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Professional Report Writing
Stages of Report WritingOnce you have a solid understanding as to the purpose for which the report is being written and you have decided what kind of facts and figures you need to present in your report, you will have to get through the planning and execution steps. The first step in producing just about any report involves the collection of information that is relevant to the topic. Having gathered this, you can then proceed to interpreting and analysing the data, recording it in a meaningful form and sequence. The final steps in the process involve the actual writing of the first draft and then polishing it to ensure that it gets the attention it deserves from the target audience.
How to write a successful report
The main objective in writing most business reports, such as a business plan or proposal, is that of persuading those involved in the decision making process to accept the recommendations made. Many people find that this does not happen, even though the original concept may have been brilliant. The proposal may have been rejected because the argument appears weak and ill conceived. It is therefore essential that you put forth your recommendation in a clear, concise and logical style, in such a way that your audience feels compelled to accept your suggestions.
To be able to produce the best possible report and outcome, ask yourself the following questions:-
Who are the principal readers'
What is the best format for presentation'
What is the ideal structure for the report'
What writing style should you use'
How should you make your recommendations'
How can you improve your report'
The Audience
Design your report with the audience in mind, and figure out what it is that they want to know. Two things are of importance to the reader of most business reports: the bottom line and how the recommendations may affect them. Readers also like to be able to take things in quickly so the report should be structured in a highly structured and navigable way.
The Bottom Line
After a brief introduction it is advisable to start with the bottom line. This might involve making some recommendations which have financial implications; or a series of actions that have to be taken to achieve the desired outcomes. The recommendations made must invariably be backed up by facts and figures.
Use Headings and Subheadings
Senior executives scan reports to swiftly take in the information that’s relevant for decision making. In addition to the all-important executive summary, the presence of headings and subheadings will help them quickly zero in on the key aspects of the issue that they’re looking for. It also serves to confirm that the report's scope is what they believe it should be.
Use the Active Voice
When a document is written in the active voice it invariably makes for better reading and the people who matter are likely to find it more interesting than some prosaic monlogue written in the passive voice even if grammatically correct and error-free.
Use Visuals Aids
The use of tables or charts can make it easier for the reader to get a clear picture of the situation at a glance. Graphical representations add a lot of appeal to the document and make it easier and more interesting to read and interpret data. Do be careful with graphics, particularly of the humourous or 'Clip Art' variety as these may make an otherwise worthy report appear a little lightweight.
Use an Executive Summary
Having an executive summary on your report is vital. Not only does it lend it a touch of professionalism and impress executive and non-executive readers alike, but for many of the most senior members of the readership, this may be the only element of the report that is actually read. The executive summary must contain the recommended course of action and explain how it will benefit the organisation.
Conclusion
When was the last time someone presented you with a report and you didn't raise an inward groan' In order to write an effective report, the crucial ingredients are an in-depth knowledge of the subject under discussion; a focused approach to the objective and audience; a good degree of diligence and attention to detail; and of course exceptional writing skills: skills which most of us are more than capable of developing.