Writing and Presenting Reports that are effective. Part 3

Hello,

Welcome to Part 3 of this series on Writing reports. We have looked at Preparing the Report, and at Construction and Style. In this post, let's look at the Presentation of the Report

The report needs to go to the right person at the right time. "Right" may be determined by a set schedule. You may have a schedule of reporting to a certain person at particular times. Or someone may have commissioned the report and asked it to be presented by a particular date. Obviously you need to deliver the report on time. Other operations of the organisation may depend for their success on that timing. But whether the report is on time or delivered late will also impact on your image within the organisation. Do you want to be seen as reliable and efficient? Then report on time.

If the report is presented verbally, then all of the techniques of public speaking come into play. Speaking clearly and loudly enough to be heard are obvious, but make sure you can be heard, and understood, or your content will be lost. You will need to convince, again, of your image - sincerity and professionalism are important. Use eye contact to convince of your sincerity and commitment. Use it, too, to emphasise points you are making. Employ variation in pitch and pace, and use pause to emphasis points, too. But they will also keep our audience's atttention, even if it is an audience of one.

Only read what is written. Keep extraneous comments, explanations or last minute thoughts for the time before or after the presentation.

Remember that no matter how hard you worked at your job, however efficient you may have been, however good your idea, if you cannot communicate effectively, it will have been lost. This report is your communication link, use it well.

The fourth and final part in this series on reporting will finish with a list of the main Taboos and Dos of Reporting.

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Leadership Success Tip

Your planning and delegation will be so much more effective if you can estimate accurately the amount of work, time and effort needed to accomplish a task. Start by consciously evaluating your skills in this area.

For a full article on delegation, visit our blog. Follow this link:

Communication Success Tip

If you need topics for conversation in your day, then start that day by becoming familiar with the news headlines, especially those pertaining to your area of contacts. Then you will have ready-made conversation starters and some ideas to contribute.

For further Communication and Public Speaking success tips visit The Communication Success Blog at this link:

PR103 Business cards not just for businesses

Hi,

Does your organisation have a business card?

Whatever your organistion, whether it be for profit, a business or a non-profit, it needs to be run as a business, and in a "businesslike fashion." But beyond that, a business card is just as vital to your organisation as it is to a business. It is a chance to reinforce your organisation's image with its design. It means that your contact details can be stored with your potential clients/members, or they can use it to also store notes they have made about you. That makes it a powerful marketing tool that advertises you over and over again. But most importanatly to me, is that it gives the impression that you are professional and business-like in your operations, and that you value your organisation and its image.

For further low-cost publicity ideas, book a workshop for your next meeting or conference. Follow the link below.

Leadership Success Tip

Do what needs to be done to ensure that the goals for your area of responsibility are clearly defined. Write them down, commit to them in a report, or use them to chart a course of action. If they are flexible, then the parameters and degree of flexibility also need to be clearly defined.


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Writing and Presenting Reports that are effective. Part 2

Hi,

This is the second part of a series of posts on Writing and Presenting Reports that are effective. Part One looked at preparing for the report. Part Two will give you tips on construction and style.

To get your report read and used, be sure to include the date and reason for the report. Formatting can vary between organisations, and between reports, depending on protocol, precedence and the reason for the report. But in general the sequence should be:

The title must indicate who is reporting and the subject. Follow this, if necessary, with an address, if the report is addressed to the specific person or group. The opening of the report gives the reason for the report - the terms of reference. It includes the problem to be investigated, who authorised the report, and the names of the person/people responsible for the report. The body covers details of the investigation, including timing; and the points discussed, a summary of the information obtained, opinions formed and the action taken or decisions made. Finally, the conclusion covers recommendations for action or results of action taken.

Style

Reports should be in the third person.

Use a logical structure to present the information so it can be understood and have the required impact. Avoid long and complicated verbiage. Be as brief as you can while keeping accuracy and covering the necessary points. And be explicit, so that there is no opportunity for misunderstanding.

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In the third part of this series, we look at presenting the report and finish with a list of do's and don'ts for reporting.


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Leadership Success Tip

No person will ever be a great leader who does not take genuine joy in the succes of those with whom they serve.


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PR 102 The Face of your Organisation

We established that "People relate to you and to your organisation through you." So you are the face of your organisation in your community. What type of face do you present? One facet to present could be supportive. Commend when you can. Give praise wherever and whenever you can, and people will warm to you and to your skills.


Book a workshop for your group and achieve more at your Meetings, or publicity for your organisation

Meeting Success Tip

You can make use of confrontation. Turn it around. Approach it without apologies, avoid emotional involvement and use facts. Then turn it into a joint problem solving exercise.

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Writing and Presenting Reports that are effective .Part 1

This post will be the first in a series on this task and how to best accomplish it. There will be 3 posts in total, but this is the first and covers the Role of Reports, and Preparing for them

Presenting a report involves all of the techniques involved in other forms of communication. They all involve getting a message across – and that may involve just your content, but it may also involve a message about yourself.

During any event or meeting or project, store notes on each stage to aid in compiling reports. These may be stored in your PC or laptop, or simply in paper form in a folder. Remember, information not reported is almost as though it never happened.

So a report is vital to the evaluation and growth of the whole organisation. It can motivate as much as it can inform. It keeps members informed so they are prepared for the future and are aware of the past. It gives higher officers the input they need to function effectively and to inform the Board. And because written knowledge can be saved, it is a record for the future.

Report writing and presentation is a vital aspect of any organisational member’s training. It provides practice in clear logical expression. Thoughts are organised so they can be presented in a more meaningful, accurate and complete form. I can also be practice in self-promotion and promotion of the organisation.

Next post on Reports will cover Construction and Style on or about 14th November