Writing a report for work? Here are the 8 questions you MUST ask

Summary

Dr. Claire Lynch from the Doris and Bertie Writing School outlines eight essential questions to ask before starting a business report. These questions cover topics like collaboration, word count, format, style guide, audience, purpose, key message, and potential pitfalls. Understanding these aspects helps ensure the report meets expectations, communicates clearly, and remains focused on its objectives. Dr. Lynch also provides a downloadable checklist on her website to assist in planning. This video is a practical guide for those new to report writing or seeking to improve their skills.

Takeaways

• 👩‍🏫 **Introduction to Report Writing**: Dr. Claire Lynch from the Doris and Bertie Writing School offers guidance on writing effective business reports.
• 🤝 **Collaborative Effort**: Reports are often a team effort, involving multiple contributors and requiring clear expectations and efficient collaboration.
• 📋 **Clear Expectations**: Before starting, understand what is expected of you and others involved in the report writing process.
• 📝 **Word Count**: Establish a word count to maintain focus and discipline in the report, avoiding unnecessary details.
• 📄 **Format and Layout**: Consider the report's format, including any required sections and whether there are existing templates to follow.
• 📊 **Style Guide**: Adhere to a style guide for consistency in presentation, which can be internal or an external source like The Economist.
• 👥 **Know Your Reader**: Understand who your reader is, their job title, knowledge level, and what they hope to gain from the report.
• 🎯 **Purpose of the Report**: Be clear on the desired outcome for the reader after they've read the report, such as making a decision or being informed.
• 🗣️ **Key Message**: Identify and emphasize the primary message you want the reader to take away, ensuring it's clear and upfront.
• ⚠️ **Avoid Landmines**: Be aware of potential issues or sensitivities that could arise during the writing process, such as legal reviews or corporate policies.

Q & A

Question 1: Why is it important to ask who else is involved in writing the report?

Knowing who else is involved helps ensure that the collaborative writing process is efficient and that everyone contributes meaningfully. It also helps avoid miscommunication and ensures that the report meets expectations.

Question 2: What is the purpose of establishing a word count before writing a report?

Establishing a word count gives structure to the report, ensuring that unnecessary details are left out and that the final product is concise and clear. It also sets clear expectations for all contributors.

Question 3: Why should a writer use a word count instead of a page count?

Using a word count ensures consistency in content, whereas a page count can lead to formatting tricks like shrinking margins or reducing font size, which can negatively affect readability and professionalism.

Question 4: How does knowing the style guide benefit the writer?

Following a style guide ensures that the report is formatted consistently and meets organizational standards. It helps the writer avoid small formatting decisions that could distract from the clarity and coherence of the report.

Question 5: What is the significance of identifying the reader of the report?

Understanding the reader allows the writer to tailor the report’s language, style, and content to meet the reader's expectations, knowledge level, and specific needs. It helps in creating a more persuasive and relevant report.

Question 6: Why is it essential to clarify the purpose of the report before writing?

Clarifying the purpose helps focus the report on achieving its objectives. It ensures that the report addresses the reader's needs and supports the desired outcome, whether it’s informing, persuading, or prompting action.

Question 7: How does defining the key message help in report writing?

Defining the key message ensures that the central point of the report is clear and prominent. It helps guide the structure and focus of the report so that the reader easily grasps the main takeaway.

Question 8: What are 'landmines' in the context of report writing, and why should they be considered?

'Landmines' refer to potential issues or sensitive topics that could cause problems if not addressed. Considering them helps avoid last-minute changes or legal issues that could derail the report just before it's finalized.

Question 9: How can collaborating with others be made more efficient?

Collaboration can be made more efficient by clearly defining each person's role, setting expectations early on, and maintaining open communication throughout the writing process. This minimizes confusion and ensures everyone is aligned.

Question 10: What role does an executive summary play in a business report?

An executive summary provides a concise overview of the report’s key points, making it easier for decision-makers to quickly understand the main conclusions and recommendations without reading the entire document.