Today is Thursday, so this post is on communication skills, specifically report writing. Yesterday, I came across a blog post by Shaun Fawcett on report writing. I liked what he had to say.
Read on for Shaun Fawcett’s tips on report writing…
Here is my take on Shaun Fawcett’s essential steps for writing any business report.
1. Confirm Exactly What the Client Wants
This is a very important initial step. Whether the client is you, or someone else, be sure that everyone has the same expectations. Think in terms of the deliverable -- the final report. What issues must it address? What direction/guidance is it expected to give? What exactly will it contain? What bottom line are they looking for?
2. Conduct the Initial Research
Once you know exactly what the client (or you) wants, you are ready to conduct your initial pre-report research. This stage may be as simple as collecting and reading a few background documents supplied by the client, or it could involve developing questionnaires and conducting detailed interviews with the appropriate people. It will vary with each situation. The internet can really simplify and shorten the research process, but don’t forget to double and triple check your sources.
3. Write the Table Of Contents First
Shaun says that drafting the Table of Contents before you start writing is the single most important key to developing a successful business report. Usually, you can develop the Table of Contents before, or in parallel with, the first phase of project information gathering. The Table of Contents should be a carefully thought out breakdown of exactly what you will cover in the final report. Although this takes up front time and brain power, it really streamlines the writing process. Visualize the final report; write the contents down. This really works! This Table of Contents then becomes a step-by-step template for the rest of the process.
4. Do Any Additional Research
After thinking through the Table of Contents in detail, you will know if any additional research is required. If yes, do this extra information gathering before you sit down and start to actually write the report. That way, once you begin the writing process you will have all of the information needed at hand and you will not have to interrupt the writing process to conduct any further research.
5. Create a Skeleton Document
Shaun suggests a trick here especially when working with Microsoft Word -- always create a skeleton document first. Before you actually write any of the text, enter the entire Table of Contents you have already developed into MS-Word, heading by heading, including sub-headings. At this point, the document is essentially a sequential series of headings and sub-headings with blank space between them. Then, have MS-Word generate an automatic Table of Contents that exactly matches your planned one.
6. Fill In the Blanks
That’s right, just fill in the blanks. Once the Table of Contents skeleton framework is in place, writing the actual report becomes almost like filling in the blanks. Start at the beginning and work your way sequentially through the headings and sub-headings, one at a time, until you get to the end. Really. At that point, with all of the preparation done, it should be a relatively straightforward process.
Mr. Fawcett presents some great common sense ideas on how to write an effective report. Follow them and you’ll be one step closer to becoming the star you are meant to be.
That’s it for today. Thanks for reading. Log on to my other blog www.CommonSenseGuy.com for common sense advice on leading people and running a business, and my website www.BudBilanich.com for more common sense.
I’ll see you around the web, and at Alex’s Lemonade Stand.
Bud
PS: Speaking of Alex’s Lemonade Stand – my fundraising page is still open. Please go to www.FirstGiving.com/TheCommonSenseGuy to read Alex’s inspiring story and to donate if you can.
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