This article explains the steps required to prepare an effective periodic report for an organization, business unit or facility. This method is generic and can be applied almost everywhere and is sure to impress, inform and impact.
Steps
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Collect information and data required to populate your report. The information or data may include (but not limited to) performance, current status, challenges faced during the period, activities undertaken (and not undertaken).
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Begin with a summary statement or paragraph not exceeding 4 lines. The summary should begin with a sweeping statement of how the facility/organization/unit performed in the period, and state whether normal, exceptional, below par etc. Next, if there were insurmountable challenges, express them in the fewest possible words and reference another section of the report where the challenges are explained in detail. This section must be brief and therefore should only capture a maximum of two unresolved challenges or better, one.Advertisement
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Follow up the summary with a factual representation of performance. Compare achieved figures against targets where available beginning with the most significant performance objective in order of significance. Use summarized and total data and limit this section to one page but plan to include detailed information in appendices. Use tables, charts etc to illustrate and add one sentence explanations for the performance both positive and negative. If the performance is qualitative in nature rather that quantitative, write them out in the following thematic order: objective - activity - results achieved. After highlighting the performance achievement, discuss factors that led to the performance, both positive and negative preferably using numbered/bulleted lists.
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Capture the current status of key resources. These are those that enable you to achieve your objectives which may include staff, machines, facilities, energy resources, budget, cash, etc. If there is any challenge that was encountered in the period with any of these, mention the person/office you communicated the challenge to and what action has been undertaken or is being awaited (include the dates of the communication and other relevant details). In addition, include the risks associated with the unresolved challenges while projecting to the future impact as well. Usually tables come in handy to organize this section.
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Capture activities undertaken during the period. Include activities that were to be undertaken but weren't for some reason (which must be stated as well). For activities that are long term in nature and can affect performance, include the current status and the next step action awaited plus the person/stakeholder involved.
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Prepare the appendices section. This should consist of data that may be used to substantiate data that is summarized in the report.
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Review the report for accuracy and grammar. If possible, let someone assist you with this last crucial step. Check that the facts are accurate and conveyed in the best way way possible with simple language. Also check for grammar and spelling errors and correct as necessary.
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Submit the report and follow up on action items.Advertisement
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Tips
- Whenever you present information in a bulleted or a numbered list, organize them in order of importance, beginning with the most important information and always try to limit the list to a maximum of seven. This makes the report more presentable and inviting to read as it prevents the report from appearing overburdened with information. Also try to use less than 4 short precise sentences per bulleted/numbered item.Thanks
- It is common knowledge that most reports are never read, or never read in full and that is why the summary section is the most important as it is where the eyes of the report-reader will begin from. Therefore, the summary section of the report bears the most impact and therefore should be used to bring to the attention of management any major challenges faced and the intervention required. Again it should not be abused by conveying too many issues as it will lead to "cry wolf" consequences which is undesirable.Thanks
- You may use standard forms for collecting data & information where not available electronicallyThanks
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