Writing a Report The Right Way

There is no defined methodology for writing a report- it is always best to go with what is best suited to the client. However, below is a layout that most clients should find acceptable.

This layout skims over the importance of tailoring and give some tips on displaying content. These are equally as important and should deserve a section in their own right.

The first step is to consider the aim(s) of the report and ask some questions:

What you wish to achieve by producing this report?

Who will see it?

The answers to each of the above will create the basis on which you report will be written, jot down a couple of sentences for each.

This stage is the creative one! Write down as many ideas for your report as possible in note form.

Try not to use single words- A quick explanation can help you not to lose track of things.

Come back to it! One technique I have found very helpful is to go and do something else that requires little concentrations for a couple of hours, such as taking a walk. This brings two advantages:

A) The chance of a fresh perspective when you return

B) More opportunity for an ‘eureka moment’.

An interesting study by Jonathan Schooler at UC Santa Barbara has highlighted that mind wandering is very involved and is where the mind is at its most creative.

Record the assumptions you have made about the entity next to the idea- these will be confirmed or denied later.

Its time to select the idea(s) to run with- a useful tool here is to break them up into mind maps or patterned notes. Which method works the best is subjective to the prepare of the report.

Which idea(s) to use should of course have a focus on what the client requires and expects. Managing and exceeding expectations is often seen as the key to success in business.

Clarity is key to an effective report. Throughout the report it is vital to have a logical flow and to use titles, subtitles and signposts to ensure easy reading.

Deciding how you are going to display information is worth considering early on- The idea ‘a picture tells a thousand words’ still rings true today. This includes graphs and diagrams which can make it much easier for people who are not experts in your area to understand new concepts. One category that is overlooked is the use of video, something that can really engage an audience. This is used especially well by Steve Jobs of Apple, who is very skilled in this area.

Avoid Excess material. People have limited time, attention spans and will think highly of a report that is tailored to their needs.

A) Title- This should be ENGAGING! A useful concept to remember for each page of the report is to try and encourage the reader to want to turn the page and find out more (just like those annoying endings in the TV series ’24′) .

B) Contents- A simple contents pages make it easier to navigate through things- ensure every page is numbered apart from the title and contents page.

C) Introduction- This should introduce the members of the team (perhaps with a short description of previous clients you have worked on). It is always a good idea to say that you are grateful for the opportunity to produce the report and give a short high level overview of the nature of the report.

D) Executive Summary- This is the most important part of the report and should be written last of all.THis should be no more that 250 words and convey an enthusiastic and energizing tone. It is important to remember that this will often be the only section that is read by time pressured executives.

E) Main Body (broken into sections)- Here is where the detail of your report is kept.

F) Appendix- Always reference using your preferred method. Harvard Referencing is a comprehensive approach to go for.

A little on slide design if you are using Powerpoint or something similar, it is best to split a slide into 3 sections:

A) Attention Grabber- Why should they care?

B) Story- Allows you to engage with the audience.

C) ‘Page Turner’- Something that encourages them to keep turning.

You will not want to overload the amount of information provided on the slides, summaries information and ensure the text is legible.

It is writing time, a few pointers:

A) Sentence Length- Look to keep sentences between 15- 20 words long or shorter.

B) Language- This should be appropriate to the reader of the report; their knowledge of the subject, proficiency in English, and communication style. Always spell out acronyms, as some may not have immediate meaning.

C) Active Verbs- Imply action in your report, lets get something done!

D) Positive Language- Always say what you CAN do for them, it won’t impress if you are always saying you can’t do something.

E) Avoid Cliches- This can give an unfavorable impression.

F) Don’t confuse for the sake of it- Don’t include corporate chat as part of your report, people may not understand it and it will appear your are trying too hard.

This is the final step of the process. Editing is extremely important and can make a good report exceptional. Question time:

Spelling- Is it correct? Spell checks can miss words used inappropriately.

Is everything clear and easy to understand?

The importance of perspective is also paramount at this stage- keep asking people their views on how you can improve things.

The Executive Summary can now be written. This should contain an opening sentence, the key findings of the report, conclusions, and how the client can benefit from your suggestions.