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How can you create reports for a diverse audience with varying technical knowledge?

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Business reports are essential tools for communicating information, insights, and recommendations to various stakeholders. However, not all audiences have the same level of technical knowledge, interest, or expectations from your reports. How can you create reports that cater to the diverse needs and preferences of your audience, without compromising on clarity, accuracy, and relevance? Here are some tips to help you tailor your reports to different levels of technical knowledge.

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1 Know your audience

Before you start writing your report, you need to know who will read it, what they want to know, and how they will use it. This will help you determine the scope, depth, and tone of your report. For example, if your audience is composed of senior executives, they might be more interested in the big picture, the key findings, and the strategic implications of your report, rather than the technical details, the data sources, and the methods. On the other hand, if your audience is composed of analysts, they might want to see more evidence, explanations, and calculations behind your report, as well as the limitations and assumptions.

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Tamala B.

Dynamic and transformational analyst | Creative innovator | Forward-thinking | Brings inherent curiosity toward complex problems and employs strategic thinking tactics to identify sound and sustainable solutions.
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Understanding the audience's perspective is vital in reporting. For instance, early in my career as an analyst, my leaders required me to attend meetings with the client. The client would explain why the performance was not trending, and as the analyst responsible for the work, I realized that the situation was more nuanced. This understanding motivated me to extract data, create KPIs, and provide a more comprehensive perspective for everyone. It was during these moments that I truly grasped the importance of being a part of the audience, as it was the key to achieving these valuable insights.

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2 Use plain language

One of the most important skills for business reporting is to use plain language that is clear, concise, and easy to understand. Plain language does not mean simplifying or dumbing down your report, but rather avoiding unnecessary jargon, acronyms, and complex sentences that might confuse or alienate your audience. Plain language also means using active voice, concrete examples, and simple words that convey your message effectively. For example, instead of writing "The utilization of the CRM system resulted in an enhancement of customer satisfaction and retention", you could write "Using the CRM system improved customer satisfaction and retention".

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Syed Muhammad Abis

Manager Finance & Data Analytics at MARKET SECURITIES LLP
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It's essential for making reports more accessible and user-friendly. Alongside your great suggestions, I'd emphasize the importance of contextualizing data and findings. For instance, when you present numbers or trends, briefly explaining why these matter to your audience can be incredibly impactful. Linking data back to business goals or individual roles helps in making the information not only clear but also relevant.

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3 Provide context and background

Depending on the level of technical knowledge of your audience, you might need to provide more or less context and background information for your report. Context and background information help your audience understand the purpose, scope, and relevance of your report, as well as the definitions, concepts, and assumptions that you use. For example, if your report is about the impact of social media marketing on sales, you might need to explain what social media marketing is, how you measured it, and what are the industry benchmarks and trends. However, if your audience is already familiar with these topics, you might only need to provide a brief summary or a reference.

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4 Use visuals and summaries

Visuals and summaries are powerful ways to communicate complex or large amounts of information in a simple and engaging way. Visuals and summaries can help your audience grasp the main points, trends, and patterns of your report, as well as highlight the key takeaways and recommendations. For example, you can use charts, graphs, tables, or infographics to illustrate your data, findings, or comparisons. You can also use bullet points, headings, or executive summaries to organize and emphasize your main arguments, conclusions, or actions.

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Tamala B.

Dynamic and transformational analyst | Creative innovator | Forward-thinking | Brings inherent curiosity toward complex problems and employs strategic thinking tactics to identify sound and sustainable solutions.
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I have always been a fan of design aesthetics and how useful they are translating data. A more meaningful message can be delivered by using creative image placement, color palettes, typography, chart types, etc. If the audience is looking for information from an analysis, and the surrounding data supports a holistic view that tells a more meaningful story, this can be translated within the design aesthetics without bogging down the presentation with too much information.

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5 Adapt your level of detail

Another tip to tailor your reports to different levels of technical knowledge is to adapt your level of detail according to the needs and preferences of your audience. For example, if your audience is more technical, you might want to provide more details, explanations, and evidence for your report, as well as appendices, footnotes, or references for further information. However, if your audience is less technical, you might want to focus on the main points, implications, and recommendations of your report, and avoid too much detail, data, or calculations that might overwhelm or bore them.

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6 Seek feedback and revise

Finally, one of the best ways to improve your business reporting skills and create reports that suit your diverse audience is to seek feedback and revise your report accordingly. Feedback can help you identify the strengths and weaknesses of your report, as well as the gaps, errors, or misunderstandings that might arise. Feedback can also help you understand the expectations, questions, and opinions of your audience, and how you can address them in your report. You can seek feedback from your colleagues, peers, mentors, or experts, as well as from your actual or potential audience.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you create reports for a diverse audience with varying technical knowledge?

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1 Know your audience

2 Use plain language

3 Provide context and background

4 Use visuals and summaries

5 Adapt your level of detail

6 Seek feedback and revise

7 Here’s what else to consider

Business Reporting

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