REPORT WRITING A report is a narrative document that serves to: Inform Entertain Educate Persuade

Under what circumstances do managers write reports This is usually after an investigation of any matter on which definite information is required. This investigation is usually made by an individual or a team instructed or required to do so.

To what intents are reports used? Provide information Advise on an issue Argue a case Persuade Initiate action Decision making

To what intents are reports used? It is therefore clear that effective reports are those in which the communication is effective. Failure to observe the principles of effective communication will result in a poorly written report

The Components of a report A subject- the matter being addressed A writer- the person or body producing the report A reader- the person or body whose need is being addressed by the report

Components of a report A structure- the arrangement and organization of the information A purpose-what the report should achieve practically It is important to bear all these in mind when writing a report in order to be able to communicate effectively.

TYPES OF REPORTS Categorization can be on a number of basis such as: Structure/ Format e.g. pyramid and traditional Level of complexity- e.g. free form and schematic

Types of reports How often they are written- e.g. routine, non-routine Who is writing the report e.g. Audit Committee Report

Stages in report writing When writing reports we need to go through several stages. There are FOUR basic stages which are: Data gathering Preparation/Planning Writing Editing

DATA GATHERING Depending on your terms of reference and resources (including time) at your disposal, gather data by: Interview Questionnaire Observation Document analysis Archives artefacts

Preparation There are a number of stages involved in preparation. These include: Self-analysis by the writer Subject/Content analysis Determining the character of the report-is it persuasive, informative, educative etc

SELF-ANALYSIS The writer must engage in self-evaluation. He/she must ask themselves the following questions? Why am I the one who has been asked to compile this report? Do I have all the necessary information?

SELF ANALYSIS Do I have the requisite expertise? Do I have the necessary resources? Do I have the necessary support? Given all the answers to the above questions, am I equal to the task?

SUBJECT/CONTENT ANALYSIS The writer should be clear about: Their terms of reference Satisfy him/herself that they have gathered all the data that satisfies the terms of reference Satisfy him/herself that they will be able to handle the presentation and analysis of the data e.g.- Statistical or Accounting presentations

Determining the character of the report This is normally determined by the purpose. It in turn determines: Choice of language Tone Final conclusions and recommendations

PURPOSE The other factor to be considered during preparation is the purpose for which the the report is being written. For example, is the report being written to prevent further loss of customers, workplace accidents or internal fraud, to establish liability or to consider and assess compensation due to an employee or customer?

PURPOSE At this stage the writer should also be very clear about which facts are going to be distinctly clear and which are ones are going to be just part of background information. There should be no loose ends relating to the important points.

PURPOSE In the final analysis, the writer should bear in mind that he or she is just an agent-his or her interests should therefore not override those of the other stakeholders such as the person who mandated him/her to write the report or the employees who are supposed to benefit from decisions emanating from the report.

AUDIENCE/READER ANALYSIS At this stage the reader needs to think about who is going to read the report. This should be done in terms of: The reader’s ability to understand the report The attitude they are likely to have of it.

AUDIENCE/READER ANALYSIS The decisions they are going to make out after going through the report. All this means that the writer needs to adapt their report to the reader’s needs, interests, experience, expectations and knowledge

FACTORS TO CONSIDER IN READER ANALYSIS Demographics e.g. age, gender, level of education, language etc Psychographics-attitudes, beliefs, values Socio-graphics- group affiliations, social disposition, racial,ethnic, cultural, religious, occupational, political backgrounds etc

WRITING THE REPORT Having gathered the information and decided on the structure of the report and with the purpose and audience in mind, one then sets out to write the report. While simple, routine reports can be written in one sitting, schematic reports often take more time and sittings-bear the deadline in mind

STRUCTURE OF A REPORT When writing a report one can follow a variety of structural patterns such as: Time/chronological order Spatial order Topical order

STRUCTURE Causal order Refutative order Problem-solution order

THE TRADITIONAL FORMAT Title page Acknowledgements Executive summary Contents page Introduction- This is made up of problem statement, background and objectives

FORMAT Methodology- This explains the methods used to gather and analyze data Findings Conclusion and recommendations

FORMAT Glossary Appendices References

Some useful tips on writing Language should be accurate Content should also be accurate Be as brief as possible Be clear

Some useful tips on writing Be simple Use active voice Do not be personal Be concrete and not abstract to facilitate decision-making

Some useful tips on writing Avoid clichés Use simple and short sentences- the KISS principle Paragraphs-the same principle applies Punctuation should be accurate

Some useful tips on writing Spelling should be accurate Presentation-neither too simple nor too complicated Layout-wide margins, double spacing, headings which stand out clearly from the space around

EDITING This is done to correct typographical, linguistic and content errors. You may have to produce several drafts before the final one. If not confidential, seek a second or even a third opinion

CONCLUSION Always bear in mind that a report reports its writer to the reader. Be the first to be impressed by the quality of your own work in terms of structure, language and content If you are not, chances are no one else will be and you will have failed to communicate.