How you write creates an impression, for good or bad. Persuasive writing generates engagement, motivation and drives action.
If your writing is 'sticky', then at the very least, it keeps the audience reading.
Did it work? If you are still reading, then it did. To help you keep your readers engaged and entertained, we've collated some easy steps to help improve your report writing.
How to improve your report writing
Here are 10 essential yet easy steps to crafting a compelling report that captivates your audience while covering all the key details.
1. Find a good role model or mentor
To be a good writer, you should surround yourself with good writing. Learn from the best and regularly read a good mix of writing in books, newspapers, trade magazines and online articles. Your colleagues' reports may also provide inspiration and creative muse and give you an idea of what's been done before.
2. Decide on what you're going to say and the report format
Don't start writing too soon. Consider what you'll say and why (your aim, purpose and objectives in writing). Identify who your typical reader is (e.g. novice or expert, what they need to get from your report, whether colleagues or outside your company, etc.). This information helps you pitch your writing at the right level.
3. Plan the report structure
Decide what heading and/or key sections to include. Use internal templates (if available), mind-mapping software, or document outline tools to plan the flow and structure. Having a framework is an essential step in how reports are written.
4. Gather and sift any source information
To maintain credibility, only use data, statistics, and background information from reliable and established sources. Consolidating the key points from your sources of information is vital in the report-writing process. Sense-check any data you use by looking for a second source for validation.
5. Respect intellectual property rights
Uphold the principles of good writing by respecting others' IP; acknowledge sources and references to improve credibility and allow reader follow-up. When quoting from a source, be mindful of any republication limitations.
6. Create a draft report
Don't expect to produce a masterpiece straight off. Most writing goes through several edits before final approval. It is a good opportunity to spot anything you may have missed, too.
7. Engage readers by using writing techniques
Use real-world examples, anecdotes, and storytelling to bring your report to life. A picture really can be a thousand words. Sometimes, your message is clearer and stronger when presented in visual form. So, add data tables, charts, and images to increase interest and improve understanding.
8. Assess and review your draft
Once you have a draft, assess and review what you've written. Is it too long or too short? Are sections missing? Should you remove anything? Can you improve readability? Enlist the help of your peers to offer further insight and identify improvements.
9. Final proofing of the report
Pay attention to detail. Focus on spelling, grammar, punctuation, format, spacing, professionalism, logic, look and feel. It's worth taking more time here so your writing isn't remembered for all the wrong reasons.
10. Peer review and sign-off
Once your report is complete, it is worth getting a colleague to proofread it. If they are happy with the report, it is time to get managerial approval before distribution.
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Written by: Lynne Callister
Lynne is an instructional designer with over 20 years' storyboarding experience. Her current areas of interest are mobile learning and exploring how cognitive theories of learning can create better learner experiences.
