Planning and Organising Reports

Effective report writing hinges on meticulous planning and organisation. To facilitate reader comprehension, adhere to the following guidelines:

Audience Consideration: Tailor your writing to make the reader's task easier by using active verbs, short sentences, and concise language.
Report Planning: Prior to writing, undertake the following steps:

Define the Purpose: This clarity will assist in determining:

Why you are writing the report
What information is essential to include
What can be omitted
Identifying your audience

Effective definition of purpose can be encapsulated in a single sentence which provides a clear focus.

Investigate the Topic: The investigation process varies based on the report's purpose and subject matter:

Methods may include reading literature, conducting interviews, performing experiments, and observing practical scenarios.
Consult experts for guidance if needed.

Organising the Report

Structuring your report is vital for enhancing readability. A well-organised document allows readers to efficiently locate the information they require.
For concise reports, such as those spanning one or two pages, make sure readers can navigate easily. In contrast, 'long' reports (over four or five pages) necessitate careful organisation to prevent reader fatigue.

Sections of a Report

Reports commonly contain eight parts, though not every report will require all of them:

Introduction: Provide a brief overview addressing essential questions such as:

What is the report's topic?
Who commissioned the report and for what reasons?
What background information is pertinent?
What methods were employed during the report process? (Detailed methodologies can be placed in the appendix)
What sources were utilized? (Extensive source lists should also go in an appendix)

Discussion: This serves as the main body, likely to be the longest section which elaborates on all details under relevant headings and sub-headings:

Readers may not read every word; therefore, start with the most critical information followed by supporting details.
For paragraphs, begin with the principal point and follow with detailed explanations.

Summary and Conclusions: This section can precede the discussion:

It summarizes the report's intent, your findings, and the reasoning behind them.
Conclusions should be succinct, noting the best options or actions and lessons from previous experiences.
Recommendations may emerge from conclusions, suggesting future actions to enhance the situation.

Appendix Usage

The appendix contains supplementary information, relevant mainly for readers delving deeper into the report:

Charts and tables providing context should be incorporated in the discussion unless they disrupt the flow of the report.
Reserve the appendix for non-essential content that readers can consult as needed.

Order of Presentation

Utilising a conventional order for presenting information enhances clarity:

Long Reports:

Title or title page
(Contents list)
(Abstract)
Introduction
Summary and Conclusions
Recommendations
Discussion
(Appendix)

Short Reports:

Title
Introduction
Discussion
Summary and Conclusions
Recommendations
(Appendix)

Planning the Writing

Before commencing writing, develop a plan to navigate through the mass of information gathered:

Outlining: This method involves:

Starting with a blank page to list down all facts and ideas in a free-flowing manner.
Organising the points afterwards based on their relevance and strength.
Utilising headings like 'Intro', 'Discussion', 'Conclusion' with linking lines and arrows to group related concepts.

Mind Mapping: An alternative strategy for planning might suit different types of writing:

Begin with the main topic in the centre, branching out with main ideas.
Facilitates easy integration of new information and conceptual linkages.
Encourages organic organisation and order in presenting ideas.

Language Clarity

Maintain clarity in your sentences throughout:

Keep sentences short and focused, averaging 15-20 words.
Employ a mix of short and longer sentences to maintain dynamism while ensuring one central idea per sentence.

Active and Passive Voice

Understanding the distinction between active and passive voice is crucial for clarity:

Active Voice: The subject performs the action (e.g., “The manager approved the report”).
Passive Voice: The action is performed upon the subject (e.g., “The report was approved by the manager”).
Passive constructions can lead to awkwardness and confusion; thus, strive for active voice unless there's a specific need for the passive.
In instances where the doer of the action is omitted, passive constructions can still maintain clarity.

Identifying Passive Constructions

Recognising passive voice is facilitated by:

The presence of verbs formed from 'to be' (e.g., is, was, will be) in combination with past participles.
Examples of passive constructions include statements such as:

“The door was shut by the assistant.” (Active: “The assistant shut the door.”)
“A decision was made.” (Active form may be implied but unstated).

Effective Uses of Passive Voice

While active voice is preferred, passive voice has its place:

When aiming for a softer tone, e.g., “The payment has not been received” instead of “You did not make the payment.”
To deflect blame, e.g., “An error occurred” instead of “We made an error.”
When the doer is unknown, e.g., “The flight was cancelled.”
In certain contexts, passive voice may sound more elegant.

Exercises for Practice

To refine your understanding of active versus passive voice:

Identify passive constructions in sentences and rewrite them in active voice:

From a DVLA letter: “The tax disc was sent to you at the address on your application form...”
From a building society: “In the Investment Account Statement which was sent to you recently...”

By following these guidelines for planning and organizing reports, you will enhance your effectiveness as a communicator, ensuring your reports are well-received and understood by your audience.

Comprehensive Guide to Planning and Organising Reports

Comprehensive Guide to Planning and Organising Reports