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What is the best way to structure a report for non-technical readers?

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If you are a business reporter, you may often need to write reports for non-technical readers, such as managers, clients, or the general public. These readers may not have the same background, expertise, or interest in the details of your analysis as you do. Therefore, you need to structure your report in a way that is clear, concise, and engaging for them. In this article, we will share some tips on how to do that.

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Gwen Nicodemus

Technical Support Engineer | Educator | Public Speaking | Technical Writing | DevOps | Linux | Python | Bash | Awk |…

1 Know your audience

The first step to structure your report for non-technical readers is to know your audience. Who are they? What are their goals, needs, and expectations? How much time and attention do they have to read your report? What are their main questions and concerns? Knowing your audience will help you tailor your content, tone, and format to suit their preferences and priorities. For example, if your audience is a busy executive who wants a quick overview of your findings, you may want to use a summary, visuals, and bullet points. If your audience is a curious customer who wants to learn more about your process, you may want to use a narrative, examples, and explanations.

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2 Use a logical structure

The second step to structure your report for non-technical readers is to use a logical structure. A logical structure helps your readers follow your flow of ideas, understand your main points, and find the information they need. A common structure for business reports is the IMRAD format, which stands for Introduction, Methods, Results, and Discussion. In the introduction, you provide the background, context, and purpose of your report. In the methods, you describe how you collected and analyzed your data. In the results, you present your findings and evidence. In the discussion, you interpret your results, draw conclusions, and make recommendations.

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Gwen Nicodemus

Technical Support Engineer | Educator | Public Speaking | Technical Writing | DevOps | Linux | Python | Bash | Awk | Regex
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Your audience is key in choosing a logical structure. What is logical to an engineer can seem like gobbledygook to construction workers or even executives. The reverse can also be true. So, figure out who your audience is. Find sample documents for that demographic. Ask someone in that demographic which are easy to follow and which are difficult. Create your structure mimicking the good samples. Also, consider using a story to navigate through the document. One of the reasons the book The Phoenix Project is successful is that we have a hero with feelings and a family to root for. Having that human character makes it easier to process the bits of knowledge and put them in their proper places.

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3 Write clearly and concisely

The third step to structure your report for non-technical readers is to write clearly and concisely. Clear and concise writing means using simple and precise language, avoiding jargon and acronyms, and explaining technical terms. It also means using short and active sentences, avoiding unnecessary words and repetition, and using transitions and headings to connect your paragraphs. Clear and concise writing helps your readers grasp your message, avoid confusion, and save time.

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Gwen Nicodemus

Technical Support Engineer | Educator | Public Speaking | Technical Writing | DevOps | Linux | Python | Bash | Awk | Regex
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Read "Language Intelligence: Lessons on persuasion from Jesus, Shakespeare, Lincoln, and Lady Gaga" by Joseph Romm. Romm talks about how Lincoln studied rhetoric and used what he learned when he wrote the masterpiece known as the Gettysburg Address. Follow these steps when writing: Write an outline. Write a draft for each section. Replace long, multisyllabic words with short words. Repeat important phrases. Reuse sentence structure. Look for jargon and remove it. Replace acronyms with actual words. Explain an acronym/phrase that is used repeatedly in its own sentence when first used. Remove half the words you wrote. Wait a day. Read the document out loud. Proofread and fix your text. Have your grandmother read it. Quiz her.

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4 Use visuals and examples

The fourth step to structure your report for non-technical readers is to use visuals and examples. Visuals and examples are powerful tools to illustrate your points, support your arguments, and engage your readers. Visuals can include graphs, charts, tables, diagrams, photos, or icons. Examples can include stories, scenarios, cases, or analogies. Visuals and examples help your readers see the big picture, understand the details, and relate to your topic.

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Gwen Nicodemus

Technical Support Engineer | Educator | Public Speaking | Technical Writing | DevOps | Linux | Python | Bash | Awk | Regex
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Use visuals to explain concepts to non-technical people can be tricky. Assume that you will need to explain any graphic more complex than what people studied in grade school. Pie charts, line graphs, scatter plots, bar graphs, and tables are safe. Flow charts and Venn diagrams are probably okay. Heat maps, radar, box plots, histograms, tree maps, and stream graphs need to be explained. If you don't explain the more complex visualizations, the people that don't understand them will miss out. Of course, this is audience dependent. Executives are more likely to have seen the fancier graphs before.

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5 Proofread and format

The fifth step to structure your report for non-technical readers is to proofread and format your report. Proofreading and formatting are essential to ensure the quality, accuracy, and readability of your report. Proofreading means checking your spelling, grammar, punctuation, and consistency. Formatting means applying a consistent and appropriate style, layout, font, color, and alignment to your report. Proofreading and formatting help your readers trust your credibility, appreciate your professionalism, and enjoy your presentation.

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6 Solicit feedback

The sixth and final step to structure your report for non-technical readers is to solicit feedback. Soliciting feedback means asking someone else to read your report and give you their honest and constructive opinion. Feedback can help you identify and fix any errors, gaps, or weaknesses in your report. It can also help you improve your clarity, relevance, and impact. Soliciting feedback can be done before, during, or after writing your report, depending on your purpose, deadline, and availability. Soliciting feedback helps you ensure your report meets the needs and expectations of your audience.

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Jan Angelique Dalisay

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If possible, get early feedback from one of your intended audience. Ask your reviewer: based from this first draft/outline, can you see yourself getting the answer you need from this report? What may hinder you from getting the most out of this paper? Is it the length, lack of informative subheadings, etc?

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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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What is the best way to structure a report for non-technical readers?

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1 Know your audience

2 Use a logical structure

3 Write clearly and concisely

4 Use visuals and examples

5 Proofread and format

6 Solicit feedback

7 Here’s what else to consider

Business Reporting

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