels horizontal. Flowcharts. Procedures are simplified and clarified by diagramming them in a flowchart, as shown in Figure 10.14. Whether you need to describe the procedure for handling a customer’s purchase, highlight steps in solving a problem, or display a problem with a process, flowcharts help the reader visualize the process. Traditional flowcharts use the following symbols: ■ Ovals to designate the beginning and end of a process ■ Diamonds to designate decision points ■ Rectangles to represent major activities or steps Organization Charts. Many large organizations are so complex that they need charts to show the chain of command, from the boss down to the line managers and employees. Organization charts provide such information as who reports to whom, how many subordinates work for each manager (the span of control), and what channels of official communication exist. These charts may illustrate a company’s structure—for example, by function, customer, or product. They may also be organized by the work being performed in each job or by the hierarchy of decision making. Photographs, Maps, and Illustrations. Some business reports include photographs, maps, and illustrations to serve specific purposes. Photos, for example, add authenticity and provide a visual record. An environmental engineer may use photos to document hazardous waste sites. Maps enable report writers to depict activities or concentrations geographically, such as dots indicating sales reps in states across the country. Illustrations and diagrams are useful in indicating how an object looks or operates. A drawing showing the parts of a printer with labels describing their functions, for example, is more instructive than a photograph or verbal description. Figure 10.14 Flowchart Goods restocked Customer Shipping sends order Customer Service checks inventory Accounting prepares invoice Goods available? Credit granted? Credit Department evaluates Company receives order Legend Decision End Operation ? Prepaid? Sales Manager responds No Yes Yes No Yes No FLOW OF CUSTOMER ORDER THROUGH XYZ COMPANY Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 315 Infographics. An infographic is a visual representation of complex information in a format that is easy to understand. Compelling infographics tell a story by combining words, figures, and graphics such as charts and diagrams. More than compelling pictures, infographics are designed with a purpose. They offer a visual shorthand to deliver a message that presents information with few words. Many infographics include a call to action. As shown in Figure 10.15, Michael Anderson created stylized charts in his infographic résumé to display his experience, education, and skills as a graphic designer. Infographics are frequently built around basic types of graphical elements such as bar, line, and pie charts. Although art makes an infographic visually appealing, the most important element of an infographic is accuracy: the data must be accurate and presented fairly. Because infographics tend to be complex and colorful, they are commonly shared in digital form online. 10-5b Incorporating Graphics in Reports Used appropriately, graphics make reports more interesting and easier to understand. In putting graphics into your reports, follow these suggestions for best effects: ■ Evaluate the audience. Consider the reader, the content, your schedule, and your budget. Because graphics take time to create and can be costly to print in color, think carefully before deciding how many to use. Six charts in an internal report to an executive may seem like overkill; however, in a long technical report to outsiders, six may be too few. Figure 10.15 Infographic Résumé ’10 ’11 ’12 ’13 ’14 ’15 ’16 ’17 ’18 ’19 ’20 ’21 ’22 ’23 Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

316 Chapter 10: Proposals and Formal Reports ■ Use restraint. Don’t overuse color or decorations. Although color can effectively distinguish bars or segments in charts, too much color can be distracting and confusing. Remember, too, that colors themselves sometimes convey meaning: in North America red suggests deficits or negative values; blue suggests calmness and authority; yellow may suggest warning. ■ Be accurate and ethical. Double-check all graphics for accuracy of figures and calculations. Be certain that your visuals aren’t misleading—either accidentally or intentionally. Manipulation of a chart scale can make trends look steeper and more dramatic than they really are. Moreover, be sure to cite sources when you use someone else’s facts. ■ Introduce a graph meaningfully. Refer to every graphic in the text, and place the graphic close to the point where it is mentioned. Most important, though, help the reader understand the significance of the graphic. You can do this by telling your audience what to look for or by summarizing the main point of the graphic. Don’t assume the reader will automatically reach the same conclusions you reached from a set of data. Instead of saying, The findings are shown in Figure 3, tell the reader what to look for: Two thirds of the responding employees, as shown in Figure 3, favor a flextime schedule. The best introductions for graphics interpret them for readers. ■ Choose an appropriate caption or title style. Like reports, graphics may use talking titles or generic, descriptive titles. Talking titles are more persuasive; they suggest to the reader what to think. Descriptive titles describe the facts more objectively. 10-6 Assembling and Completing Formal Business Reports In many ways formal business reports are longer versions of the analytical business reports presented in Chapter 9. Because of their length and complexity, formal business reports include more sections than routine informal business reports do. To compare the components of informal and formal reports, see Figure 10.2. In this section, the focus is on formal report components. 10-6a Front Matter Components of Formal Reports The front matter of a formal report refers to the preliminary sections before the body section. Some front matter components are optional, but they typically appear in the following order: (a) report cover (optional), (b) title page, (c) letter or memo of transmittal (optional), (d) table of contents, (e) list of figures or tables (optional), and (f) executive summary. Writers often number these sections with lowercase Roman numerals; the title page, however, is normally not numbered. These components make it easy for the reader to find specific information quickly. Title Page. The format of title pages may vary, but title pages often include the following elements: ■ Name of the report, often in uppercase letters (no underscore and no quotation marks) ■ Presented to (or Submitted to) followed by the name, title, and organization of the individual receiving the report ■ Prepared by (or Submitted by) followed by the author’s name and title ■ Date of submission Letter or Memo of Transmittal. Generally written on organization stationery, a letter or memorandum of transmittal introduces a formal report. A transmittal letter or memorandum follows the direct strategy and is usually less formal than the report itself. Learning Outcome 6 Identify the components of typical formal business reports. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 317 The transmittal document typically (a) announces the topic of the report and tells how it was authorized; (b) briefly describes the project; (c) highlights the report’s findings, conclusions, and recommendations; and (d) closes with appreciation for the assignment, acknowledgment of help from others, or instruction for the reader’s follow-up actions. If a report is going to various readers, a special transmittal letter or memo should be prepared for each, anticipating how each reader will use the report. Table of Contents. The table of contents shows the headings in the report and their page numbers. It gives an overview of the report topics and helps readers locate them. The table of contents includes front matter items, the body section’s main headings and subheadings, and back matter sections, such as the appendix. Major headings are left-aligned, and leaders (spaced dots) help guide the eye to the page numbers. List of Illustrations. For reports with many figures or tables, you may wish to include a list to help readers locate them. This list may appear on the same page as the table of contents, space permitting. For each figure or table, include a title and page number. Some writers distinguish between tables and all other illustrations, which they call figures. In that case they prepare separate lists of tables and figures. Executive Summary. The purpose of an executive summary is to present an overview of a longer report to people who may not have time to read the entire document. Generally, an executive summary is prepared by the author of the report. However, you might be asked to write an executive summary of a published report or article written by someone else. In either case, the writer’s goal is to summarize the report’s major sections, such as the purpose, background, conclusions, and recommendations. Readers often go straight to the executive summary and look for the recommendations before glancing at the full report. 10-6b Body Components Body components of formal reports typically include the introduction and body sections. In the introduction, the writer briefly describes the report’s contents. In the body, the longest and most substantive section, the writer discusses the problem and findings before presenting analyses, conclusions, and recommendations. Introduction. Formal reports begin with an introduction that sets the stage and announces the subject. A good report introduction typically covers the following elements, although not necessarily in this order: ■ Background: Describe events leading up to the problem or need. ■ Problem or purpose: Explain the report topic, and specify the problem or need that motivated the report. ■ Significance: Tell why the topic is important. You may wish to quote experts or cite newspapers, journals, books, Internet resources, and other secondary sources to establish the importance of the topic. ■ Scope: Clarify the boundaries of the report, defining what will be included or excluded. ■ Organization: Orient readers by previewing the structure of the report. Beyond these minimal introductory elements, consider adding any of the following information that may be relevant to your readers: ■ Authorization: Identify who commissioned the report. If no letter of transmittal is included, also tell why, when, by whom, and to whom the report was written. Pressmaster/Shutterstock.com Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

318 Chapter 10: Proposals and Formal Reports ■ Literature review: Summarize what other authors and researchers have published on this topic, especially for academic and scientific reports. ■ Sources and methods: Describe your secondary sources (periodicals, books, Internet sources). If applicable, explain how you collected primary data. ■ Definitions of key terms: Define words that may be unfamiliar to the audience. Report Body (Findings and Analyses). The body is the main section in a formal report. It discusses, analyzes, interprets, and evaluates the research findings or solution to the initial problem. This is where you show the evidence that justifies your conclusions. Organize the body into main categories following your original outline. The body section contains clear headings that explain each major section. Headings may be functional or talking. Functional heads (such as Results of the Survey, Analysis of Findings, or Discussion) help readers identify the purpose of the section but do not reveal what is in it. Such headings are useful for routine reports or for sensitive topics that may upset readers. Talking heads (for example, Anatomy of a Market Crash or Your Money as a Force for Good) are more descriptive and informative. Conclusions and Recommendations. This important section tells what the findings mean, particularly in terms of solving the original problem. Some writers prefer to intermix their conclusions with the analysis of the findings—instead of presenting the conclusions separately. Other writers place the conclusions before the body so that busy readers can examine them immediately. Still other writers combine the conclusions and recommendations. Most writers, though, present the conclusions after the body because readers expect this structure. To improve readability, you may present the conclusions in a numbered or bulleted list. 10-6c Back Matter Components The back matter of most reports includes a reference section and one or more appendixes. The reference section includes a list of sources, and the appendix contains supplemental information or source documents. In organizing the back matter sections, use standard Arabic numerals to number the pages. Appendixes. Incidental or supplemental materials belong in appendixes at the end of a formal report. These materials are relevant to some readers but not to all. They may also be too bulky to include in the text. Appendixes may include survey forms, copies of other reports, tables of data, large graphics, and related correspondence. If multiple appendixes are necessary, they are named Appendix A, Appendix B, and Appendix C. Works Cited, References, or Bibliography. If you use the MLA (Modern Language Association) citation format, list all sources of information alphabetically in a section titled Works Cited. If you use the APA (American Psychological Association) format, your list is called References. Your listed sources must correspond to in-text citations in the report whenever you are borrowing words or ideas from published and unpublished resources. Regardless of the documentation format, you must include the author, title, publication, date of publication, page number, and other significant data for all ideas or quotations used in your report. For digital references include the Internet address, or URL, leading to the citation according to the guidelines of your chosen documentation format or your company’s preference. Appendix B of this textbook contains documentation models and information. 10-6d Model Formal Report With MLA Format Formal reports in business generally aim to study problems and recommend solutions. To see a complete formal report illustrating nearly all the parts, visit the Student Companion Website at www.cengage.com. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 319 In this formal report, Keyla Wright, senior research consultant with Pueblo Development Company, was asked to study the economic impact of a local industrial park on the city of Flagstaff, Arizona. The city council hired consultants to evaluate Coconino Industrial Park and to assess whether future commercial development would stimulate further economic growth. Keyla Wright subdivided the economic impact into three aspects: Revenues, Employment, and Indirect Benefits. The report was compiled from survey data as well as from secondary sources that Keyla consulted. Keyla’s report illustrates many of the points discussed in this chapter. Although it is a good example of the typical report format and style, it should not be viewed as the only way to present a report. Wide variation exists in business and academic reports. This model report illustrates MLA in-text citations and references (Works Cited). For an overview of selected pages from the model formal report, see Model Document 10.4. iStockPhoto/Prostock-Studio Model Document 10.4 Selected Pages From the Formal Report Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

320 Chapter 10: Proposals and Formal Reports Summary of Learning Outcomes 1 Explain the purpose of informal and formal proposals and their basic components. ■ Proposals are written offers that solve problems, provide services, or sell products. ■ Proposals may be internal, such as a request to change a company policy or to purchase equipment; or they may be external, such as a grant proposal requesting funding from agencies that support worthwhile causes. ■ Proposals may be solicited (requested by an organization) or unsolicited (written to offer a service, request funding, or solve a problem). ■ Requests for proposals (RFPs) specify what a proposal should include. ■ Standard parts of informal proposals include (a) a persuasive introduction explaining the purpose of the proposal; (b) background identifying the problem and project goals; (c) a proposal, plan, or schedule outlining the project; (d) a section describing staff qualifications; (e) expected costs; and (f) a request for approval or authorization. ■ Formal proposals may include additional parts not found in informal proposals: (a) a copy of the RFP (request for proposals); (b) a letter of transmittal; (c) an abstract or executive summary; (d) a title page; (e) a table of contents; (f) a list of illustrations; and (g) an appendix. 2 Outline the steps in the process of writing formal business reports. ■ In a formal report, the author analyzes findings, draws conclusions, and makes recommendations intended to solve a problem. ■ Writers determine the purpose and scope of the report, anticipate the needs of the audience, prepare a work plan, decide on appropriate research methods, conduct research using secondary and primary sources, organize findings, draw conclusions, and design graphics. ■ Writers proofread and edit formal reports by reviewing the format, spacing and font consistency, graphics placement, heading levels, data accuracy, and mechanics. 3 Describe primary and secondary research and how to evaluate its credibility. ■ Nearly every research project begins with secondary data, including print books or e-books and periodicals (scholarly journals, trade publications, newspapers, and magazines). ■ Library databases (such as ProQuest, EBSCO, JSTOR, and Factiva) enable researchers to access in-depth data remotely. ■ The most successful researchers know their Internet search tools and apply advanced Internet search strategies. ■ Writers and researchers need to be able to evaluate the credibility of each Web resource by scrutinizing it for its currency (last update), author or sponsoring organization, content, purpose, and accuracy. ■ Report writers gather data from primary sources by distributing surveys, conducting interviews, and collecting data from firsthand observation or systematic experimentation. 4 Discuss the importance and methods of ethically documenting information from business report sources. ■ Documenting sources means giving credit to information sources to avoid plagiarism, strengthen an argument, and instruct readers. ■ In the academic world, documentation is critical. In business, reports are less heavily documented; however, writers still may need to cite their sources. ■ Paraphrasing involves putting another’s ideas into one’s own words. ■ Common citation formats include the Modern Language Association (MLA), the American Psychological Association (APA), and the Chicago Manual of Style (CMS). 5 Incorporate meaningful visual aids and graphics in business reports. ■ Graphics clarify data, add visual interest, and make complex data easy to understand; they should be placed close to where they are referenced. ■ Tables show quantitative information in systematic columns and rows; they require meaningful titles, bold column headings, and logical arrangement (alphabetical, chronological, etc.). ■ Bar charts and line charts enable data to be compared visually; line charts are especially helpful in showing changes over time. ■ Pie charts show a whole and the proportion of its components; flowcharts diagram processes and procedures. ■ To incorporate graphics into reports, evaluate the audience, use restraint in colors and decorations, be accurate and ethical, introduce a graph meaningfully, and choose an appropriate caption or title style. ■ Infographics combine images and graphic elements to visually illustrate information in an easy-to-understand format. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 321 6 Identify the components of typical formal business reports. ■ Front matter components of formal reports often include a title page, letter or memo of transmittal, table of contents, list of figures, and an executive summary that explains key points. ■ Typical components of formal reports include the introduction, the body, and the conclusions and recommendations. ■ The main section of a formal report is the body; it discusses, analyzes, interprets, and evaluates the research findings or solution to a problem before drawing conclusions. ■ Back matter components of a formal report include a bibliography, which may be a works-cited or reference page, and any appendix(es). Key Terms proposal 292 grant proposal 293 request for proposal (RFP) 294 solicited proposal 294 unsolicited proposals 294 letter proposals 294 deliverables 295 budget 295 formal report 297 purpose statement 298 scope statement 298 limitations 298 work plan 298 problem statement 298 secondary sources 299 primary sources 300 outline 300 research 301 primary research 301 secondary research 301 database 302 periodicals 302 browser 303 search engine 303 survey 305 interview 307 observation 307 experimentation 308 documentation 308 plagiarism 308 paraphrasing 309 citation formats 311 table 311 bar charts 312 line charts 312 segmented line charts 312 area charts 313 pie charts 313 flowchart 314 organization charts 314 infographic 315 front matter 316 memorandum of transmittal 316 table of contents 317 executive summary 317 back matter 318 appendixes 318 MLA 318 works cited 318 APA 318 references 318 contract cheating 322 Chapter Review 1. Why are formal and informal proposals written? (L.O. 1) 2. Why do government agencies and other organizations make requests for proposals (RFPs)? (L.O. 1) 3. Name five possible parts of a work plan for a formal report. (L.O. 2) 4. Why are formal reports written in business? Give an example of what a business report might investigate. (L.O. 2) 5. If the Internet is one of the greatest sources of information, why must researchers be cautious when using its sources? (L.O. 3) 6. What are the differences between primary and secondary sources? Which should a researcher seek first? Give an example of each. (L.O. 3) 7. What is the difference between plagiarizing and paraphrasing? What techniques can a writer employ to paraphrase effectively? (L.O. 4) 8. Briefly compare the advantages and disadvantages of illustrating data with charts (bar and line) versus tables. (L.O. 5) 9. What should be included in the introduction to a formal business report? (L.O. 6) 10. What should the report writer strive to include in the body of a formal business report? (L.O. 6) Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

322 Chapter 10: Proposals and Formal Reports Critical Thinking 11. Why do researchers trust the information obtained from scholarly journals, major newspapers, and well-known magazines? Why should researchers use caution when accessing information from anonymous blogs, Wikipedia, and other crowdsourced content? (L.O. 3) 12. What is the difference between conclusions and recommendations in a report? (L.O. 2) 13. Some people say that business reports never contain footnotes. If you were writing your first report for a business and you did considerable research, what would you do about documenting your sources? (L.O. 4) 14. An infographic is far more effective at conveying statistics than any bar graph or pie chart, claims Dallas marketing firm Frozen Fire.18 Do you agree or disagree? How could infographics be useful in your field? (L.O. 5) 15. Plagiarism detection software such as Turnitin makes cheating by copying easy to spot. This explains why ghostwritten assignments are booming online. The old paper mills have morphed into global enterprises and brazenly market their services in slick YouTube videos but also offline. Students cite time pressure and stress as reasons for resorting to contract cheating. Some rationalize buying written-to-order papers online by falling back on the old saw that “everyone is doing it.” In a recent NPR story, a student made this argument: “Technically, I don’t think it’s cheating. Because you’re paying someone to write an essay, which they don’t plagiarize, and they write everything on their own.” When pressed, the student acknowledged that perhaps it’s “a difficult question to answer,” verging on “a gray area” or being “on the edge, kind of.” How do you feel about this type of growing academic dishonesty? Do you think it is common on college campuses? (L.O. 4) Activities and Cases 10.1 Proposal: Never too Soon to Plan for Retirement (L.O. 1) As a financially literate business student, you know about the magic of compound interest. Conventional wisdom and Suze Orman tell us that college grads will have a tidy sum as senior citizens if they start socking away for retirement even a small sum each month and letting it grow in stock mutual funds for decades. Unlike you, few of your peers worry about retirement savings; they are busy looking for a good job fresh out of college. Now, imagine you are working for a small but growing construction company. Your boss insists the company can’t afford to offer an IRA or 401(k) plan to you and the other ten employees. You do some digging and find that providing a SIMPLE IRA (Savings Incentive Match Plan for Employees Individual Retirement Account) would generate tax savings for your boss’s small company, not to mention give you a head start on investing in mutual funds. Your Task. Search for articles that explain SIMPLE IRA rules. Check out the Department of Treasury, Internal Revenue Service website. Once you are well informed about the plan, think through your persuasive strategy. What arguments are most likely to sway your boss? Write a memo proposal to your boss (use your current supervisor’s or your instructor’s name) arguing for the benefits of introducing a SIMPLE IRA. Apply what you have learned about unsolicited informal proposals in this chapter. 10.2 Proposal: Be a Problem Solver at Work (L.O. 1) Most managers welcome workers who are able to spot problems before they turn into serious risks. Drawing on your internship and work experience, can you identify a problem that could be solved with a small to moderate financial investment? Look for issues such as a lack of lunch or break rooms for staff; badly needed health initiatives such as gyms or sport club memberships; replacing low-gas-mileage, high-emission company vehicles; or introducing a recycling program. Your Task. Discuss with your instructor the workplace problem you have identified. Make sure you choose a relatively weighty problem that can be lessened or eliminated with a modest expenditure. Be sure to explain how the benefits merit the cost. Address your unsolicited letter or memo proposal to your current or former boss and copy your instructor. 10.3 Proposal: Are You a Tycoon in the Making? (L.O. 1) Web Perhaps you have fantasized about one day owning your own company, or maybe you have already started a business. Proposals are offers to a very specific audience whose business you are soliciting. Think of a product or service that you like or know something about. Search the Internet or research databases, and study the market so that you understand going rates, prices, and costs. Search the Small Business Administration’s website (https://www.sba.gov) for valuable tips on how to launch, run, and manage a successful business. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 323 Your Task. Choose a product or service you would like to offer to a particular audience, such as a dating consulting service, a window cleaning business, a bakery specializing in your favorite cakes, an online photography business, a distributor of e-bikes, or a new specialized hair care line. Discuss products and services as well as target audiences with your instructor. Write an informal letter proposal promoting your chosen product or service to the target audience you have identified. 10.4 Proposal: Helping a Friend Find Samples to Study (L.O. 1, 2) E-Mail Web Many new companies with services or products to offer would like to land corporate or government contracts. However, they are intimidated by the proposal and RFP processes. Your friend Jocelyn, who has started her own designer uniform company, 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 see examples and learn more about the process. Your Task. Search the Internet to find at least two examples of business proposals. Try search terms such as small business proposals or small business proposal examples. Don’t waste time on sites that want to sell templates or books. Find actual examples. Try https://www.bplans.com/samples/sba.cfm. Then prepare an e-mail or memo to Jocelyn in which you do the following: a. Identify two sample business proposals. b. Outline the parts of each proposal. c. Compare the strengths and weaknesses of each proposal. d. Draw conclusions. What can Jocelyn learn from these examples? 10.5 Proposal: Pitching Ortopedica Sports Medicine (L.O. 1) Team Sports medicine is increasingly popular, especially in university towns. A new medical clinic, Ortopedica Sports Medicine, is opening its doors in your community. A friend recommended your small business to the administrator of the clinic, and you received a letter asking you to provide information about your service. The new medical clinic specializes in sports medicine, physical therapy, and cardiac rehabilitation services. It is interested in retaining your company, rather than hiring its own employees to perform the service your company offers. Your Task. Working in teams, first decide what service you offer. It could be landscaping, uniforms, uniform laundering, general cleaning, a cloud-based storage system, online medical supplies, patient transportation, supplemental hospice care, temporary office support, social media guidance, or food service. As a team, develop a letter proposal outlining your plan, staffing, and budget. Use persuasion to show why contracting your services is better than hiring in-house employees. In the proposal letter, request a meeting with the administrative board. In addition to a written proposal, you may be expected to make an oral presentation that includes visual aids and/or handouts. Send your proposal to Dr. Sven Rasmussen, Director, Ortopedica Sports Medicine. Supply a local address. 10.6 Grant Writing: Nonprofits’ Lifeblood (L.O. 1, 2) Web Nonprofit organizations are always seeking grant writers, and you would like to gain experience in this area. You’ve heard that they earn high salaries, and one day you might even decide to become a professional grant/proposal writer. However, you first need experience. On a website belonging to The Actors Theatre Workshop you saw an ad for a grant writer to “seek funding for general operating expenses and program-related funding.” A grant writer would “develop proposals, generate boilerplates for future applications, and oversee a writing team.” This listing sounds good, but you need a local position. Your Task. Search the Internet for local nonprofits. Alternatively, your instructor may already know of local groups seeking grant writers, such as a United Way member agency, an educational institution, or a faith-based organization. Perhaps your university maintains a service-learning or experiential learning program. Talk with your instructor about an assignment. Your instructor may ask you to submit a preliminary memo report outlining ten or more guidelines you expect to follow when writing proposals and grants for nonprofit organizations. 10.7 Service Learning: Better Your Community! (L.O. 1–6) E-Mail Web 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 high demand, you may have an opportunity to simultaneously apply your skills, contribute to the community, and expand your résumé. The National Service-Learning Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

324 Chapter 10: Proposals and Formal Reports 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.”19 You can access thousands of Clearinghouse resources at https://www.community-wealth.org. The Internet 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 in your Web search. Draw conclusions about what made them successful or beneficial. What kinds of similar projects might be possible for you or students 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 that needs trained writers. 10.8 Formal Business Report: Planning an International Launch (L.O. 2–6) Intercultural Team Web U.S. businesses are expanding into foreign markets with manufacturing plants, sales offices, and branches abroad. 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 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 research databases, the Internet, and other sources. Then invite an international student representing your target country to be interviewed by your group. Alternatively, you could interview a faculty member who hails from another country. Prepare and know your interview questions and be courteous; people like to talk about themselves, but no one wants to waste time. As you conduct primary and secondary research, investigate the topics listed in Figure 10.16 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, attitudes, religions, education, and values of the target country. Remember that your company’s interests are business oriented; do not dwell on tourist information. Write your report individually or in teams. 10.9 Preparing a Work Plan (L.O. 2) Any long report project requires a structured work plan. In fact, any complex assignment can benefit from a plan that structures the various phases until completion. Your Task. Select a report topic from activities presented at the ends of Chapters 12 and 13. For that report prepare a work plan that includes the following: a. Statement of the problem b. Expanded statement of purpose (including scope, limitations, and significance) c. Research strategy to answer the questions d. Tentative outline of key questions to answer e. Work schedule (with projected completion dates) 10.10 Conducting Primary Research by Exploring Campus Food Delivery Options (L.O. 2) Communication Technology E-Mail Team Web The COVID-19 pandemic has made food delivery apps such as GrubHub, DoorDash, UberEats, Postmates, or Instacart household names. Some universities have even created their own mobile apps for delivery from a few available campus cafés and commons. However, hungry students staying in residence halls dislike delivery fees and wait time for outside dining orders, despite their greater variety. Planning ahead to in-person classes, your University Business Club (UBC) sees an opportunity to put its business expertise to work by sponsoring a small student-run restaurant in the campus food court. But what food should it dish out? Is it true that college students overwhelmingly prefer food high in salt, sugar, and fat? Your fellow club members have chosen you to create an online survey to poll fellow students, staff, and faculty about their preferences. You hope to generate data that will support the feasibility of the eatery and help UBC create winning menu choices. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 325 Figure 10.16 Intercultural Interview Topics and Questions Social Customs ● How do people react to strangers? Are they generally friendly? Hostile? Reserved? ● How do people greet each other? ● What are the appropriate manners when you enter a room? Bow? Nod? Bump elbows? The COVID-19 pandemic has all but nixed handshaking. ● How are names used for introductions? Is it appropriate to inquire about one’s occupation or family? ● What are the attitudes toward touching? ● How does one express appreciation for an invitation to another’s home? Bring a gift? Send flowers? Write a thank-you note? Are any gifts taboo? ● Are there any customs related to how or where one sits? ● Are any facial expressions or gestures considered rude? ● What is the attitude toward punctuality in social situations? In business situations? ● What are acceptable eye contact patterns? ● What gestures indicate agreement? Disagreement? Family Life ● What is the basic unit of social organization? Basic family? Extended family? ● Do women work outside of the home? In what occupations? Housing, Clothing, and Food ● Are there differences in the kinds of housing used by different social groups? Differences in location? Differences in furnishings? ● What occasions require special clothing? ● Are some types of clothing considered taboo? ● What is appropriate business attire for men? For women? ● How many times a day do people eat? What are some of the staples, that is, typical foods? ● What types of places, food, and drink are appropriate for business entertainment? Where is the seat of honor at a table? Class Structure ● Into what classes is society organized? ● Do racial, religious, or economic factors determine social status? ● Are there any minority groups? What is their social standing? Political Patterns ● Are there any immediate threats to the political survival of the country? ● How is political power manifested? ● What channels are used for expressing political opinions? ● What information media are important? ● Is it appropriate to talk politics in social situations? Religion and Folk Beliefs ● To which religious groups do people belong? Is one predominant? ● Do religious beliefs influence daily activities? ● Which places are considered sacred? Which objects? Which events? ● How do religious holidays affect business activities? Economic Institutions ● What are the country’s principal products and industries? ● Are workers organized in unions? ● How are businesses owned? By family units? By large public corporations? By the government? ● What is the standard work schedule and work week? ● Is it appropriate to do business by telephone? By computer? ● How has technology affected business procedures? ● Is participatory management used? ● Are there any customs related to exchanging business cards? ● How is status shown in an organization? Private office? Secretary? Furniture? ● Are businesspeople expected to socialize before conducting business? Value Systems ● Is competitiveness or cooperation more prized? ● Is thrift or enjoyment of the moment more valued? ● Is politeness more important than bluntness? ● What are the attitudes toward education? ● Do women own or manage businesses? If so, how are they treated? ● What are your people’s perceptions of Americans? Do Americans offend you? What has been hardest about adjusting to life in the United States? How could Americans make this adjustment easier for you? The main provider of online survey software, SurveyMonkey, makes creating questionnaires fast, fun, and easy. After signing up for the free no-frills basic plans, you can create brief online questionnaires and e-mail the links to your targeted respondents. The programs analyze and display the results for you—at no charge. Your Task. In pairs or teams of three, design a basic questionnaire to survey students on your campus about food options in the campus cafeteria. Visit SurveyMonkey, which offers a free basic plan limited to ten questions. After creating the online survey, start by polling students in your course and potentially in similar business classes. Interpret the results. As a team, write a memo that you will e-mail to the campus food services administrator advocating for a student-run eatery featuring the top-scoring national or regional foods. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

326 Chapter 10: Proposals and Formal Reports Your instructor may ask you to complete this activity as a report or proposal assignment for the campus food services administrator and support your advocacy with the survey results. 10.11 Secondary Research: Where Are Teens Heading After Facebook? (L.O. 2) Communication Technology E-Mail Web As an assistant market researcher, you have been asked by your boss, Kym Koenig, to explore marketing opportunities targeting teens. Understanding teen preferences in this notoriously fickle consumer group is key to success of any promotional or ad campaign. Recent studies suggest that, although some teens still use Facebook, they prefer to spend their time on Instagram, Snapchat, YouTube, or TikTok. They also love to try new apps recommended by friends. Most important, 95 percent of teens have a smartphone or access to one, and 45 percent admit that they are online nearly constantly. For a full picture to emerge, you will need to consult several recent studies. The best candidates for your research are surveys by Pew Research Center, Common Sense Media, and similar reputable sources of data. Your Task. Ms. Koenig has requested a brief informational e-mail report summarizing your main findings. Paraphrase correctly and don’t just copy from the online source. Ms. Koenig may ask you later to analyze more comprehensive data in an analytical report and create a media use profile of American teens and young adults. You may be called on to create graphs to illustrate your findings. 10.12 Citing Secondary Sources: Apply the MLA Format (L.O. 4) E-Mail 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 sources using the MLA style. The citations should follow the format used on a Works Cited page with citations in alphabetical order and using the hanging indent style. 10.13 Plagiarism and Cheating: The Fraudulent Paper That Keeps Killing Children (L.O. 4) Team Web Occasionally we read about people who plagiarize their work, try to cheat their way through college, invent news features, copy from others, or fabricate research results. Have you ever wondered who gets hurt when students, teachers, journalists, scientists, and other authors are dishonest researchers and writers? One of the most notorious and prolific medical miscreants was Japanese anesthesiologist Yoshitaka Fujii, who wrote 172 bogus scientific papers, 126 of which were based on imaginary research studies. Two other shocking cases in medical research rival Fujii’s fabrications in gravity and scope. Former British surgeon Andrew Wakefield published an article in the reputable medical journal The Lancet that seemed to provide evidence that a common immunization against measles, mumps, and rubella (MMR) could cause autism. However, Wakefield had fabricated evidence and was found guilty of professional misconduct. He lost his license to practice as a medical doctor. His fraudulent research, however, caused a precipitous drop in vaccinations in the United Kingdom and Ireland. In the words of one pediatrician, “That paper killed children”; to this day the fraud continues to cause harm by sowing mistrust of other vaccines, for example, those for COVID-19.20 Many American parents still refuse to vaccinate their kids and are causing the spread of diseases that had been eradicated in the United States.21 A Harvard researcher’s purposely nonsensical research paper, consisting of randomly generated text accompanied by two fake authors, was accepted by 17 of 37 medical journals. Journals publishing such bogus research are called predatory publishers. A prominent bioethicist calls such practices “publication pollution.”22 Your Task. If your instructor directs, individually or as a team, investigate the cases of Andrew Wakefield, Joachim Boldt, Stephen Ambrose, Jayson Blair, Doris Kearns Goodwin, Jonah Lehrer, Kaavya Viswanathan, or other infamous plagiarists. Alternatively, you could focus on the case of 200 professors from 50 universities implicated in a massive publishing scam in South Korea.23 Consider the authors’ transgressions, their excuses, and the consequences of their actions. As a team, gather your individual research results, compare notes, and summarize your insights in a memo report to your instructor. This assignment could also be turned into a formal report if the investigation is expanded to include more detailed discussions and more cases. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 327 10.14 Plagiarism, Paraphrasing, and Citing Sources (L.O. 4) One of the biggest challenges for student writers is paraphrasing secondary sources correctly to avoid plagiarism. Your Task. For each of the following, read the original passage. Analyze the paraphrased version. List the weaknesses in relation to what you have learned about plagiarism and the use of references. Then write an improved version. a. Original Passage The abbreviation AI is used to refer both to present-day technology like Siri, Google Translate, and IBM’s Watson and to transformative future technologies that surpass human capabilities in all areas. That means surveying people about “risks from AI” is a fraught project—some of them will be thinking about Facebook’s News Feed, and some of them, like Stephen Hawking, about technologies that exceed our intelligence “by more than ours exceeds that of snails.”24 Paraphrased Passage The term AI [Artificial Intelligence] is used to describe current technologies like Siri, Google Translate, and IBM’s Watson. It also refers to future technologies that may exceed our ability to understand them. That means that asking people what they think about “risks from AI” is a worrisome project. Some may think about Facebook’s News Feed, and others, such as Stephen Hawking, will imagine technologies that surpass our intelligence “by more than ours exceeds that of snails.” b. Original Passage When the Tesla Model S launched four years ago, the all-electric luxury sedan certainly had its critics. Many of them were executives at German luxury carmakers, quick to dismiss the upstart American carmaker as a quixotic but doomed effort. But as the Model S won plaudits, achieved respectable sales, and captured the public’s imagination, that attitude has changed. And that was before Tesla racked up nearly 400,000 reservations for its Model 3 sedan, which is expected to compete with German mainstays like the Audi A4 and BMW 3-Series. Now, Audi, BMW, Mercedes-Benz, and Porsche are downright worried about Tesla. “Tesla has promised a lot but has also delivered most of it,” Dieter Zetsche—chairman of Mercedes parent Daimler—said earlier this month.25 Paraphrased Passage Upon the launch of its Model S, Tesla had many detractors; most were executives at German car companies selling luxury cars. They dismissed the new California-based carmaker as a doomed effort. That attitude has changed as the Model S won praise, racked up considerable sales, and impressed the general public. Most recently, Tesla secured 400,000 early reservations for its Model 3, which will compete with German luxury cars such as the Audi A4 and the BMW 3-Series. Now that Tesla has promised a lot but has also delivered most of it, said Daimler chairman Dieter Zetsche, the German carmakers Audi, Mercedes-Benz, Porsche, and BMW are pretty worried about Tesla. c. Original Passage American Dream, the most expensive U.S. mall ever built, opened Friday. It is the first in the U.S. to devote more space to entertainment, restaurants and theme-park rides than to traditional retail. Given that more than a few people have declared the mall dead, the entire industry is glued to the spectacle to see if its formula could save the American shopping center from oversupply and the rise of online shopping.26 Paraphrased Passage The most expensive U.S. mall ever built, American Dream, opened Friday. It is the first in this country to give more space to themepark rides, entertainment, and restaurants than it gives to traditional retail. The complete industry is fascinated by the spectacle to see if its model could save the American shopping center from online shopping and oversupply. 10.15 Picking Suitable Graphics (L.O. 5) Your Task. Identify the best graphics forms to illustrate the following data. a. Figure showing the tracking and fulfillment of an e-commerce order b. Annual restaurant industry sales figures for meatless hamburgers c. Government unemployment data by industry and sector, in percentages d. Figures showing COVID-19 infection rates by state e. Figures showing the process of delivering water to a metropolitan area f. Information showing which U.S. states have enacted laws banning handheld phone conversations while driving. g. Figures showing what proportion of every state tax dollar is spent on education, social services, transportation, debt, and other expenses h. Academic, administrative, and operation divisions of a college, from the president to department chairs and division managers i. Figures comparing the sales of smartphones, tablets, and laptops over the past five years Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

328 Chapter 10: Proposals and Formal Reports 10.16 Analyzing Graphics (L.O. 5) E-Mail Web Being able to make sense of figures and graphics is important in business. Test your ability to interpret and explain visuals found in typical business publications. 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? Did color add clarity? If used, describe the placement and effectiveness of a legend. Is the appropriate graphic form used? What is your overall impression of the effectiveness of the graphic? 10.17 Creating Bar Charts and Line Graphs (L.O. 5) Web Practice creating your own bar charts and line graphs with figures provided by Internet World Stats. Your Task. Create a bar chart comparing the current number of Internet users (by millions) in the following 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. Alternatively, create the appropriate graphic that illustrates the growth of Internet use in the population by continent (Africa, Asia, Europe, Latin America/Caribbean, Middle East, North America, Oceania/Australia). 10.18 Proposals and Formal Reports: Find Topics to Write About (L.O. 1–6) Team Web A list of more than 100 Report Topics is available at the accompanying student site. 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 library databases and searching the Internet. Your instructor may assign topics 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.cengage.com. Grammar/Mechanics Checkup 10 Apostrophes Review Sections 2.20–2.22 in the Grammar/Mechanics Handbook. In the space provided, write the letter of the correctly punctuated sentence. Also record the appropriate Grammar/Mechanics guideline for the principle involved. When you finish, compare your responses with those provided at the bottom of the page. If your answers differ, study carefully the principles in parentheses. Example  In just three to five (a) months, (b) months’ time, you could obtain your real-estate license. 1. My new (a) boss’s, (b) bosses, (c) boss’ keynote address received a standing ovation. 2. During job interviews candidates are often asked where they see themselves in five (a) years, (b) year’s, (c) years’ time. 3. Several of my colleagues missed (a) Lucas’, (b) Lucas’s, (c) Lucas important and entertaining IT workshop. b (2.20b) Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 329 4. CIO (a) Ramirez’s, (b) Ramirezes, (c) Ramirezes’ frequent warnings urging employees to use strong passwords and change them often fell on deaf ears. 5. Several (a) employees’, (b) employee’s, (c) employees e-mail accounts were hacked after the workers had fallen victim to phishing e-mails. 6. So far several of (a) Elon Musks’ (b) Elon Musk’s, (c) Elon Musks daring objectives to revolutionize space travel have been reached. 7. (a) Luisa, (b) Luisas’, (c) Luisa’s intelligence and people skills helped her get promoted ahead of more senior employees. 8. We always visit a new (a) citys, (b) city’s, (c) cities most famous museums first. 9. Following the COVID-19 pandemic, at least 340 (a) companies, (b) company’s, (c) companies’ in the United States went out of business. 10. Within one (a) years, (b) year’s, (c) years’ time we plan to expand overseas. is plural, not companies a (2.20b 9. b (2.20a) 8. c (2.22) 7. b (2.20a) 6. a (2.20b) 5. a (2.21) 4. b (2.21) 3. c (2.20b) 2. a (2.20b) 1. b (2.20a) 10. possessive) Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

330 Chapter 10: Proposals and Formal Reports Editing Challenge 10 Every chapter provides an editing exercise to fine-tune your grammar and mechanics skills. The following executive summary requires edits that address spelling, grammar, punctuation, concise wording, and other issues. Study the guidelines in the Grammar/Mechanics Handbook (Appendix D), including the lists of Confusing Words and Frequently Misspelled Words. Your Task. Edit the following by (a) inserting corrections in your textbook or on a photocopy using the proofreading marks in Appendix C or (b) downloading the message from www.cengage.com and correcting at your computer. Problem Approximately 21 percent of employee’s still smoke, despite our industrys antismoking efforts and our clean-air policies adapted in 2020. Employees who smoke are costly to there organizations’. The following statistics show the affects of smoking for workers and organizations: • Absenteeism is more then 50 percent higher among smoking employees. • Accidents are 2 to 3 times greater among smokers. • Bronchitis, lung and heart disease, cancer, and early death are more frequent among smokers. Although our clean-air policy prohibits smoking in the building, shop, and offices. We have done little to encourage employees to stop smoking. Many workers still go outside to smoke at lunch and during break’s. Summary of Findings Many companys have found that persuading employee’s to stop smoking was the decisive factor in reducing health insurance premiums. The least expensive and easiest stop-smoking measure involves the distribution of literature, such as “The Ten-Step Plan” from Smokefree Enterprises, and government pamphlets citing smoking dangers. Some companys sponsor group events such as the Great American Smoke-Out to spur smokers to quit. Local clinics provide treatment programmes in classes at their centers. These behavior-modification stop-smoking programs have been shown to be more effective than literature distribution or incentive programs, however, many workers do not attend regularly and many drop out. Some clinics offer workplace programs with counselors meeting employees in company’s conference rooms. These on-sight programs our most successful. However, participant miss a lot of werk hours. Conclusions and Recommendation Smokers require discipline, counseling and professional assistance to kick the nicotin habit, as explained on the American Cancer Society website. If our goal is to reduce health care costs and lead our employees to healthful lives. We should invest in a workplace smoking-sessation program with release time for smokers. The program temporarily reduces productivity, nevertheless we can expect to recapture that loss in lower health care premiums and healthier employee. We recommend a stop-smoking treatment program on company premises with two hour’s a week of release time for participants’ for three months’. EXECUTIVE SUMMARY Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Chapter 10: Proposals and Formal Reports 331 Communication Workshop: Technology Examining the Credibility of Websites: Reader Beware Evaluating a website’s credibility requires critical thinking and a good eye. Savvy Internet 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 as long as the friend is knowledgeable and cautious. The processes for finding information on the Internet 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 Internet, the reader must beware and wisely question all content found online. Unlike the content of journals, magazines, and newspapers found in research databases, 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 Internet user, you must learn to critically examine all information on the Internet for credibility. Here we are focusing on your Web search results. The following checklist of questions about authorship, publisher or sponsor, currency, content quality, accuracy, and organization will help you critically assess the validity of information you will find on the Web. You may also want to adapt the checklist to vetting the social media news stream that you may be consuming daily. 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. ● Is there evidence that the site is a parody or spoof page? Could it be fraudulent or fake? ● Have you found any reputable sources discussing the website or its sponsoring organization? Currency ● When was the Web page published or last updated? Readers expect copyright year or most recent update 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 credibility of the following websites. Think about whether you would recommend these sites as trustworthy sources of information. ● Beef. It’s What’s For Dinner. (https://www.beefitswhatsfordinner.com) ● Edmunds (https://www.edmunds.com) ● EarthSave (https://www.earthsave.org) ● The White House (https://www.whitehouse.net) ● The White House (https://www.whitehouse.gov) ● The Anaheim White House Restaurant (https://www.anaheimwhitehouse.com) ● National Anti-Vivisection Society (https://www.navs.org) ● PETA (https://www.peta.org) ● WebMD (https://www.webmd.com) ● Mayo Clinic (https://www.mayoclinic.org) ● Goop (https://goop.com) ● Petrol Direct (https://www.petroldirect.com) ● Smithsonian (https://www.si.edu) ● Hootsuite (https://hootsuite.com) Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

332 Chapter 10: Proposals and Formal Reports ● Bureau of Sasquatch Affairs (https://zapatopi.net/bsa) ● The Royal Mint (https://www.royalmint.com) ● DHMO.org (https://www.dhmo.org) ● Lonely Planet (https://www.lonelyplanet.com) ● Drudge Report (https://www.drudgereport.com) ● Children’s Wish Foundation International (https://childrenswish.org) ● Make-A-Wish Foundation (http://www.wish.org) ● The Onion (https://www.theonion.com) ● Pacific Northwest Tree Octopus (https://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. Try not to label sites as good or bad. Even biased sites may have large audiences and some merit. Tip: If you wish to examine nonprofits and charities, look them up on Charity Navigator for their ratings. Copyright 2023 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.