It’s the end of the year, which means… time to write reports! We’re talking about budgets, forecasts, productivity, progress, sales summaries, marketing, etc. Bosses, clients, and colleagues want to know what you’ve done, what’s happened, and what will happen, but without having to read a novel.
But writing reports can really help – after thinking, reviewing, and writing you will probably have a good idea of how the past year went. It’s the first step to determining changes for the coming year. You’ll see what worked and what didn’t. Writing an annual report provides focus for the future. When you get bogged down in the day to day, you might forget why you do what you do. A quick look at your annual report can provide the necessary reminders to keep you on track.
Top tips for making report writing easier
- Define the objective first – why are you writing the report? Start the sentence with a to-infinitive, for example, “To analyze our current brand strategy and suggest ideas for diversifying.”
- Ask yourself, “Who is going to read this?”. The answer will help you focus on the reader.
- Don’t write your executive summary first – do it last! This way you already have all the information and it’s easier to decide what to include.
- Plan your structure before you start writing and decide on a layout. Use a mind map to plan visually.
- Keep the language simple and direct. Make sure your sentences are not too long, and use linking words to help your readers go from one point to the next.
- Don’t just use text. Including images, icons, graphics, charts, and graphic organizers makes it nicer and easier to read.
- Don’t forget to proofread and edit the document. And check for punctuation!
And, lastly, ask yourself: would you like to read your own report? If the answer is yes, congratulations! If not, go back and change some things.
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