Business Writing: Report Writing Basics

Writing formal reports can be an intimidating task for even the most experienced employees. And while it may never be completely painless, it can be made less overwhelming with planning and preparation.

An important thing to remember is that a properly organized report is the product of a well-defined process, i.e., it starts with defining a problem or situation, and ends with specific recommendations for dealing with this situation. But it is what happens between these two steps that separates a formal report from an essay or editorial.

Management will often look at reports as the basis for change or decision-making. As such, "recommendations" arising out of a report will be expected to have been arrived at objectively, logically, and analytically. The following outlines the steps and methods used to develop and organize most formal reports:

Purpose: Defining the problem

Your boss probably laid out a few broad rationales for the report, i.e.,expense analysis, customer complaints, error rates, turnover, etc. Obviously,the rationales for a report can be myriad, but in essence, they will more than likely fall under one or more of the following categories: Fiscal, Operational, or Human Resources. There are other categories but these three are arguably the most common and representative.

At this point, your mind is very likely swimming with questions. This is good as asking questions is central to any report. But asking the right questions at the onset will help you get the writing process off to a focused start.

That said, the following are examples of the types of appropriate questions to be asked at the start of a report-writing project:

* What is the reason for the report?
* What is its nature? (fiscal, operational, people, combination)
* Who's requesting the report?
* Is background information available?
* When is the completed report due?

At this preliminary stage do not use up a lot of excess energy chasing after information. Just getting simple and cursory answers to these basic questions will suffice at this point. The need to be more selective and analytical will present itself as the study progresses.

Research: Getting Your Hands Dirty

In the early stages of any report-writing project, the writer's emphasis should be on researching general background and facts pertaining to the problem or situation. All subject-related information discovered should be considered relevant at this point as there will be ample opportunity to filter and edit later in the process.

It should be noted that there are both formal and informal information sources in organizations. And experience has proved that it is wise to tap into both sources at the onset of a report-writing project. After all, the unofficial slant on a problem or situation can often be more revealing than the official slant, so even anecdotal information may be useful at this stage.

With this in mind, here are the common methods generally used in researching background and data for a Business Report:

* Archival Research (paper and computer files)
* Personal Interviews (face-to-face and telephone)
* Formal Written Requests (letters, memos, email)
* Internet (search engines and subscribed services)
* Focus Groups
* Committees and Task Forces
* Outside Resources (consultants, research firms)
* Interns and Trainees

Of these listed, the first three are arguably the most common methods used. Of course, it is rare that only one method will be chosen. In most situations, a combination of methods is generally used. Keep in mind the choice of method will often depend on the nature of the problem as well as the potential fallout of the report. In other words, it is sometimes logical and prudent to employ outside research sources, especially if the report will be examining a particularly controversial subject.

Regardless of which method is used, the aim is to generate enough data to analyze the problem or situation previously identified in step one.

Findings: Sorting Things Out

It would be great if one could just take raw research and prepare the report. But it is rarely that simple. If you have done your research, it's a good bet that you have uncovered reams of information. Some of this data will be relevant, and some will undoubtedly be unusable, so the writer's next task is to objectively sort and edit this "raw data".

Of course, over-editing data could possibly skew your analysis. And few writers would want to be accused of data manipulation, even unintentionally. Thus said, use your best judgment when editing your data, and keep a record of all your "Findings". You never know when someone may challenge the legitimacy of your research, so be prepared to justify your data-editing decisions.

Another important consideration in this step is to avoid nullifying your data with preconceived assumptions. It may be politically expedient or tempting to do so, but this only serves to minimize the credibility of the final report.

Here are some questions to ask yourself as you sort through your research:

* What data proves or confirms the original problem or situation?
* Does any data contradict the original problem or situation?
* What information is backed up by hard data?
* What information is unsubstantiated?
* Can controversial data be verified?
* Are my sources credible?
* Will omitting or including certain data affect the report in a materiel way?

Analysis: Making Sense Of Things

Once you have identified the relevant data, your next step is to organize and present this information in a logical and persuasive format. Analysis can be either qualitative or quantitative. In some situations, a comprehensive narrative will suffice, but in other situations a statistical, tabular, or graphical representation is appropriate. In reality, a narrative combined with graphical data is usually what's expected.

Conclusions: What You Have Discovered

In the "Conclusions" Step, focus on the verifiable facts. You gathered the data, so you should have a sense of what data is solid and what data might not bear up under close scrutiny. Granted, you may have uncovered some anecdotal information that you feel deserves some mention. This kind of information may indeed have a place in your report, but it should not be included in "Conclusions". Save "soft" data as a basis for some of your "Recommendations". At this stage, stick with hard facts.

Here are a few things to remember when stating Conclusions:

* Be logical and base your conclusions on hard data.
* State facts, not opinions.
* Be careful not to generalize, focus on specifics.
* Don't "spin your results", let the data speak for itself.
* Recheck and re-verify controversial data.

Recommendations: What Should Happen

From the previous step, your data should have led you to certain conclusions about a problem or situation, and these conclusions are the main basis for your "Recommendations". Of course, some of your recommendations may be interpretive of your data and border on the subjective. But in the end, your suggestions should still have a solid and logical basis, even if that basis is your own reasoned judgment.

It should be noted, that "Recommendations" can run the gamut from major operational changes to minor procedural "tweaks". But whether your report ends with a "bang or a whimper" is not nearly as important as the logic and feasibility of the recommendations themselves.

Here are a few pointers to consider when making Recommendations:

* Be succinct and use bullet points.
* Rely on your data and conclusions as the main basis for your suggestions.
* If you use anecdotal data to suggest a change, state this up front.
* For controversial recommendations, suggest a phase-in strategy.
* Be prepared to defend or elaborate on your recommendations.

In the end, whether your recommendations are accepted or rejected has much to do with the way you identify, organize and present your data. Likewise, the best advice is to follow the report-writing process to it's logical conclusion and let the analysis speak for itself. You may not view yourself as the most persuasive writer, but it is hard to minimize the influence of a well-organized and comprehensive report.

Jack


Related Links:

Tips For Writing A Business Report

How To Write A Report

How To Format A Business Report