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How can you write a report that is accessible to all levels of readers?

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Writing a report that is accessible to all levels of readers is a valuable skill for any business professional. You want to communicate your findings, recommendations, and insights clearly and effectively to your audience, whether they are executives, managers, colleagues, or clients. How can you achieve this goal without compromising the quality and depth of your report? Here are some tips to help you write a report that is easy to understand, engaging, and informative for all levels of readers.

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1 Know your purpose and audience

Before you start writing, you need to define the purpose and the audience of your report. What is the main message you want to convey? What are the objectives and expectations of your report? Who are the readers and what are their backgrounds, interests, and needs? How will they use your report? Answering these questions will help you tailor your report to suit your purpose and audience. You can also use them to create an outline of your report, which will guide your writing process and structure.

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Nicolas CAUDAL

Management de transition / Certifié IFMT/ Directeur général/ Directeur commercial/ Expert en formation / Stratège de la réussite/ Leader du changement
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Je commence toujours par aller voir les rapports équivalents pour le même public disponible sur le Web, cela permet de se faire une étude de la forme et du fond à moindre frais.

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2 Use plain language and active voice

One of the most important ways to make your report accessible is to use plain language and active voice. Plain language means using simple, clear, and concise words and sentences that are easy to read and understand. Avoid jargon, slang, acronyms, and technical terms that might confuse or alienate your readers. If you have to use them, make sure to explain them or provide a glossary. Active voice means using verbs that show who is doing what, rather than passive verbs that obscure the subject and action. For example, instead of writing "The survey was conducted by the team", write "The team conducted the survey". Active voice makes your report more direct, lively, and engaging.

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Nicolas CAUDAL

Management de transition / Certifié IFMT/ Directeur général/ Directeur commercial/ Expert en formation / Stratège de la réussite/ Leader du changement
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Le niveau de vocabulaire doit être adapté au public visé. Si celui-ci utilise un jargon technique il faut en faire de même. Il faut se positionner en tant que "pair". Ensuite, des principes d'écritures simples que j'ai retenu de mon parcours de thésard : 1 idée = 1 phrase ; pas plus d'un mot de 4 syllabes par phrase...

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3 Organize your information logically

Another key aspect of making your report accessible is to organize your information logically and coherently. Use headings, subheadings, and transitions to divide your report into sections and subsections that follow a clear and consistent order. Use an introduction to provide the background, context, and purpose of your report. Use a body to present your findings, analysis, and arguments in a logical sequence. Use a conclusion to summarize your main points, recommendations, and implications. Use visuals, such as charts, graphs, tables, and diagrams, to illustrate and support your information. Use appendices to include additional or detailed information that might not fit in the main text.

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4 Highlight the key points and takeaways

To make your report more accessible, you need to highlight the key points and takeaways that you want your readers to remember and act on. Use summaries, bullet points, bold fonts, or color codes to emphasize the most important or relevant information in each section. Use an executive summary to provide a brief overview of your report, including the main findings, recommendations, and implications. Use a call to action to invite your readers to take the next steps or follow up with you. These techniques will help you capture and retain your readers' attention and interest.

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Dann Pierce

Founder and Rhetorician at Pierce Communication
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Other key advice (knowing your audience well and recognizing audience value structures) help. Make solid use of comparisons when creating key points. The importance of sending handwritten notes to contacts? "Handwritten notes are not only good business, but good human relations, little candles shining in a naughty world." Seeking sticky, memorable encouragement would work even better: “In a time when people are deluged with emails and junk mail, the handwritten note stands out like a raven in the snow.” Such emphasis can insure that your selected takeaways are actually remembered. Oates once said the first draft of a book was "pushing a peanut across a very dirty kitchen floor with your nose.” Go! Use comparisons. You'll be glad you did.

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Nicolas CAUDAL

Management de transition / Certifié IFMT/ Directeur général/ Directeur commercial/ Expert en formation / Stratège de la réussite/ Leader du changement
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Nous sommes des êtres visuels, donc la mise en forme est capitale. De plus, nous ne pouvons retenir que 3 choses à court terme, il ne sert donc à rien d'en faire plus dans un article : il est plus pertinent d'en écrire un second.

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5 Proofread and edit your report

Finally, you need to proofread and edit your report before you submit or share it with your readers. Proofreading and editing will help you eliminate any errors, inconsistencies, or ambiguities that might affect the readability and credibility of your report. You can use tools, such as spell checkers, grammar checkers, or readability checkers, to help you identify and correct any mistakes. You can also ask someone else, such as a colleague, a friend, or a professional editor, to review your report and give you feedback. Proofreading and editing will help you polish your report and ensure that it is accessible to all levels of readers.

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