Page 195 - The John Adair Handbook of Management and Leadership

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• Easy reading makes hard writing
• Churchill’s guidelines for report writing centred on:

– setting out main points in a series of short, crisp paragraphs
– complicated factors or statistics should form an appendix
– considering submitting headings only, to be expanded
orally
– avoiding woolly phrases, opting for conversational phrases
– setting out points concisely aids clearer thinking

• Reports can be tested for their effectiveness as follows:
– is the structure and layout clear and easy to follow?
– is the content complete and does it:

– state the purpose?
– say when, by whom, for whom and with what scope it
was prepared?
– identify and address the problem clearly
– ensure detail does not cloud the main issue
– give sources for facts

– use consistent symbols and abbreviations
– use accurate figures
– make clear statements

– have conclusions which flow logically from facts and
their interpretation

– ensure other possible solutions are only abandoned
with stated reasons?

– in general
– is the report objective?
– are criticisms of its recommendations pre-empted?
– is it efficient and business-like?

Chapter 8: Communication and presentation 185