Writing Reports
Monday, November 25, 2013
Imagine this scenario: You're a busy,
upper-level manager, and you supervise several junior managers.
Every quarter, each member of your managerial team has to give you
a written report on his or her department's progress.
This report
details profits, costs, productivity, and recommendations for the
next quarter.
Reading all of these reports takes days, but
what's even more frustrating is that they're all completely
different. Some of your managers put the data and statistics right
at the beginning, while others use appendices at the end. Some
don't include an executive summary, or a section with details
about recommendations for the next quarter. This means you have to
spend extra time trawling through each report to find the
information you really need.
How can you reduce the time you spend looking
through all of the reports for important information? And how can
you make sure that the reports you submit are read, digested, and
understood? Readers would probably find what they need in half the
time if everyone simply followed the same format.
This is why a standard format – often called
the Business Report Format – has been developed over the years. In
this article, we discuss why it's helpful to use this standard
format, and then we'll outline what the format is.
Why the Format is Important
One of the most important reasons to follow a
standard Business Report Format is that people reading your report don't usually have a lot of time. Very
few, if any, will read every word of your report from start to
finish. However, using a clear, standard format allows readers to
find the information they need quickly and easily – and skip what
they don't need.
Following a standard format also helps you organize all the
relevant information. The content of a report can be overwhelming,
especially when you have a lot of data. This format ensures that
your information follows logical steps that readers will be able
to follow and understand more easily. You won't forget anything
either, because the format provides you with the appropriate
structure.
The Business Report Format
Here are the main components of this standard format:
1. Title Page (or Title Section)
Include the report name, author name, and date. It's also a good idea to include the reason for reading the report. That way, you can make the connection in the reader's mind to the problems or opportunities facing them. If your report is longer, your title section could also include a table of contents.
2. Executive Summary
Keep this to a maximum of one page. Summarize the problem you're
trying to solve, list the most important information or results,
and detail any action steps that you recommend.
For many people, this is the only page they'll have time to read.
It's therefore a good idea to write it as though it's a separate
report, all on its own. Use bullets and numbered lists to
highlight important points.
3. Methodology
Describe the methods you used in your research to reach your
conclusions. For example, did you talk with focus groups, conduct
interviews, search the company archives, or use outside resources
like consulting or research firms? Include the details of your
research process, and explain why you used the sources you did.
4. Introduction
Tell readers why they need to read this report, and give a very
brief overview of what you're going to cover in the main body of
the report.
5. Main Body
This is the 'heart' of your report. Present your research, and
make your case – and remember to put the most important
information first.
6. Conclusion
Analyze the results of your research, and bring everything
together. Many people will read this section, so keep it short and
simple.
7. Recommendations
List the actions you think readers – or the company – should take
to solve the problem you're addressing. Ideally, use bullets or
numbered points for this list.
This is another highly read section, so be very clear about your
opinion. You've done the research, so tell people what needs to
happen next. If you suggest major changes, then create a strategy
to implement these larger changes on a step-by-step basis.
8. Appendix
Include all of your sources and research information in detail.
Few people read the appendix carefully, but this is the
information that supports your arguments, so it must be included.
Report Tips
Here are some additional suggestions for writing effective,
well-organized reports:
Understand your objectives – Before you begin researching or
writing, make sure you clearly understand why you're writing the
report – and who will read it.
Use a relaxed style – If possible, keep your writing style
fairly informal and easy to read. Be professional, but always keep
your readers in mind. If you write the way you speak, they'll
probably have an easier time understanding what you're trying to
tell them.
Keep it concise – Remember, people typically don't have much
time. Aim to keep your sentences short and clear.
Use sources and data – Use statistics, and quote sources whenever
you can. People tend to trust numbers more than opinions.
Organize your text with clear headings – Break up your text with
headings and subheadings. This makes reading easier, and it allows
people to find the information that's most relevant to them.
Start with the most important information – In every section of
your report, put the most important information first. Again,
remember that most people don't have lots of time. Tell them what
they need to know as quickly as possible.
Keep 'backup' information – Once you've done your initial
research, you'll probably have a lot more information than you
really need. This means that you'll have to go through all that
data to determine what needs to go in your report. Be careful not
to 'cherry-pick' data: don't choose just what you like, or what
supports your objective. Keep records of every piece of
information you include (and what you don't include), just in case
you're asked to defend your findings.
Do at least two drafts – the first draft of your report will get
across your meaning. In the second draft, you can refine and
polish the way you've expressed it.
Key Points
Following a standard Business Report Format makes it easier for
the people reading your report to find what they need quickly. They'll know which
sections will answer their questions, and they'll clearly see your
recommendations. For people who are in a hurry, this is an
absolute necessity.
Tags:
Communication, Communication Skills, Skills
upper-level manager, and you supervise several junior managers.
Every quarter, each member of your managerial team has to give you
a written report on his or her department's progress.
This report
details profits, costs, productivity, and recommendations for the
next quarter.
Reading all of these reports takes days, but
what's even more frustrating is that they're all completely
different. Some of your managers put the data and statistics right
at the beginning, while others use appendices at the end. Some
don't include an executive summary, or a section with details
about recommendations for the next quarter. This means you have to
spend extra time trawling through each report to find the
information you really need.
How can you reduce the time you spend looking
through all of the reports for important information? And how can
you make sure that the reports you submit are read, digested, and
understood? Readers would probably find what they need in half the
time if everyone simply followed the same format.
This is why a standard format – often called
the Business Report Format – has been developed over the years. In
this article, we discuss why it's helpful to use this standard
format, and then we'll outline what the format is.
Why the Format is Important
One of the most important reasons to follow a
standard Business Report Format is that people reading your report don't usually have a lot of time. Very
few, if any, will read every word of your report from start to
finish. However, using a clear, standard format allows readers to
find the information they need quickly and easily – and skip what
they don't need.
Following a standard format also helps you organize all the
relevant information. The content of a report can be overwhelming,
especially when you have a lot of data. This format ensures that
your information follows logical steps that readers will be able
to follow and understand more easily. You won't forget anything
either, because the format provides you with the appropriate
structure.
The Business Report Format
Here are the main components of this standard format:
1. Title Page (or Title Section)
Include the report name, author name, and date. It's also a good idea to include the reason for reading the report. That way, you can make the connection in the reader's mind to the problems or opportunities facing them. If your report is longer, your title section could also include a table of contents.
2. Executive Summary
Keep this to a maximum of one page. Summarize the problem you're
trying to solve, list the most important information or results,
and detail any action steps that you recommend.
For many people, this is the only page they'll have time to read.
It's therefore a good idea to write it as though it's a separate
report, all on its own. Use bullets and numbered lists to
highlight important points.
3. Methodology
Describe the methods you used in your research to reach your
conclusions. For example, did you talk with focus groups, conduct
interviews, search the company archives, or use outside resources
like consulting or research firms? Include the details of your
research process, and explain why you used the sources you did.
4. Introduction
Tell readers why they need to read this report, and give a very
brief overview of what you're going to cover in the main body of
the report.
5. Main Body
This is the 'heart' of your report. Present your research, and
make your case – and remember to put the most important
information first.
6. Conclusion
Analyze the results of your research, and bring everything
together. Many people will read this section, so keep it short and
simple.
7. Recommendations
List the actions you think readers – or the company – should take
to solve the problem you're addressing. Ideally, use bullets or
numbered points for this list.
This is another highly read section, so be very clear about your
opinion. You've done the research, so tell people what needs to
happen next. If you suggest major changes, then create a strategy
to implement these larger changes on a step-by-step basis.
8. Appendix
Include all of your sources and research information in detail.
Few people read the appendix carefully, but this is the
information that supports your arguments, so it must be included.
Report Tips
Here are some additional suggestions for writing effective,
well-organized reports:
Understand your objectives – Before you begin researching or
writing, make sure you clearly understand why you're writing the
report – and who will read it.
Use a relaxed style – If possible, keep your writing style
fairly informal and easy to read. Be professional, but always keep
your readers in mind. If you write the way you speak, they'll
probably have an easier time understanding what you're trying to
tell them.
Keep it concise – Remember, people typically don't have much
time. Aim to keep your sentences short and clear.
Use sources and data – Use statistics, and quote sources whenever
you can. People tend to trust numbers more than opinions.
Organize your text with clear headings – Break up your text with
headings and subheadings. This makes reading easier, and it allows
people to find the information that's most relevant to them.
Start with the most important information – In every section of
your report, put the most important information first. Again,
remember that most people don't have lots of time. Tell them what
they need to know as quickly as possible.
Keep 'backup' information – Once you've done your initial
research, you'll probably have a lot more information than you
really need. This means that you'll have to go through all that
data to determine what needs to go in your report. Be careful not
to 'cherry-pick' data: don't choose just what you like, or what
supports your objective. Keep records of every piece of
information you include (and what you don't include), just in case
you're asked to defend your findings.
Do at least two drafts – the first draft of your report will get
across your meaning. In the second draft, you can refine and
polish the way you've expressed it.
Key Points
Following a standard Business Report Format makes it easier for
the people reading your report to find what they need quickly. They'll know which
sections will answer their questions, and they'll clearly see your
recommendations. For people who are in a hurry, this is an
absolute necessity.
