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.
Here are 10 essential yet easy steps to crafting a compelling report that captivates your audience while covering all the key details.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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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