Writing a report can be one of the most difficult writing tasks we face, whether it’s for work or for school.
In my various professional incarnations over the years, as bureaucrat, administrator and private consultant, I have been required to write literally (no pun intended) hundreds of reports of just about every description you can imagine. In fact, when I did my MBA in the mid-1990s it was like a total immersion course in report writing; they seemed to be never ending.
So, to help people with their report writing I have put together a few tips that I have picked up over the years.
People often cringe at the thought of writing a “business report”. Granted, these are somewhat more complicated than business letters, but if approached in the right way, writing a business report can be a straightforward and reasonably painless process.
There are a number of different generic types of business reports including: general business report, business plan, business proposal, marketing plan, strategic plan, business analysis, project report, project analysis, project proposal, project review, financial plan,
financial analysis, and others.
Although the technical content and terminology will vary from report to report, depending on the subject and industry context, the actual “report writing process” will be essentially the same. Whether it’s a short 10-pager, or a major 100-plus pager, that “process” will involve the same fundamental steps.
The following seven points are what I consider to be the essential steps for writing any business report. Follow these steps carefully and you won’t go wrong.
1. Confirm Exactly What The Client Wants
This is a very important initial step. Whether the client is you, or someone else, be sure that everyone is talking about the same thing in terms of final outcome and expectations. When determining this, always think specifically in terms of the final deliverable (usually the final report). What issues must it address? What direction/guidance is it expected to give? What exactly will it contain? What bottom line are they looking for?
2. Determine What Type Of Report Is Required
This is another very important initial matter to clarify. There are a number of different types of business reports. Although there is usually overlap between the different types, there are also important differences. For example, do they want: a business plan, a business proposal, a strategic plan, a corporate information management plan,
a strategic business plan, a marketing plan, a financial plan, or what? Know exactly what type of final report is expected from the outset.
3. Conduct The Initial Research
Once you know exactly what the client (or you) wants, and the specific type of report they are looking for, you are ready to conduct your initial pre-report research. This stage may be as simple as collecting and reading a few background documents supplied by the client, or it could
involve developing questionnaires and conducting detailed interviews with the appropriate people. It will vary with each situation. The Internet of course, can really simplify and shorten the research process, but don’t forget to double and triple check your sources.
4. Write The Table Of Contents First
In my experience, drafting the Table of Contents (TOC), before you start writing the actual report is the single most important key to developing a successful business report. This document can normally be done before, or in parallel with, the first phase of project information gathering. This should be more than just a rough draft TOC. It should be a carefully thought out breakdown of exactly what you imagine the TOC will look like in the final report. Although this takes a certain amount of time and brain power up-front, it really treamlines the rest of the process. What I do is to actually visualize the final report in my mind’s eye and write the contents down. This really works! This TOC then becomes a step-by-step template for the rest of the process.
Sidebar:
==========
If you’re writing the report for an external client, it’s a good idea to present the draft Table of Contents to them at this point in the process and get their approval. This will force them to think it through and confirm what they really want at this point. Once they have agreed to a TOC you will have their “buy-in” for the rest of the process, therefore significantly reducing chances of any major changes or reversals at the final report phase.
==========
5. Do Any Additional Research
After thinking through the TOC in detail, you will know if any additional research is required. If yes, do this extra information gathering before you sit down and start to actually write the report. That way, once you begin the writing process you will have all of the information needed at hand and you will not have to interrupt the writing process to conduct any further research.
6. Create The Skeleton Document
A trick I always use when working with MS-Word is to create a skeleton document first. That is, before you actually write any of the text, enter the entire Table of Contents that you have already developed into MS-Word (see Point 4), heading by heading, including sub-headings. At this point, the document is essentially a sequential series of headings and sub-headings with blank space between them. Then, have MS-Word generate an automatic Table of Contents that exactly matches your planned TOC. You’re then ready to start filling in the blank spaces after each heading and sub-heading in the body of the document, with text.
7. Write The Report By Filling In The Blanks
That’s right, by filling in the blanks. Once the TOC skeleton framework is in-place as per the previous step, writing the actual report becomes almost like filling in the blanks. Just start at the beginning and work your way sequentially through the headings and sub-headings, one at a time, until you get to the end. Really. At that point, with all of the preparation done, it should be a relatively straightforward process.
Many people aren’t aware that my business letter writing kit includes a 20-page BONUS CHAPTER all about writing business reports. The chapter includes the actual real-life Tables of Contents for five of the most commonly written business reports: Business Proposal, Corporate Profile, Strategic Plan, Project Review, Business Plan.
To check out Instant Business Letter Kit CLICK HERE
August 30th, 2006 at 12:12 pm
Shaun:
Great advice on an important topic. Thanks for your insight.
Bud Bilanich
The Common Sense Guy
www.CommonSenseGuy.com
August 30th, 2006 at 12:58 pm
Hi Shaun
Everyone needs a good holiday every now and then - pleased you enjoyed yours.
I have purchased a couple of your books, the Instant Writing Kit and another one Writing Secrets. What I want to know is whether you have a template for writing up simple Case Studies. I think I can adapt your Project Report, but just thought I would check with you before I began!
Thanks
Coralee
August 30th, 2006 at 10:35 pm
Thanks a lot, Shaun! You’re very helpful for my job. GBU.
August 31st, 2006 at 12:10 am
Dear Shaun,
I am very much thankful for your valuable advices for drafting business reports. Really, these the steps advised by you are useful and easier for making the report.
Regards,
prasad
August 31st, 2006 at 12:30 am
Its a very very useful tool to write report. It will help me in my present job requirement. Thanks a lot.
…. Roy
August 31st, 2006 at 2:40 am
You are such a give to us aspiring wrter. Keep it up and God bless and strenthen you for our future
August 31st, 2006 at 6:48 am
I am going to be the best “report writer” at my workplace, thanx!
August 31st, 2006 at 8:05 pm
Dear Shaun:
Your Tips for Writing Better Reports serves as a “walking stick” to me on the road to Report Writing. Your suggestions and tips provide excellent and precise guidelines about the subject.
Once again, thank you for sharing your valuable knowledge. May God bless you!
September 7th, 2006 at 1:58 pm
Dear Shaun,
I have found all your advice most invaluable. Your write up on “business writing tips” has help me trememdously in my business.
Many Thanks
MUYIWA NUEL
LAGOS, NIGERIA
September 8th, 2006 at 4:28 am
hi shawn,
Your “7 Tips for writing business reports” to me has just been God sent. i usually dread report writing but after using your tips, am glad to say that it has halved the time i usually spend on reports. thank you.
chris
September 12th, 2006 at 5:17 pm
A million thanks Shawn!!!
Sorry for not communicating with you for years!!! I am a lecturer now at Teacher Training Institute, in Tawau, sabah, Malaysia, which is thousands of miles from my old office in KL. Thanks for everythings, Shawn!!! Wish you are in the best of health, every moment, every seconds…and take care. bye.
Idris, Tawau, Sabh, Malaysia.
October 1st, 2006 at 1:16 pm
Hi Shaun,
Thank u alot for your helpful tips………..
November 15th, 2006 at 8:10 am
DEAR SIR
Hi I’m mostafa al atrash from lebanon.
I would like to thank you for all your tips it was very valuable . I appreciate your
noble character and your great work
December 29th, 2006 at 5:18 am
Hi Shaun,
Just have to write and say thanks a million, for all the super tips thus far. Despite the tsunami crashing on the underground cables this week, I have to get this mail to you on time — to wish you Merry Christmas and a Great 2007! God bless and thanks again for sharing. Khadijah Nun