Report Drafting Techniques

When board members get an 80-page report just 2 days before a meeting, it's too much. They can't read it all. They miss important information. For a board to meet its governance obligations, it requires timely and digestible information. Presenting an 80-page update filled with raw figures two days prior to a meeting undermines the quality of strategic decision-making. This practice makes it difficult for directors to extract key issues, leading to superficial reviews and a passive, unfocused approach to company oversight. The problem is not an unwillingness on the part of directors to do the work; it is that lengthy reports are often mistaken for value. By burying key points in excessive detail, these documents require directors to undertake a time-consuming search for meaning. As a result, their ability to confidently assess risks and identify new opportunities is significantly diminished. It is essential to reframe the board's primary function as one of strategic guidance rather than operational auditing. To this end, their information needs are not exhaustive data sets but rather distilled insights that provide context, clarify causation, and outline the consequences of key decisions. The most valuable reports are those that explain context, causation, and potential consequences, directly supporting the board's ability to make informed strategic decisions. Start every report with one question: What decision does the board need to make? Include only what supports that choice—(1) the key facts, (2) why those facts matter, and (3) two or three real options, each with its upside and downside. Put everything else in a backup file. Aim for sharp, short writing: a single-page summary, clear charts that show the point, and a story that moves from What? to So what? to Now what? If the draft feels “too short,” you’re probably close to perfect. When board reports are structured around key insights and strategic choices, meetings become productive decision-making forums. Reporting should be crafted with the explicit purpose of driving discussion and facilitating decisions. Industrial Psychology Consultants (Pvt) Ltd

This document dives deep into the intricacies of effective report writing, serving as a critical resource for professionals navigating complex data, crafting precise analyses, or presenting actionable insights. Its unique structure dissects key methodologies with a focus on clarity, coherence, and targeted messaging, making it invaluable for anyone involved in research, policy briefs, or monitoring and evaluation. For humanitarian professionals, where the stakes of communication are often high, the document provides a roadmap to convey evidence-based findings in a manner that is not only compelling but also actionable. The emphasis on structuring content to align with audience priorities ensures that critical messages are both accessible and impactful. What sets this guide apart is its dual focus on technical precision and creative communication. By blending analytical rigor with engaging narrative techniques, it equips practitioners with tools to transform dense data into narratives that inspire decisions and drive change. This approach is especially crucial in humanitarian contexts, where clarity and urgency can influence life-saving actions. Through step-by-step frameworks and real-world examples, the document challenges traditional paradigms, offering fresh perspectives on turning complex content into digestible, persuasive communication. It’s more than a guide—it’s a strategic toolkit for professionals striving to make their insights resonate in high-stakes environments.

I’ve been eyes deep in reports and briefings for the last few weeks and here are some things I’ve noticed about the ones I’ve found most compelling: 1) ‘How does this work?’ guides are incredibly useful for policymakers. Establishing the foundations before showing what’s new and needed is a great service. 2) I’ve really appreciated people stating their operating assumptions. Trying to work out an organisation’s hidden premises wastes a lot of time - if you have some first order principles it’s really helpful to share them. 3) Being clear who you’re speaking for stops me trying to guess. Is this analysis based on your frontline work, the involvement of people with experience of the issue or your analysis of the literature and international examples? Please tell the reader! I’m always particularly impressed when people are honest about the limitations of their research too. It's great to acknowledge other experts, organisations and resources. 4) Using statistics is wonderful but please be clear what timeframe they relate to and whether they are UK-wide. 5) Disaggregated data is the best data! Highlighting gaps between different groups of people - and how your proposals will close them if they are unfair - helps to focus minds. 6) Beautiful design, data visualisation and proper editing really makes things memorable and therefore impactful. Please don’t scrimp on this bit! 7) And finally please be clear about what readers can and should do. If you can’t imagine the reader putting something on their to-do list as a result of reading your report then you’re probably not clear enough about what you’re asking for. Huge thanks to everyone who is generating evidence, doing analysis and generating policy recommendations. It’s so appreciated and hugely important.

Your Impact Report is Probably Boring (And It's Costing You Donors) One approach puts donors to sleep. The other opens wallets. Which are you choosing? Effective storytelling in impact reports is key. Here's how to do it: Start with a Hook: Before: "We provided 10,000 meals last year." After: "Maria turned our food bank into a stepping stone for her family's future.” Use the "Before and After" Technique: Before: "Our job training program had a 75% success rate." After: "John went from homeless to homeowner in 18 months. Here's how our program made it possible..." Incorporate Sensory Details: Before: "We built a new playground." After: "Where there was once an empty lot, kids now laugh and play. The bright red slides and yellow swings have brought new life to the neighborhood. Parents chat on nearby benches, watching their children make new friends and create lasting memories.” Showcase Donor Impact: Before: "Your donations helped us achieve our goals." After: "Because of supporters like you, Sarah received the life-saving surgery she needed. Here's a letter from her family..." Use Data Visualization: Before: "We increased literacy rates by 40%." After: [Include an infographic showing a child's journey from struggling reader to honor roll student, with key stats along the way] End with a Clear Call-to-Action: Before: "Please consider donating." After: "For just $50, you can provide a month of tutoring for a child like Tommy." How to implement this: ☑️Identify your most compelling success stories ☑️ Gather quotes and personal anecdotes from beneficiaries ☑️Collect before-and-after photos or data points ☑️ Craft your narratives using the techniques above ☑️ Test different versions with a small group of donors ☑️ Refine based on feedback and roll out your new, story-driven impact report

I cut my client reporting time from 3 hours to 15 minutes using Google Sheets and Make.com: Here’s how you can do it too: 1. Map Your Report Process: Write down every step you take to build the report manually. Identify repetitive data entry or copy-pasting tasks. 2. Prepare Your Google Sheet: Create a master sheet where all your data will live. Organize it with clear tabs for raw data, calculations, and the final report. 3. Connect Data Sources in Make.com: Use Make.com to connect where your data lives — whether it’s a CRM, email, or another app — and pull it into your Google Sheet automatically. 4. Set Up Scheduled Triggers: Create a schedule in Make.com so your sheet updates at set times (daily, weekly, monthly) without manual input. 5. Automate Report Generation: Use formulas and formatting in your sheet to create the final report view. Then, set Make.com to export or email the report automatically. 6. Test and Tweak: Run a few tests to make sure the data flows correctly and the report looks right. Adjust as needed. This simple system saves hours, reduces errors, and lets me focus on what matters, not busywork.

10 Reporting Tips I have sent 100s of reports. And overtime I have found what works and what doesn't work. Here are my top 10 tips: 1. Audience Identify Key Stakeholders: Determine the specific individuals or departments who will benefit most from the report. Customize Content: Tailor the report’s content to address the unique needs or interests of different audience segments. Feedback Loop: Regularly solicit feedback from the audience to continuously improve the relevance and effectiveness of the report. 2. Timing Align with Business Cycles: Schedule reports in sync with business cycles, like quarterly financial periods. Anticipate Needs: Proactively adjust the reporting frequency during critical business phases. Automate Reminders: Use scheduling tools to automate the distribution process and ensure timely delivery. 3. Business Data Integrate KPIs: Include key performance indicators relevant to the business operations. Dynamic Data Sources: Use real-time data feeds to enhance the report’s immediacy and relevance. Contextual Analysis: Provide analytical insights, comparing operational data trends over time or against industry benchmarks. 4. Declutter Prioritize Data: Focus on the most critical data points that drive decision-making. Visual Simplicity: Use clean, simple visuals to enhance readability and comprehension. Minimalist Design: Adopt a minimalist design approach to reduce cognitive overload. 5. Reusable Template Design: Develop templates that ensure consistency and ease of adaptation for presentations. Modular Sections: Create the report in modular sections for easy extraction and reuse. Adaptable Formats: Ensure the report can be easily converted into different formats without losing its essence. 6. Format Interactivity in Digital Formats: Utilize interactive elements in digital formats like Excel or web-based reports. Print-Friendly Options: Offer a print-friendly version for those who prefer physical copies. 7. Push vs Pull Automated Alerts: Set up automated alerts for new report availability in pull systems. Customizable Push Options: Allow recipients to customize the frequency and type of reports they receive. Secure Access: Ensure secure, easy access for pull systems, particularly for sensitive financial data. 8. Comments Executive Summaries: Include an executive summary highlighting key insights and decisions. Actionable Recommendations: Offer clear, actionable recommendations based on the report’s findings. 9. Standard Brand Alignment: Ensure the report’s visual elements align with the company’s branding guidelines. 10. Self-Explanatory Infographics: Use infographics to make complex data more understandable. Layered Information: Present information in layers, with summaries leading to detailed analysis. Guided Navigation: Include a table of contents or navigation aids to guide the reader through the report. 👉 What is your best reporting tips?

Reports: The Principal M&E Product In M&E, reports are very common but that doesn't make them mere paperwork as many do treat them. One stuff for the archives. But they’re strategic tools for communication, learning, accountability, and decision-making. Consequently, every M&E person should learn how to write effective reports. This guide on Report Writing offers practical, time-saving insights for anyone looking to improve the clarity, structure, and impact of their reports. 📌 Key Highlights from the Guide 1. 𝐒𝐭𝐚𝐫𝐭 𝐰𝐢𝐭𝐡 𝐏𝐮𝐫𝐩𝐨𝐬𝐞 𝐚𝐧𝐝 𝐀𝐮𝐝𝐢𝐞𝐧𝐜𝐞 Know who commissioned the report and what they expect. Tailor your tone, structure, and content to your readers. 2. 𝐒𝐭𝐫𝐮𝐜𝐭𝐮𝐫𝐞 𝐌𝐚𝐭𝐭𝐞𝐫𝐬 Use clear sections: Summary, Introduction, Methods, Findings, Conclusions, Recommendations. Signpost your content to guide the reader logically. 3. 𝐏𝐥𝐚𝐧 𝐁𝐞𝐟𝐨𝐫𝐞 𝐘𝐨𝐮 𝐖𝐫𝐢𝐭𝐞 Use mind maps and spider graphs to organize ideas. Break down tasks to avoid procrastination and overwhelm. 4. 𝐔𝐬𝐞 𝐏𝐥𝐚𝐢𝐧 𝐄𝐧𝐠𝐥𝐢𝐬𝐡 Avoid jargon and overly formal language. Make your writing accessible and engaging. 5. 𝐄𝐝𝐢𝐭 𝐚𝐧𝐝 𝐏𝐫𝐨𝐨𝐟 𝐒𝐭𝐫𝐚𝐭𝐞𝐠𝐢𝐜𝐚𝐥𝐥𝐲 Separate writing from editing to maintain flow. Always get a fresh pair of eyes for proofreading. 6. 𝐂𝐨𝐧𝐭𝐢𝐧𝐮𝐨𝐮𝐬 𝐈𝐦𝐩𝐫𝐨𝐯𝐞𝐦𝐞𝐧𝐭 Seek feedback. Reflect on what worked and what didn’t. But here is the kicker: reports are the easiest to customize. This is where personal innovation thrives. You can do a lot of thinking and innovation here. The aim is not just to inform. It is to provide clarity and influence decision-making. Let me know: What’s your biggest challenge when writing reports? #MonitoringAndEvaluation #M&EProducts #ReportWriting #DataDrivenDecisions #EvaluationMatters #MERBirds

Report Writing is a Must-Have Cybersecurity Skill Your technical expertise is useless if you can’t explain it clearly to non-technical stakeholders. Want to improve? Here’s how: 1 - Simplify your reports ↳ Instead of technical jargon like “SIEM logs showed anomalous traffic,” write, “Our monitoring tools detected unusual activity that could indicate a security breach. We are investigating to mitigate any risks.” The key here is focusing on what leadership needs to know. 2 - Get feedback ↳ Ask non-technical colleagues for feedback on your reports. This will help you write concise, jargon-free reports. Challenge yourself to explain technical topics in plain language and you will get better at it. 3 - Include a key takeaway section ↳ Summarize your reports with a “key takeaways” section at the end highlighting exactly what leadership needs to act on. This will help them focus on what actions are needed to be taken. Getting better at report writing is about making sure that your hard work is seen and acted on. You get better at it, the more your practice Good luck !

Writing data-backed reports is tricky. And many writers struggle to effectively understand and translate the findings from a large research or survey project into interesting and actionable insights. Here are two strategies I use to ensure clarity and accuracy in data reporting: 🟦 Dig deeper into the data 🟥 Visual storytelling To dig deeper into the data, you: 🟦 Go beyond the initial survey results to find hidden stories. Is there a disconnect between executives' perspective and those doing the work? Do different industries have different struggles? 🟦 To make this easier, it’s worth investing in statistical training and tools like R, Python, or Excel to refine data analysis, or collaborating with a data analyst to help you. With visual storytelling, you: 🟥 Incorporate visuals: Use charts, graphs, and infographics to make complex data understandable at a glance. 🟥 Simplify data: Break down findings into manageable chunks, use headlines and clear, concise language free from jargon to help make key findings stand out. Deciding on data quantity: 📊 Tailor to audience: Adjust the complexity based on the data literacy of your audience and provide supplementary material for deep divers. 📊 Focus on what matters: Emphasize key insights that align with your report’s goals, using sidebars for additional interesting data. Ensuring accuracy: ✅ Use a multi-step review process, including data checks, recalculations, and source cross-referencing. ✅ Maintain transparency by sharing the methodology and confidence rating. Tips to enhance your report writing: 💡 Figure out what your key findings are first. Build a narrative from there. 💡 Cut the fluff. #contentmarketing #originalresearch 

Want to be a better data analyst? Become a better writer. Effective communication is crucial for data analysts. One key aspect of strong writing is the "rate of revelation," which describes how quickly new information is presented to the reader. A low rate of revelation is like the scenic route: ➤ “We noticed that attrition has increased this year by X%. We looked into several factors including satisfaction with compensation and benefits, career growth opportunities, team dynamics…” A high rate of revelation is like a high-speed train: ➤ “Attrition increased +X% year over year, primarily driven by dissatisfaction with compensation and benefits. We propose (1) conducting a total rewards market analysis to ensure we remain competitive and (2) proactively surfacing benefits to employees at relevant times in the employee lifecycle.” High-speed writing: - Gets to the point - Sweeps the reader along - Favors clear and concise writing The next time you write an email, create a report, or deliver a presentation, find ways to speed up your rate of revelation. Here are some tips to get you started: - Cut unnecessary words. - Lead with your key findings. - Use concise language, avoid jargon. - Utilize bullet points and numbered lists. - Question the purpose of every sentence. Cut the clutter, your audience will thank you. —— ♻️ Repost to help your network. 👋🏼 I’m Morgan. I share my favorite data viz and data storytelling tips to help other analysts (and academics) better communicate their work.