| Writing a really good report can be important to our | | | | Who are you writing for? You are writing for an |
| career, and because of this, it is something we should | | | | audience - not for yourself. Spend time thinking about |
| take very seriously. After all, a written report is a | | | | your audience. You want them to understand and |
| permanent record. It is a record not only of our writing | | | | accept your report. You want them to be positively |
| skills, but also of our clarity of thought, our ability to | | | | impressed with your efforts. Remember that only 20% |
| analyse evidence, our problem solving skills and our | | | | of the population are like you - 20% think like you, think |
| ability to successfully achieve the purpose for which | | | | the same things are logical and obvious like you. The |
| the report was commissioned. | | | | other 80% are different. You may like lots of facts and |
| What is a Report? | | | | figures, they may see this as waffle and want to see |
| "A report is a statement of the results of an | | | | the bottom line. You may like just the higher level points |
| investigation or of any matter on which definite | | | | - they may want the detail. Do some research on your |
| information is required." (Oxford English Dictionary) A | | | | audience and pitch your points, flow and language style |
| report is not a narrative or an essay. We are not telling | | | | to suit them. |
| a story, or giving a subjective description. Equally, it is | | | | Side 3 - the Use |
| not a series of blunt bullet points. A report is a well | | | | This question will also help us determine the level of |
| written statement of evidence, with conclusions and, | | | | detail and approach in our report. Do not assume that |
| perhaps, recommendations. It is an analysis of the data | | | | the person commissioning the report simply wants to |
| of the investigation, written in an objective, logical and | | | | read the information. Is this report to be used to take |
| factual way. | | | | action, to be presented to someone outside the |
| A report has a purpose and, to be effective, that | | | | organisation, to be used in a court case etc.? Knowing |
| purpose must be achieved. The people reading this | | | | what exactly your report will be used for will influence |
| report, the audience, must be able to find the required | | | | how you write it. Tease out all the sides of the |
| information, understand it and follow the logical flow of | | | | Purpose Triangle using the questions above. When you |
| the argument from beginning to end. Writing a really | | | | have finished, you should be able to write down a very |
| effective report that will succeed it this way requires 1) | | | | sharp purpose statement in one short paragraph. |
| a plan and 2) a structure. | | | | Report Structure |
| Plan before you Write | | | | A report has a definite structure. It is arranged in a |
| As with most things in life, it is better to spend more | | | | way that the reader can easily find the information he |
| time planning the report than writing it. Time spent | | | | or she requires. A structure also makes it easier for |
| planning will make even the most complex report | | | | the writer, to arrange our thoughts in a logical flow and |
| much easier to write, and will lead to a much better | | | | to write a readable report. In its simplest form, a report |
| quality and more effective end product. Step one is to | | | | will consist of a beginning, a middle and an end. |
| clarify your purpose, to have a very clear focus on | | | | The beginning, the Introduction, sets the scene by |
| your objectives. The 'Purpose Triangle' will help you | | | | informing the reader what the report is all about and |
| tease out what exactly you are producing. Think of an | | | | what it intends to achieve. The middle section, the |
| equal sided triangle with the word 'purpose' in the | | | | Findings, is the most important part of the document |
| middle. The 3 sides of the triangle are the aspects we | | | | where the details of the findings are delivered, and the |
| work on to tease out our purpose. They are | | | | arguments developed. The findings section has a |
| overlapping elements, and working on all 3 separately | | | | logical structure, is written in clear language, and is |
| will help you clarify your thinking. | | | | organised into appropriate headings and sub-headings. |
| The 3 sides are - | | | | This clarifies the report's aim and ensures the reader's |
| 1. Topic & Objective | | | | interest is maintained. The end must follow on naturally |
| 2. Audience | | | | from the main body of the report. We arrive at a |
| 3. Use | | | | conclusion, and we guide the reader to a series of |
| Side 1 - Topic & Objective | | | | recommendations. |
| Write down the answers to the following questions. If | | | | A good report is like a well told joke, it funnels the |
| you don't know the answers, ask someone! What | | | | reader down to the punch line: |
| exactly is the Topic? Who has asked for this report? | | | | - Introduction - Sets the scene |
| What is the scope of your report? What aspects of | | | | - Findings - Gives the detail |
| the topic are you to cover? What are the limits of the | | | | - Conclusions - Lands the punch line |
| report? What are you not to address? What is | | | | We draw the reader down the narrowing funnel to our |
| deadline? What report size is required? The next | | | | logical conclusions. The headings we use should |
| important issue to teas out is what exactly is the | | | | demonstrate this clear, logical structure. Concentrating |
| objective? Why am I writing this report? Is it to give | | | | on your Plan and your Structure should help ensure |
| information, to evaluate, to persuade or what? | | | | you write a highly effective report. |
| Side 2 - Audience | | | | |