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How to ensure that your report gets read

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When a report lands on someone's desk, the most common reaction is 'Do I really have to read this?' Many reports don't get read because they are too long and the main point is hidden at the back. Often they are also written in technical language which isn't user friendly. Here are some hints, inspired by writing expert, Robert Gentle, to help you write reports that are both read and understood.

Hint no.1: Have a meaningful title

A good title tells your audience instantly what your report is about. The title 'Report' merely states the nature of the document, which is pretty apparent anyway, but doesn't highlight the content which is what people are interested in. A good title clearly describes what the report is about and contains a complete message. Don't just present the subject of the report, but your conclusions as well.

Hint no.2: Have a logical table of contents

The purpose of the table of contents is to break the report down into logical, digestible sections for the reader. Right away the reader should be able to see the logical flow of the document which makes it more digestible. If the report is short, only one or two pages, forget about the table of contents but make sure that headlines are used so the reader can see the same logical flow through the report.

Hint no.3: Make your point right away

The reader is after your main point, so don't hide it in the back of the report. Putting your conclusion up front allows the reader to understand the report quickly and so he or she can act on it quickly. It also allows the reader to read the entire report with more productivity instead of spending time wondering where your arguments are headed. For long reports include a summary where the main point is highlighted and for a short report your point should be apparent in the main headline.

Hint no.4: Use lots of headlines

Your reader should be nodding their head all the way through your report. Not necessarily because they agree with you, but because there is a logical flow. Headlines help pull your reader through the report and allow them to catch your key points at a glance. They are particularly useful in unscrambling long or complex paragraphs to ensure your key point is seen and understood. The heading should be descriptive and let the reader know what is about to come.

Hint no.5: Use a clean, airy layout

White space is important in making a report inviting and user-friendly. It makes headlines and graphics stand out and enables you to draw attention to key paragraphs. Really, it just makes your document 'readable' and that is what is most important. You aren't wasting paper if you are improving the readability of your document. A few extra pages won't increase the price of printing all that much, but it will certainly help to achieve your reports aim. Using simple language is also important to ensure that the report is inviting and user-friendly as well.

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