Ok, so you’ve been asked to write a report and you feel quite confident about what’s expected of you and where you intend to get your information. Then you’re told that when it’s complete it will be circulated to a group of people and you will be expected to talk them through it! Some people wouldn’t be worried about that. But for those of you who might find it a little daunting, here are some tips.
The first, and most important, thing is to find out who you will be talking to. How many people will there be and will they all be experts in the subject or will some need more explanation? If they are all experts then you can expect them to follow you with ease and you won’t need to explain technical terms or jargon. But if some – or all – of them are unfamiliar with the material then you will have to make things more accessible for them.
Also, you need to think about the register you will use. Will these people be your colleagues in the company or organisation? Will they be senior to you? Or are they clients? The way you address a group of people will differ depending on which of these groups your audience falls into.
Obviously, you should be familiar with the facts in the report and the recommendations – after all, you’ve written it. But make sure that you really do have all the information at your fingertips and, if necessary, use prompt cards.
Make eye contact! This is very important, as you are giving a presentation. They’ve probably already read the report so they don’t want someone just reading it aloud to them. They want you to explain and interpret facts.
If you are using visual aids, make sure that everything is well-organised before you begin. If you need the internet to provide information, ensure that the connection is working. The last thing you want is that little wheel turning on the screen and no access to the pages/pics you intend to show.
Just as you would when writing, try to be concise. Explain everything clearly but don’t waffle.
Try to answer any questions that come up but if you don’t know the answer, don’t bluff. Be honest! Admit you don’t know but reassure them that you will find out and get the information to them as soon as possible.
Finally, when you’ve finished, thank them for their time.
If you follow these simple, and obvious, tips I’m sure it will be far less stressful when you find yourself in a situation like this. Who knows? You might even enjoy yourself!
And, if you’re interested in knowing more about every aspect of report writing, Business Training have a £25 discount on their Report Writing Course until 21st February. Click here for more details or to enrol.
Author: Diana Nadin
