In all areas of business, report writing is a principal means of turning thoughts into reality. The ability to express yourself is key to gaining recognition within your organization; success in persuading others often determines whether you reach your career goals.
By following a simple, eight-step process, you can ensure that your reports reflect the four "C’s" of good reports:
Clear thinking
Complete information
Concisely presented
Correctly stated
Every good report is the result of a process. Whether you follow the strategy presented here or develop a different one, you must use a methodical, step-by-step approach.
| Step 1: Define the Issue | Why are you writing the report? Who will
read it? The best way to begin is to fill in two statements that reflect a goal and an
audience: "I am writing this report to (a reason, such as recommending a
performance review system). The people who will act on this report are (an
individual or specific group, most of whom you can name, such as Executive Committee)." Your opening statement is your vision for the entire report; it is the goal you will strive to reach. The best statements will be clear, concise, and descriptive. Just like the old advertising contest, keep the length to 25 words or less. |
| Step 2: Create a Plan | Plans keep us on schedule! Nothing is more
frightening than to stare at a computer screen 12 hours before a major report is due and
realize that you haven’t a clue about what to say. Your plan can range from a simple
lists of to-do’s to a detailed schedule, from simple time lines to a complete PERT
(Program Evaluation Review Technique) chart showing the critical path. State clear objectives that will help you reach the goal and provide your readers with the information they need. The point is to have a plan and then follow it. However, remember that the best plans are flexible. Yours will change as you create your report. |
| Step 3: Gather Information | Use a variety of tools including review of
existing reports, records, and test results and your own tests, observations, interviews,
and surveys. How much information should you gather? In general, you want to ask key questions any good reporter would ask: who, what, where, when, why, and how. They will help you focus your research and ensure that the information is germane to your subject. The point is to be complete—but not necessarily exhaustive. In many areas today, new information is coming faster and thicker every day. Waiting for a bit more data may not help management make the key decisions it must reach with your assistance. You must also be accurate—nothing destroys your credibility faster than a few loose facts. |
| Step 4: Analyze the Data | Once you have your information, you must
process it in a meaningful way. Use charting, outlining, mindmapping, and other tools to
help you think through and arrange the data. Look for gaps in logic or facts and decide
how to bridge them. You may find you need a bit more research to fill in. Don’t let
small obstacles keep you from developing as many findings as possible while you look to
complete your research. If you find that you need much more information, consider suggesting areas for future research rather than postponing the report far beyond your original deadline. In most cases, timely information is more important than encyclopedic data. |
| Step 5: Develop Preliminary Conclusions | Draw conclusions from your research.
Revisit your definition and work plan. How does the information fit your objectives? Arrange your alternatives logically. Don’t present information in a random order, trusting the reader to make sense of it. You must lead him or her to anticipate your eventual recommendations. |
| Step 6: Create Recommendations | Let your recommendations flow naturally
from your conclusions. To this point, you have identified the issue, whether an ongoing
problem or a new business opportunity; analyzed it; and thought through a series of
conclusions. What action should be taken? Your recommendations should include: Actions consistent with your initial definition or problem statement. Options the reader should consider if your recommendations are not followed. A schedule for implementing your solution, including dates and who is responsible. Without firm recommendations, you leave the job only half-done. For a reality check, discuss your recommendations with your boss or a co-worker. If your report is likely to be controversial, make sure that at least one senior manager knows about it and the courses of action you are considering. |
| Step 7: Write the Report | Get your report on paper (or on your hard
drive). Just do it—stay with it until you’re finished. Don’t worry about
polishing the first draft; that’s what rewrites are for. When you have a logical, accurate draft, ensure that your report creates the best impression by editing it to: Eliminate unnecessary words. Use specific words, not vague terms. Avoid passive voice—it’s boring and imprecise. Use jargon only if your audience understands it. Check your grammar and punctuation. Before preparing the report for final release, ask someone who has not seen it before to look it over. If possible, have two or three people to review your report. Request specific types of feedback such as checking for logic and consistency or for tone and readability. |
| Step 8: Prepare Your Presentation | Make your report look as good as possible
by including appropriate reference aids such as tables of contents and figures, indexes,
and appendices of relevant technical data. A professional-looking cover, a touch of color
in appropriate places, and good-quality paper can enhance acceptance of your conclusions
and recommendations. Incorporate graphic elements such as columns, bullets, graphs and charts (25% of each page should be white space). Use an executive summary of no more than one page to give a thumbnail sketch of your report. |
At last, your report is ready to distribute! To make sure it’s your best effort, revisit those four "C’s":
Clear thinking. Is the report logical? Are the conclusions reasonable based on the data presented?
Complete information. Did you include enough information to support your recommendations?
Concisely presented. Is your writing clear and to the point? Have you eliminated those extra filler words that muddy your prose?
Correctly stated. Check your grammar, spelling, and punctuation one more time to ensure that you are in control of the report.
Writing an effective report isn’t always easy, but neither is it a mystery. Put the same effort into your reports that you give to other aspects of your work and you will see the payoff in positive decisions, expanded career opportunities, and personal growth.
This article, written by Jane Ranshaw, originally appeared in the October 1998 issue of Performance Improvement, a publication of the International Society for Performance Improvement (www.ispi.org) and is copyrighted by them. Reprinted by permission.
