Do Business Well

The best way to learn to write a report is to consider the circumstances under which it will be read. Whom are you writing to? Busy people have reams of written correspondence to wade through daily. They want access to the essence of the report at a glance and then quickly refer to specific points and relevant information in the report. So follow the next six stages.

1. Jot down your ideas

What are you writing about? Gather all fife necessary information and documentation, such as minutes of meetings, statistics and correspondence.

Ask colleagues to submit their own reports and data timeously so that you are not delayed when you want to start writing.

2. Write an executive summary

Always provide an executive summary. At the very beginning, usually as part of or immediately after the title page, write a synopsis of the report in about 200 words. If we are perfectly honest, this is often the only part of the report that will actually be read.

For this reason it should include the purpose of the report, the main points, the conclusions and the key recommendations.

3. Use an attractive layout

Give your report punch by using good page design and clear organisational breakdown. Provide plenty of open space with clear headings and subheadings. Words in bold face highlight important points. Wide margins allow the readers to make notes of their own.

Provide a table of contents for reports that are longer than ten pages and an index for those that are longer than fifty pages.

4. Use graphics

One graphic is worth a thousand words! I have learned that, whether making a public presentation or writing a report, graphics are an invaluable aid when you have to present complex information in the shortest possible time. Graphics offer the reader a holistic picture of the position. But keep them clear and simple. A single graphic should communicate only one idea at a time. A key is essential, if the reader is to interpret information accurately.

5. Keep your style simple

As is the case with an effective spoken message, a report should be clear, concise and comprehensive. Use short words and sentences. Avoid unnecessary jargon or technical terms.

Reports are usually written in the third person to convey objectivity, although today there is a trend for writing in the first person to add a more human and personal touch.

Don’t waffle or pad but get to the point. Avoid adjectives that will give the report an emotional and subjective tone.

Define your concepts. For instance, if you are writing about junior staff, mention the age bracket or the positions that you are discussing.

6. Edit and proof-read

There are no short cuts to precise and effective writing. If great writers have to spend time rewriting and reformulating their work, so do you.

It is a good idea to leave the rough draft of your report to simmer for an hour or two, or even a day, if you can afford the time. Then return to it and edit it by making sure that you are clear on all the points. Editing may mean either cutting out waffle or adding more information where needed. Proof-read for spelling, punctuation and typing errors.

Hard work? Yes, but it’s worth it if you are going to win in the workplace.

Now for the final stage of report writing: sit back and accept every compliment that comes your way on your excellent and comprehensive report. You deserve them all!

Below is a handy report outline which tabulates the main components of a report, and their functions.

Ps: Useful action slips

Are you drowning in paperwork? Here’s a last word on streamlining internal written communication. Rather than writing a covering letter for a memo or report or making an additional explanatory phone call, spell out what action you require from colleagues by using an action slip. Attach action slips to all your documents including memos, reports, copies of letters or proposals and summaries. Use them to ask colleagues for their comments, approval or draft replies. Here is a sample that you can copy and reproduce for your own use.

Pen a courteous business letter

No, it’s not the fax or electronic mail that is top of the charts. The old- fashioned letter is still the most widely used and versatile form of business communication. While memos are internal communications, letters are your ambassadors to the outside world. And that’s not all. Because letters are catalogued, filed and referred to again, they will, for a long time, remind the reader of your competence as a writer. So accord them the attention they deserve.

I save time by storing routine letters, such as a request for information or acknowledgement of a receipt, as form letters on my word processor. I simply retrieve these when necessary, enter variable information and print. This enables me to send out personalised letters without retyping the entire text every time.

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