Business reporting is more than just presenting facts and figures. It is also about telling a story that engages your audience, informs them of the situation, and guides them to take action. To create effective narratives, you need to follow some best practices that will help you structure, write, and deliver your reports. Here are six of them.
Before you start writing, you need to define the purpose of your report. What is the main message you want to convey? What are the objectives you want to achieve? How will your report help your audience make decisions or solve problems? Having a clear purpose will help you focus your narrative and avoid irrelevant or confusing information.
Reports need to be clear, concise and written as if the audience is being introduced to the information for the first time. For me, reports that are long and does not include graphs and pictures literally puts me to snooze mode. I believe a majority of people learn by imagery opposed to words and providing visual, factual data increases audience activity. Reports need to be written in layman's terms and acronyms need to be expanded in the first instance used with acronyms in brackets next to it for a reference point. E.g. Department of Education (DoE).
Your report should be tailored to the needs and expectations of your audience. Who are they? What do they already know? What do they want to know? How will they use your report? Knowing your audience will help you choose the appropriate tone, language, format, and level of detail for your narrative. It will also help you anticipate and address their questions and concerns.
Creating informative and actionable narratives is a multifaceted process that involves understanding your audience, structuring your narrative effectively, incorporating visuals, and encouraging engagement. By following these best practices, you can craft narratives that inform, inspire, and drive meaningful action. Effective communication is a skill that can be honed over time, so continue to refine your storytelling abilities and adapt your approach as needed to achieve your communication goals.
Your report should be organized in a clear and logical structure that guides your audience through your narrative. A typical structure for business reports includes an executive summary, introduction, body, conclusion, recommendations, and appendices. The executive summary should provide a brief overview of the main points, findings, and recommendations of your report. The introduction should provide a background and context for your report, including the purpose, scope, and methodology. The body should be composed of a detailed analysis and discussion of your data, evidence, and arguments, organized into sections and sub-sections with clear headings and transitions. The conclusion should summarize your main findings, implications, and limitations of your report. The recommendations should include a list of specific and actionable steps that your audience should take based on your report. Finally, the appendices should contain any additional or supporting information that is not essential for the main narrative.
When writing your report, make sure to use a clear and concise style that avoids ambiguity, jargon, and extra words. To improve your writing, use active voice and strong verbs instead of passive voice and weak verbs. Short and simple sentences are preferable to long and complex ones. Additionally, bullet points and lists can be used when presenting facts, figures, or steps. To make the text easier to scan, use headings, subheadings, white space, transitions, and signposts to connect your ideas. Finally, consider using charts, graphs, images, or diagrams to illustrate your data and make it more visual.
Before submitting or presenting your report, it's important to proofread and edit it carefully to ensure it is free of errors and inconsistencies. This includes checking for spelling, grammar, punctuation, capitalization, formatting, layout, alignment, headings, subheadings, numbering, consistency of terms, abbreviations and units, accuracy and relevance of data, sources and references and clarity and coherence of your narrative. Doing this will help maintain your credibility and avoid confusion with your audience.
Delivering your report in a confident and professional manner is essential for engaging your audience and persuading them to take action. Beforehand, review your report to make sure you know the main points, findings, and recommendations. Think about the questions and feedback you may receive from your audience. Select the best mode and medium for your report, depending on your purpose and audience. Visual aids, such as slides, handouts, or videos, can support your narrative and make it more interesting. Appropriate body language, eye contact, voice, and gestures can help you convey your message and connect with your audience.