REPORT Writing –

        Writing a report is an opportunity to make recommendations for change. It’s an important task.

                The layout and the way you present your findings are crucial if you want to be read.

        Never rush to get started. Make a realistic plan first.

A Handful of Tips to help you prepare a sound report

 * Terms of reference  

        Obtain clear terms of reference.

        Find out who requested the report and the objectives before you start.

        Ask them why they need this report, and what they are looking for.

* Negotiate your budget or timeline

         When is your report due? How much time have you got to complete the task? 

        Decide on how best to use your time and the allocated money. You may need to reduce other activities.

* Research

        Collect as much relevant background information as possible.

        Check the archives.

         See what others have done before you start. There is no use in reinventing the wheel.

            Make a list of people who should be interviewed?

        Make appointments when people are not too busy and have time to talk to you.

        First, establish a rapport with the people you are interviewing. Ask simple questions and listen very carefully to what they have to say.

* Make a plan

        Plan the work to be done.

        Find out everything everyone else knows on the subject, then begin where they left off.  You are now ready to start.

            Prepare your leading questions.

            Break up big activities into smaller search areas.  

        Set a realistic timetable for each proposed task.

* Seek help

         Find out what help you can expect from other sources.

        Can you get permission to use colleagues and others to help you collect data?

        Often peer-group questioners get the best results. For example, if you were carrying out a rural report;  employ retired farmers or farmer’s wives.

        Face-to-face research is the key to accurate reporting. It’s better than carrying it out online.

        Report writing can be satisfying work.

        Remember your recommendations must be politically acceptable, timely, and financially possible, for your recommendations to be considered.    

-Geoffrey Moss(mossassociates.co.nz)

“Time is valuable to top management so keep your reports brief, to the point, factual, and easy to read.” 

SOURCE: For more details on this topic read,  “Persuasive Ways” published by Moss Associates Ltd, New Zealand, or the Chinese language edition by the Shanghai People’s Publishing House and in Hungarian by Bagolyvar Konyvkiado as “Getting Your Ideas Across”.  It’s also published as “Secrets of Persuasion” by Cengage Learning Asia and is available as an e-book from Amazon.com.