Monthly Archives: July 2015

REPORT WRITING

REPORT WRITING IMAGE

REPORT WRITING is an important skill for change  and general management:

GREAT BOOKS ON REPORT and BUSINESS WRITING

BASICS

Your report needs a good Format and structure – it should include most of the following categories:

    • Heading Page
    • Content List
    • Executive Summary
    • Background / Introduction
    • Methods
    • Results
    • Observations /Proposals/Options
    • Conclusions and Appendices
  • An Executive summaryis a real ‘must’ if your report is a really lengthy one
  • An executive summary provides bullet points of all of the main elements of your report
  • It gives the ‘reader’ a snapshot view of the contents
  • It ensures that your main points are emphasised
  • And it conveys a really professional image!
  • An executive summary is easy to create once you have written the complete report

 

  • The Background or Introduction section should set the scene for the reader
  • It should explain why the information in the report has been put together
  • It should details any problems that have been identified and the effect of any such problems on the content of your report

The METHODS section of your report should explain HOW the information has been gathered

  • What were the sources of information?
  • What format did any investigation take?
  • Was any special documentation used to gather information?

The RESULTS section should detail the results of the exercise – the facts. These can be presented in text or tabulation format, depending on the content

  • If the results are quite short they can be presented within the body of the report
  • Remember that charts, diagrams or graphs can be exported from Excel or PowerPoint and embedded into the body of the report
  • If, however , the results are lengthy consider if they would be better placed as an Appendix

Observations or Findings

  • ObservationsSometimes presenting factual results is simply not enough
  • There might be other influences that should be mentioned
  • You might wish to make your own comments on the subject of the report
  • Observations are not fact-based and therefore cannot be substantiated
  • Observations are your views!

FINDINGS: a findings approach uses substantiated evidence to propose an option or a range of options

The RECOMMENDATION section allows you to make recommendations based on the findings of your report

  • The recommendations could ,  for example  ,be for:
  • Change
  •  Improvement
  • New Ideas /designs
  •  New markets
  •  Investment
  •  Etc

The recommendations should be based on the findings / results detailed in the report

Conclusions describe

How the implementation of your ideas and
recommendations would improve, for example :

  •   Service
  •   Sales
  • Reduced costs
  •  Productivity
  • Performance
  • Your assessment of the outcomes
  • Your evaluation of the benefits
  •  It’s your chance to really ‘sell’ your ideas and recommendations to the reader!
Numbering Report Sections

·         Expect feedback on your report – this could come in writing or verbally

·         Make it easy for the ‘reader’ to feedback by numbering important sections of your report

·         Not only can you number each section but also every paragraph in a section
1.   – Introduction
1.1 – 1st Paragraph of the Introduction
1.2 – 2nd Paragraph of the Introduction
2.  –  Method
2.1 – 1st Paragraph of the Method 2.2 – 2nd Paragraph etc

Appendicies

  •  Appendices allow you to add supporting information to your report. You can attach spreadsheets, forms, questionnaires, tables,charts, articles – in fact anything that will support the content of your report
  • By attaching an Appendix it will allow your report to flow, without  interruption
  • Appendices are usually numbered using Roman Numerals – toget the right effect select the font style ‘Times new Roman’ anduse capital letters e.g. Appendix I, Appendix II, Appendix III etc.

Impact

·         A report is compiled of many different elements

·         Always keep in mind the Impact of your report on the Reader

·         The Impact of your report will be dictated by the ‘look’ – so think about it carefully

·         The ‘look’ can help you create a positive image of the writer – YOU!

GREAT BOOKS ON REPORT and BUSINESS WRITING

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Peter Cobbe coaching

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  • NOW ACCEPTING NEW CLIENTS : Coaching via Skype / Facetime / 1 to 1 meetingsMy career experience includes HR Director and senior executive roles in Barclays plc and Tesco plc leading major transformation and complex change programmes reporting at Board level .I have an MBA, BA and I am a member of the  Association for Coaching. I am an accredited coach with over 12 years of private client coaching experience and as an associate consultant with Penna (UK) dealing with career, life,executive and business coaching and counselling. I work in mentoring and coaching partnerships with executives to help achieve gains of importance to them.I help people of all ages, different cultures and job levels to understand more about themselves, their impact on others and how to develop across major dimensions in life.
    I respect the integrity and confidentiality of my clients building on their existing great skills and abilities and evolving enhanced self guidance : ” No one in the world was ever you before, with your particular gifts and abilities and possibilities.”Specialties: Holistic / systemic approach to coaching
  • Remote coaching via Skype and Apple Facetime
  • Coaching for Executive performance /High Potential including C level
  • Senior Executive mentoring
  • First 100 days
  • Career Coaching/portfolio lifestyle
  • Coaching for powerful presentations
  • Life Coaching
  • Executive advice on staff insight surveys
  • Facilitating key meetings and C- level strategic retreats engaging around people decisions that flow from business choices
  • Business/HR Strategy ,Change Leadership
  • Communications strategy
  • Psychometrics,NLP,Emotional Intelligence
  • Confidence&Self Esteem
  • Creativity coaching
  • Independent Consulting propositions coaching
  • Non Executive director coaching
  • Business Report/White Paper writing
  • Graduate career coaching

Just a thought :

Five frogs are sitting on a log.
Four decide to jump off. How many are left? 

Answer: five. Why? Because there’s a difference between deciding and doing.

Mark Feldman

For a free exploratory discussion on 1 to 1 or Group Session coaching contact me on:

cobbep@gmail.com

or

via  my Linked In Profile