1. Purpose, background, basic approach

2. Current status, facts performance

3. Main concerns, countermeasures

4. Future direction, opinion, prediction

4.4 Simple expression

An A3 report, which makes it difficult for readers to understand using complex expressions should be avoided. A report is different from a novel or a letter and the least use of descriptive words the better (dont use 10 words when 1 will do). Unless you consider efficiency the report you raise will not be read!

Simple report

1. Simple/clear (possibly short) sentences

2. exclude unnecessary/ unimportant content

3. use charts/graphs/drawings in order to show the status of a project or problem, also shoe examples if necessary

4. use drawings as much as possible to avoid the readers misunderstanding

4.5 the important part come first

For example if you want to show 3 conclusions then show the most important one early in the report, unless it is required in a special order such as time.

The same principle should be applied to problems or schedules for future actions.

The reason for this is efficiency. Just imagine if the most important conclusion came last!

4.6 clear requests

One of the most important functions of reports is to make people or an organisation do something. You should always communicate the exact request using 5W and 1H.

4.7 Initiators (Departments) Opinions

Unfortunately there are people that will attend and show reports speak about themselves and go! What have we learned? What do we need to do? You always need a policy for reporting. There needs to be a logical flow to your report, such as this is what I think-this is what I want to do, please give me your opinion and cooperation

4.8 Make the status clear

This is especially necessary for status reports such as daily/weekly/monthly reports. Within text it is difficult to understand the status at a glance. By the use of charts/ graphs/ symbols like O X comparing results/ status with the target, your status can be understood in a second.

4.9 Why and how good or bad?

You should show clearly why the status or result is ok on plan or not and how good or bad it is. This can help others to understand your report and to accelerate future actions.

4.10 Make countermeasure and progress clear

If the status/result is X, make the countermeasure clear according to 5W and 1H. It is your responsibility to improve X condition to O within a certain time limit.

4.11 Prediction of the future.

It is highly important in our job to be able to improve the condition of the future. It is easy to predict the future by means of analysing the past and present; this then allows us to understand what to do.

You must not only report the current status, but also past progress in order to achieve the purpose of the report. You can easily explain what to do in the future by means of reviewing the present.

4.12 Priority

It is very useful to make clear the priority in your report to understand each individual item but also to grasp the overall picture. With this in mind it is appropriate to emphasise important points by underlining, bold type or the use of colour etc.

4.13 Use of drawings or charts

Charts and drawings are a universal means of communication. Even if you dont understand another language you tell what is happening by the use of pictures.

You often use mainly text on your report with pictures as a complement you should aim to explain the contents with pictures and use text as a complement (a single word is preferable) to allow the readers to understand quickly and correctly.

4.14 Neat text and drawings

It is human nature that we prefer to look at nice objects (e.g. paintings, flowers, nice scenery etc) and that we do not like to look at untidy and unsightly ones. Such aesthetic elements as nice and tidy text and drawings are very important for a good report.

4.15 Size of text

We rarely see a report written in too large text, what we tend to see is text that is too small. This comes from the natural need to cram as much as we can into as small a space as possible, this needs to be corrected.

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