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Keep Business Reports BriefBy Arthur Cooper(c) Copyright 2004 The point of a business report is to communicate information, or an opinion, and sometimes to persuade or convince. To do this effectively the two keywords are brevity and clarity.When you read some reports you wonder what they are trying to achieve. They are too long, too verbose, and too vague. When you get to the end you wonder what was the point of it. Dont say in a hundred words what you can say in ten. It does not impress in a business environment. You are not trying to win literary prizes. You are trying to transfer information from one person to another. Dont use flowery phrases when you can spell it out with short and simple words. Dont use jargon when it is not universally understood. Dont use acronyms without an explanation. Explain all specialist terms and abbreviations. Use footnotes or an appendix if this helps to prevent breaking up the flow.Dont assume pre-existing knowledge in the reader unless you are certain of it. Dont assume that he hold the same initial opinions as you if your report builds upon them. If everything you say flows logically from an initial assumption, you need to establish the truth of that first. Split up your document into easily read paragraphs. Get to the point early. Then back up what you have said with details if required not the other way round. Some people will read the first paragraph (or the executive summary) and go no further, unless you have captured their interest immediately.So remember these simple rules:Make sure you are clear about your reports purpose Keep it briefKeep it simpleKeep it clearDont assume And remember these obstacles to clarity:Long winded, flowery, languageObscure vocabularyUnexplained acronyms and abbreviationsUnexplained specialist termsDensely packed textUnsupported assumptions
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