In the world of business, information
and knowledge equal power. Report writing is
a valuable communication skill, which allows you to supply
information to your organisation.
Additionally solid report writing skills
assist you to enhance your career opportunities. This series
of report writing tips has been developed f or those who
desire to enhance their skills in this important area of
business.
1. Understand what kind of report
is needed?
There are many different types of organisational
reports. It is essential therefore that b
efore you begin putting a report together you firstly need
to consider what kind of report is required. Remember
to tailor your report to specifically meet the needs of
the people who require the information.
There are 3 basic types of reports:
- Information - generally
this involves the generation of routine or periodic
information. Example, head count numbers, financial
reports, OHS reports etc.
- Analytical - these
types of reports involve investigation, research
and data analysis. At the conclusion of the report recommendations
or suggestions are made for future action.
- Integrated - This
is the most common type of communication and involves
a combination of information and analysis reports.
2. Know the purpose of the report.
Don't go to all the effort of putting
together a 20-page report to find out that all that was
required was a one-page summary of figures. Ask the person
who requires the report to tell you exactly what they want
and expect from your information.
3. Know your reader.
Is this report going
to be read by internal or external customers? Should it
be in a formal or informal format? What words or references
will they understand? How familiar is the reader with the
subject of your report? It is important that you consider
who will be reading your report so that it can be tailored
to meet their needs and at the same time maximises its
impact and influence.
4. Know your deadline.
The amount of time and effort required
for your report will be determined by many things including
your notification time and deadline. If you are required
to research or analyse information you will need to factor
time for this into your plan.
5. Stay focussed on the issue.
It can be easy to go off track when working
on a large or important report but it is vital that you
stay focussed on the issues or problem. To help keep you
on track consider chunking your information down by adopting
a Who, What, When, Why, Where and How strategy of problem
solving.
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