REPORTINGREPORTING(based on Adirondack, S, ‘Just About Managing’, LVSC, London, 1998)(based on Adirondack, S, ‘Just About Managing’, LVSC, London, 1998)

Start by asking yourself the following:Start by asking yourself the following: Why am I reporting? What is the purpose?Why am I reporting? What is the purpose?

Information – telling people what has happened or is going Information – telling people what has happened or is going to happento happen

Question – get information from othersQuestion – get information from others

Persuade – influence others thinking/beliefsPersuade – influence others thinking/beliefs

Action – ask or tell others to do somethingAction – ask or tell others to do something

Background for discussion/consultation – enabling others Background for discussion/consultation – enabling others to participateto participate

Background for decision – enabling others to reach a Background for decision – enabling others to reach a decisiondecision

Confirmation – of something already discussed/agreedConfirmation – of something already discussed/agreed

Historical record – so that people know what happened Historical record – so that people know what happened and whyand why

REPORTINGREPORTING

Then ask yourself:Then ask yourself:

What does the reader need to know to fulfil this What does the reader need to know to fulfil this purpose?purpose?

Provide enough information to fill this need, without Provide enough information to fill this need, without providing so much that they get overwhelmed or lost providing so much that they get overwhelmed or lost in detail.in detail.

Is there anything else they would like to know?Is there anything else they would like to know? Only include if there is a legitimate justification and Only include if there is a legitimate justification and

only if it does not distract from the primary only if it does not distract from the primary purpose(s) of the report.purpose(s) of the report.

STRUCTURING YOUR REPORTSTRUCTURING YOUR REPORT

This is a general structure:This is a general structure:

Heading – include:Heading – include:

– TitleTitle

– DateDate

– Author(s)Author(s)

– Whether a draft and, if so, draft numberWhether a draft and, if so, draft number

– For whom it is intended – individuals, committee etc.For whom it is intended – individuals, committee etc.

– Whether for discussion, consultation or decisionWhether for discussion, consultation or decision

– Reference number, especially if there are several Reference number, especially if there are several documents on an agenda.documents on an agenda.

STRUCTURING YOUR REPORTSTRUCTURING YOUR REPORT

Introduction – A brief statement of:Introduction – A brief statement of:

– what the report is aboutwhat the report is about

– why it was writtenwhy it was written

– who wrote itwho wrote it

– the main issuesthe main issues

– what action, if any, is requiredwhat action, if any, is required

Background – What led up to the problem or Background – What led up to the problem or situationsituation

Present situation – Facts and opinions, clearly Present situation – Facts and opinions, clearly separatedseparated

STRUCTURING YOUR REPORTSTRUCTURING YOUR REPORT

Implications for the future – Again, facts and Implications for the future – Again, facts and opinions, clearly separated. Implications might opinions, clearly separated. Implications might include:include:

– FinancialFinancial

– LegalLegal

– StaffingStaffing

– PremisesPremises

– TimeTime

– Effect on other activitiesEffect on other activities

Summary – Brief restatement of the main pointsSummary – Brief restatement of the main points

STRUCTURING YOUR REPORTSTRUCTURING YOUR REPORT

Proposal(s)/recommendations for actionProposal(s)/recommendations for action

– Include only where it is appropriate for you to do soInclude only where it is appropriate for you to do so

– Advantages and disadvantages of each proposal should Advantages and disadvantages of each proposal should be includedbe included

– If appropriate, which course of action is recommendedIf appropriate, which course of action is recommended

ActionAction

– Either ‘for information only, no action is required’Either ‘for information only, no action is required’

– Or ‘to decide whether to take action, what needs to be Or ‘to decide whether to take action, what needs to be done, who needs to do it, to whom they are responsible done, who needs to do it, to whom they are responsible and a deadline for the action’and a deadline for the action’