6. Use credible research sources.
If you research, analyse and present information
in a report it is imperative that any material used is
correct and from a credible source. Company records, library
sources, ABS or other government information often provide
you with primary sources of information that can give your
report and recommendations respect and credibility. Remember
to correctly reference and maintain copies of research
material used in your report.
7. Don't jump to conclusions.
Gather all the facts before you draw conclusions
or make recommendations. This may require you to ask
questions or research and gather information from a variety
of sources. Try to think objectively and give a balanced
presentation of views and information from all sides of
the issue. Your conclusion will receive greater recognition
if the report has explored a wide range of issues and solutions.
8. Make your report clear and easy
to read.
To have your report or ideas considered,
first the message needs to be clear and easy to read. Try
to avoid jargon, technical language or words that your
reader may not understand. It is always a good idea to
avoid personal tones e.g. "In my opinion..". You might
like to consider using an objective tone such as “this
writer believes..”.
By understanding the reader your message can be tailored with the language
and style that most appeals to them.
9. Structure your format.
Some organisations require reports to be
written to a standard format, while other companies may
have standard fonts, font sizes and acceptable colours.
If this is not the case in your organisation you may like to consider some
of the following guidelines to report presentation.
- Use A4 size paper
- Use a font of 12 point for your text
- One-and a half or double line spacing
and double spaced paragraphs make documents easier
to read
- Include a contents page
- Number each page
- Avoid complex fonts
- Start each chapter on a new page
- Well-spaced pages
- Make headings bold
10. Read your draft.
The perception and layout of your report
is as important as its content. Make sure that you pre-read
your report before you deliver it. Check for layout, grammar
and spelling errors. Ensure that you keep a copy of your
report for future reference. Attach a letter or memo to
accompany your report and consider binding it for important
meetings or to enhance its presentation.
References:
"Writing, Researching, Communicating - Communication
Skills for the Information Age", Third Edition. Keith Windschuttle & Elizabeth
Elliott, McGraw Hill Book Company Australia Pty Ltd 1999.
"Excellence in Business Communication", Fourth
Edition, John V Thill, Courtland L Bovee, Prentice Hall,
New Jersey, 1999.
"Guide to Internal Communication Methods",
Edited by Eileen Scholes on behalf of the ITEM Group, Gower
Publishing Group, 1999.
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