How do you write performance reports that avoid confusing jargon and alienating acronyms?

1 Know your audience

Before you start writing, think about who will read your report and what they need to know. Different audiences may have different levels of familiarity with your project, goals, and terminology. For example, your project team may understand technical details and abbreviations, but your senior management may not. Tailor your language and tone to suit your audience's expectations and preferences. Avoid using jargon and acronyms that are not widely known or relevant to your audience. If you have to use them, explain them the first time you mention them and provide a glossary if necessary.

2 Use plain language

Plain language is a style of writing that is clear, concise, and easy to understand. It does not mean simplifying or dumbing down your content, but rather selecting words and structures that suit your purpose and audience. To use plain language, you should opt for active voice and strong verbs instead of passive voice and weak verbs. Additionally, break up long and complex sentences into smaller and clearer ones, using transitions and headings to organize your ideas. Furthermore, use concrete and specific words instead of vague and abstract ones, as well as positive and direct words instead of negative and indirect ones. This will help make your writing more accessible to readers.

3 Be consistent and accurate

Consistency and accuracy are key to building credibility and trust with your audience. Make sure that your report is consistent in terms of format, style, tone, and terminology. Use the same fonts, colors, headings, and labels throughout your report. Follow the same rules and conventions for spelling, grammar, punctuation, and capitalization. Use the same terms and definitions for key concepts and indicators. Avoid using synonyms or variations that may confuse or mislead your readers.

Accuracy also means that your report is based on reliable and verifiable data and evidence. Check your facts, figures, and sources carefully. Avoid making claims or assumptions that are not supported by data or logic. Cite your references and sources properly. Use charts, graphs, and tables to present your data visually and clearly. Make sure that your data is relevant, accurate, and up to date.

4 Focus on the main message

Your report should have a clear and concise main message that summarizes your performance, achievements, challenges, and recommendations. This main message should address the goal or objective you set out to achieve, the steps taken to reach it, the results or outcomes achieved, the risks or challenges faced, and the recommendations for next steps. To emphasize your main message and key points, use headings, subheadings, bullet points, and highlights. Additionally, examples, stories, and testimonials can be used to illustrate your main message and make it more engaging and memorable. It is important to state your main message at the beginning and the end of your report as well as throughout in different ways.

5 Get feedback and revise

Before you finalize and submit your report, get feedback from someone who can review your report objectively and constructively. Ask them to check your report for clarity, consistency, accuracy, and relevance. Ask them to point out any jargon, acronyms, or confusing terms that you may have overlooked or misused. Ask them to suggest any improvements or changes that can make your report more effective and persuasive.

Use the feedback to revise and polish your report. Eliminate any unnecessary or redundant words, sentences, or paragraphs. Correct any errors or mistakes in spelling, grammar, punctuation, or formatting. Make sure that your report is easy to read, understand, and act on.

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?