Characteristics,Good,Company,R business, insurance Characteristics of a Good Company Report

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With all the wonderful tools that the IT industry has brought tothe business world, you would think that the level of writtencommunication would increase. But documentation has become alost art, especially when it comes to reporting to team membersand leaders. Unless your company has an outlined process withstrict reporting procedures, your productivity is probably notas high as it could be. Why? Everything falls under one of tworeasons: Not knowing that you should have more reporting, or notknowing how to create a good report. Submitting good reportswhen will do a lot of great things for you and your team,including the following: increasing the awareness of tasks,making sure that important details are not missed, keeping yourboss informed to avoid misconceptions & increase confidence,protecting you when there’s a discrepancy, and demonstratingyour leadership (in other words – it makes you look good!) Whether you use a document or an e-mail message, a wellorganized and timely report to your team members or your bosswill always be received with appreciated and will alwayscommunicate to others that you’re serious about doing your job.By using the guidelines below, you’ll be on your way toimproving your image and your productivity (even if you’realready doing company reports). When To Create a Report Reports are excellent for recapping ameeting or important conversation. Once the details are agreedupon by all attending, it is much easier to move forward withconfidence. If you’re attending a meeting where you’re expectedto give a status of your activity, you should always have yourupdate written to make it easy for you to give your report andfor your audience to use as a reference during the meeting andafterwards. Other appropriate moments for a good report are thefollowing: when delivering a project (or milestone), tosummarize analyses or research findings, or to assign or handover a task or project to someone else. Don’t Be Afraid to Take Notes There is nothing more frustratingthan trying to remember an important point that you don’ havewritten down. The best way to make sure that your report has allof the important details is to make sure that you have all ofthe details available to you. Taking meticulous notes from startto finish (even if they don’t seem important at the time) willensure that you get your report right the first time. It mayseem like a lot of work in the beginning, but as my mom alwayssaid, "A stitch in time saves nine." Make Your Heading the Eye Catcher When your audience looks atyour report, the emotion that you want them to have in the first5 seconds is that your document is important and should be read.To accomplish this task: 1) The heading should always be first;2) The heading text should be bold, not italicized and have thelargest font size of any other text in your document; 3) Is ispreferred that the heading be center-aligned, having itleft-aligned is acceptable, but it should never beright-aligned; and 4) the title heading should be simple, short(no more than 6 words), but clear. Don’t Leave Out the Small Details Have you ever held a documentin your hand and wondered if it was the latest copy thatexisted? Have you ever wrecked your brain to figure out whatdate a meeting was held? These type of details are small, butmay become crucial well after you’ve submitted the report. Theyalso make your report a complete document. Here are some othersmall details to consider: Meeting Attendees List, Location,Print Date & Time (always at the bottom), Filename (bottom),Page Numbers (except on the first page), company logo (if it’sfor a client), Minutes From Last Meeting (if it’s for a meetingthat repeats on a recurring basis). Organize Your Information into Sections Remember that you’re notwriting for entertainment, but to provide your workgroup orcompany with information that they need to make businessdecisions. A good report will make sure that this information iseasy to find, and that’s where sections come into play. Makesure that each section has a subheading that is bold and/orunderlined; it can also have a slightly larger font size (maybe2 pts larger). A good place to begin is by dividing your notesinto discussion topics; after that, you may want to add sectionslike Objective, Purpose of the Meeting, Conclusion, ActionItems, or Next Steps. Make It Look Good and Keep It That Way You’ve gone this far toprovide for your team, so why not go the extra mile to make surethat your report doesn’t get lost amongst other bland documents.Consider the following techniques: 1) Do everything you can tohave the fewest amount of pages possible by slightly changingmargins, font sizes and even the font face; 2) You don’t have touse Times New Roman or Arial, but make sure that the font isclear and very readable - changing the font face on just theheadings is another way to give it a change of pace; 3) A simpledivider line after the heading or in your footer can bringelagance to a document; 4) Take the extra time to set your copymachine to make good copies - you don’t want to spent timemaking your document look good and have your copy machine ruinit; and 5) Save your document with a filename that makes senseand use this exact copy to make the report like (people respondwell to consistency) - learn how to make it into a template touse for new documents later.