How to Write, Organize, and Distribute Your Business Report with Ease

Posted by J.J. under Productivity, Shortcuts | Be the First to Comment

Whether your employer or your executive wants to read it, you still need to spend numerous of time to complete your report. This particular writing task is rather tedious and formal in which brings total boredom to the reader. Basically no one really likes reading lengthy and thick report.

There are only people who are assigned to read reports and they are not passionately reading it!

Therefore, it can be a hasty writing process if you understand the writing sequences as well as the levels of importance of the chapters of the report. For example, you need to write “bibliography/sources” as you research although it is arranged after “Recommendations” in the report. Most of the times, there is no need to read “Appendices” as your executive rarely reads it. Even though your executive never read the “Contents”, that doesn’t mean you don’t have to write about it.

List down the priorities of order in report, and sequences of chapter writing as shown in the table below:

Source: Jamesabela.co.uk

Most of the executives prefer hard-copy version of your full report. They are usually to busy with their schedules and they do not have time to check or read your report via email. Thus, allocate some of your time to print your reports as it takes some ample of your time if your report is lengthy. If you plan to distribute your report to large groups of people – you probably need to:

• Convert your report from word spreadsheet into pdf document file, then email it or distribute it in form of CD (as you burn your newly converted pdf document into CD-R, DVD-R and etc).
• Use Google Documents to create or upload a document for your report, then save it. After that, you can share your report by email to your subordinates, colleagues and executives or view them as web page so that everyone at your department able to view it.

Here’s the checklist for report writing:

• You have the format of the report – Executive summary, Contents, Introduction and etc
• Organize your data results, resources, notes, references
• Order in report
• Order written
• Importance of the chapters of the report
• Determine ways of distribution of your report (by using suitable tools).

It is recommended to use business jargons for your report writing:

• MBA Jargon Watch – link
• Business Jargon Generator – link

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