How do you make sure your performance reports are clear?

1 Know your audience

Before you start writing your report, you need to understand who will read it and what they expect from it. Different audiences may have different levels of interest, knowledge, and authority over your project or program. For instance, senior management may prefer a high-level summary of the results while the technical team may seek more details on the methods and data. To customize your report for each reader, you must identify primary and secondary readers, determine the purpose and scope of the report, use language that is suitable for the audience, and emphasize main points and recommendations that are relevant and actionable. Additionally, avoid jargon or acronyms that may confuse them.

2 Structure your report logically

A clear and logical structure is essential for helping readers follow your report and understand your main arguments. A typical performance report should include an executive summary, an introduction, a methodology, results, a discussion, a conclusion, and recommendations. Headings, subheadings, and transitions should be used to guide readers through the report, making it easier to scan and navigate. The executive summary should provide a brief overview of the objectives, methods, findings, conclusions, and recommendations. The introduction should provide background information on the project or program, its goals, scope, and context. The methodology should describe how you measured and evaluated the performance including data sources, indicators, criteria, and limitations. The results should be presented using tables, charts, graphs, or other visual aids. The discussion should interpret the results highlighting strengths, weaknesses, opportunities and threats. Finally the conclusion should summarize the main findings and implications while the recommendations section should list specific and realistic actions or suggestions for improvement.

3 Write clearly and concisely

In order to effectively communicate your message and avoid ambiguity or misunderstanding, you should write in a clear and concise style. This includes using simple and direct sentences, active verbs, and specific nouns. Additionally, you should use positive language and consistent terminology. Furthermore, you should ensure that your punctuation, spelling, and grammar are correct. As a final step, you should proofread and edit your report carefully and ask for feedback from others in order to improve your writing quality.

4 Use visual aids wisely

Using visual aids in your report can help illustrate data and analysis to make it more engaging and persuasive. However, it’s important to choose the most appropriate type of visual aid for your data and purpose, such as tables, charts, graphs, maps, or diagrams. Make sure to label and title your visual aids clearly and provide captions or legends to explain them. Align your visual aids with your text and refer to them in your writing, using colors, fonts, and sizes that are consistent and readable. Additionally, cite the sources of your visual aids if they are not your own. Lastly, test your visual aids on different devices and formats to ensure they are clear and accessible.

6 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?