Formatting and presenting a report Flashcards
What planning steps should you consider when writing a report?
Determine the purpose of the report
Analyse the audience who will receive the report
Prepare a summary of what should be included in the report
Gather information for the report (most reports involve some type of research = primary AND/OR secondary research)
Prepare an outline of the report
Draft the report
Prepare any necessary graphics, charts and tables
Read and edit the report
Prepare the executive summary
Print and distribute the report
What is a report?
The presentation of information in an appropriate format (e.g. management report).
A written record or summary, a detailed account or statement, or a verbal account.
Can be an academic report, business report or technical report
What should you consider with the target audience of your report?
Who are the readers?
What is the purpose of the report?
Why is this report needed?
What information should be included in the report?
What is the typical structure of a report?
Title Summary Intro Body Discussion Conclusion Recommendations Appendices
Where do figures, data, graphs and charts usually sit within a report?
This usually sits within the Body of the report demonstrating the evidence, which is then discussed in the Discussion section
What is a report Table?
A Table refers to any data which is presented in orderly rows across and/or down the page, often enclosed within borders
What is a report Figure?
A Figure refers to any other form of presentation such as a bar or pie chart, a graph, a diagram, a map, a
photograph, a line drawing or a sample of material
What are the advantages of Using Tables and Figures?
Make a greater impact than just words
Enable relationships to be seen easily
Condense detailed information and thus avoid the necessity for complex and repetitive sentences
Act as a summary of detailed information
Act as a welcome relief from pages and pages of text
What should you consider in the presentation of a report?
Keep your table / figure relatively simple. Keep lines, words, labels and colours to a minimum
Use a key if complex information needs to be presented
Consider use of white space so as to display the information most effectively on the page
Place the table / figure on same page as your discussion about it whenever possible
Present table / figure in portrait orientation than landscape; it can be annoying to have to turn the report sideways in order to read the data
How should you deliver a report at a meeting?
Should be mindful of non-verbal communication (body language) - words and body language often communicate different messages
Determine an agenda with parties attending and send this in advance of the meeting
Decide level of communication; will this be a physical meeting? Will you need handouts? Or will this be a
skype / conference call? Will there be a display screen there?
Condense report into a brief PowerPoint to compliment the report, but not distract from it
Send report ahead of the meeting for anyone to make comments ready to flag up at the meeting
Invite all necessary people
Hit the highlights and emphasise the key elements of the report
Follow up with a meeting recap email on what was covered and key elements
