How to write better reports, by Alan Sharpe, copywriter

How to write better reports.

Understanding the Report-Writing Process

Samuel Johnson once said that "No man but a blockhead ever wrote, except for money." Writing is hard work. It's laborious. Writing-and especially report writing-is more than just putting words down on paper-it's a process. The writing process includes all the activities-thinking, writing, discussing and revising-that take place as a writer produces a report. Because writing is a process, writers think as they write. Anyone who has used a word processor knows this first-hand.

The writing process has five stages:

1. Pre-writing
2. Drafting
3. Revising
4. Proofreading
5. Publishing

Step 1: Pre-writing (getting ideas)

Ideas for your report may come in pre-written forms, such as words, jottings, sketches and point form outlines in your head.

The pre-writing stage includes:

� thinking
� reading
� research
� talking
� free-writing
� outlining
There is no such thing as a "bad idea" at this stage. Especially important at this stage is outlining.

Think about why you are writing
� make sure you know what you are trying to do with your report
� decide if a report is better than a letter, memo or meeting
� decide if tables, charts, maps and other graphics will help your report

Think about your reader
� identify your reader or readers
� make sure you know what you want your reader to do
� know why it is important that your reader do what you want done

Organize your thoughts with an outline
First, make sure you have all the information you need. Then, sit down with a piece of paper (or the outlining utility on your word processing program) and outline what you need to say in your report. Then arrange what you need to say in the order that you want to say it. Outlining is one of the most important parts of the report-writing process. Don't shirk it. Outlining helps you think about everything you have to say and in what order you are going to say it. Outlining saves you time and helps your reader.

Step 2: Drafting

The drafting stage of the writing process is when you get down to work.
� get your ideas down on paper or screen
� think while you write
� write to discover what you want to say
� ignore spelling, grammar, style and (to a degree) organization
� write as much as you can
� discuss your work with a (frank) colleague

Step 3: Revising

This is the most important stage in the writing process. Think of your audience and re-write as needed to write to their level. Make two or three revisions, preferably over days or weeks instead of all in one day. Seek out the candid opinion of a colleague.
Revising and editing takes two stages:

Work on the big ideas
� re-structure sections
� re-organize major sections
� add or remove ideas
� move blocks of text
� number ideas
� bullet points

Work on the fine details
� remove unnecessary words
� remove clich�s
� polish your sentences
� make sure your paragraphs follow one another

Step 4: Proofreading

Unlike editing and revising, proofreading is looking for mistakes that crept in during the other stages but missed your attention.
� proofread two or three days after completing your final draft
� have a colleague proofread your draft
� do "sweeps" for particular errors
� cover the text and read a line at a time

Step 5: Publishing

This stage includes laying out your report in a style that is both attractive and easy to read. Later in this manual I explain how to layout your report for maximum effect.

What to check for before you submit your report.

Check the ORGANIZATION

1. Is background and introductory information where you'd expect to find it?
2. Are the parts of the report arranged in a coherent, logical order?
3. Is there closure to each major section?
4. Is the information structured from the reader's point of view?
5. Are the headings clear, properly worded and parallel?
6. Is the report one unified, persuasive argument? Is there one strategy to which everything is related?

Check the WRITING

1. Are the sentences easy to understand?
2. Are technical terms, acronyms, initialisms and jargon used correctly?
3. Has the writer used business and government clich�s?
4. Is the proposal concise?
5. Is the level of writing appropriate for the reader?
6. Are there mistakes in grammar, usage, spelling or typing?
7. Are there mistakes in names, titles, dates, costs or other details?
8. Does the writer make excessive use of the passive voice?
9. Is the document wordy? Is the writer long in getting to the point?

Check the LAYOUT

1. Is the report neat, professional and easy to read?
2. Has the writer used enough "white space" or too little?
3. What about the margins? Are they standard (1 to 1.5 inches all around)?
4. Has the writer used bullets, numbered lists and sub-headings to guide the reader?
5. Does the report use more than three fonts?
6. What about the sub-headings? Are they well-spaced before and after?

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