How to write a good report

1. great How to write a good report The KISS principal in action principle “Keep it simple stupid” (KISS)

2. Take heart…. Its easier than you think • Stick to the facts • Stay on topic and in focus • Present information in logical chunks • Keep background to a minimum • Have good writing • Are written by a team

3. The best reports • Start with clear direction - purpose • Are prepared for a specific audience • Stick to a simple structure (template) • Visualize key messages well(graphs, charts, tables, pictures) • Have a real“editor”

4. The purpose of a report.... • Reports provide information our key audiences want or need to know • What does the future look like. • Why we do something that way. • We are proud that…. • Reports support the actions we believe Council should take • Provide funding to….. • Employ more staff to…. • Change Region policy so that…

5. Three “key” audiences • The person who assigned the report and who is accountable for its content (Also known as your editor) • The person or persons who asked for the report and need the information to be informed or to make a decision • The media who are looking for a ‘good story’(Sometimes, bad news makes the best story)

6. Successful reports are… • Clear – plain language, simple sentences • Compelling – all the facts • Complete – the content stands alone • Concise – only as long as they need to be

7. Why this report now • Information report • Response to an issue or inquiry • Alerting to a problem or potential problem • Notice of a coming change • Recognizing an achievement or gift

8. Why this report now • Recommendation reportrequires an action by Council • An event or change that affects cost • A change that affects operatingconditions, residents, staff or families • A request to another order of government

9. The report writing “team” • Report lead (accountable)- Commissioner/director • Author (assembler)- Manager responsible for “topic” • Key informants - Staff who have the info resources • Editor – once removed- Someone with good writing skills • Typist • Proof-reader

10. ROLE of the Report Lead • Purpose of the report:- what we want Council to know/do, not do or let us do • Key messages we want to share • Describe tone • Determine auxiliary needs: • Alert FSU • News release, backgrounder, Pathways story • Alert partners, funders • Develop a presentation • Who has/ where is the background • Timeline for delivery • Review draft – provide clear direction for changes • Approve final report

11. ROLE of the Author • Responsible for the report’s completion • Alert the key resources • Share info provided by Lead with the key informants, request info, facts, • Provide informants with timeline • Create outline based on template • Insert facts – according to outline(bullets are good) • Connect the bullets

12. ROLE of the Key informants • Ask questions • Gather information • Think about/find graphic ways to provide complex information • Provide to Author on time • Confirm context in draft report

13. ROLE of the Editor Review draft: • Correct: style, spelling grammar • Read for meaning • Simplify • Words • Sentences • Return to Author on time

14. Role of the Typist/Proof reader • Put the content into the template • Spellcheck • Proof read (once removed from typist)

15. Structure • Good structure enhances and encourages clarity • Work with the structure of the Council Report template • Use all of the parts to their advantage

16. The template The report template is an outline • Type of report: • Recommendation • Information • Objective • Highlights (from the report) • Discussion • Financial Implications • Conclusion

17. The objective • Information reports have an objective – the reason why the report is being presented. • To:inform Regional Council of one-time funding received from the Ministry of Health and Long Term Care (MOHLTC) to promote a high quality of care and/or improve resident safety.

18. The recommendation Recommendation reports clearly state what we want Council to: Do Not do Let us do

19. The highlights • Do them after the report is done • Summarizes the report • If it’s all they read – they have the story • Must be content from the report - nothing new here

20. The discussion • Answers the questions: • What is the issue • Why is it an issue now (evolution) • What we propose to do about it • Possible subheadings: • Background • Findings • Proposed direction • Benefits and potential consequences • Alternatives considered • Communication strategy

21. The financial implications Reports with financial implications must be routed through the Financial Support Unit for sign off Let them know in advance

22. The conclusion Use the key message wherever possible to: • Summarize what has been discovered • Repeat the question • Give the answer

23. Appendix • This is where the technical details go • Be as technical as you like • Document your analysis so it can be reproduced by others

24. References • Always cite (i.e. give a reference) to other related work or facts/opinions that you quote

25. Writing clearly • Structure alone is not enough for clarity – you must also write clear sentences. • Rules: • Write complete short sentences • Avoid jargon and cliché, strive for simplicity • One theme per paragraph

26. AGHHHH! They wrote Although solitary under normal prevailing circumstances, raccoons may congregate simultaneously in certain situations of artificially enhanced resource availability. They meant.. Raccoons live alone but come together to eat bait.

27. Figures and Tables (Floats) Golden rules for Figures and Tables: • Describe float in text (integration), make sure it matches description • Place after the first mention in the text • Make sure float conveys the desired message clearly: keep it simple! • Provide informative captions

28. Figures • Always label and give a caption under the figure • Be aware of good graphics principles: avoid • chart junk • low data/ink ratio • unlabelled axes • broken axes • Misleading scales

29. Tables • Always label and give a caption over the table • Be aware of rules for good tables: • avoid vertical lines • don’t have too many decimal places • compare columns not rows

30. Spelling and Grammar • Use a style manual/dictionary if in doubt • Spell check!!!! • Proofread!!!! • Get someone “fresh” to do both

31. Style • Use the Region’s style as your guide • Avoid over-capitalization- hard to read • Avoid using bold text- feels like shouting to reaeders • Don’t over use parenthetic references

32. Conclusions Structure is vital – the template is formatting Write clearly Good clear simple illustrations Spellcheck and proofread Reference all material used or quoted