如何寫一份好的報告.ppt

people who write well do well,your writing is you, so what is it saying?,Tonight,Principles of Effective Writing Business Correspondence Plans & Reports Making it Easy to Read,Principles of Effective Writing,1. Dont Mumble Say what you have decided to say Mumblers dont command attention 2. Clearly Organise your Writing Tell the reader where you are going And end with a summary,Principles of Effective Writing,3. Short Paragraphs, Sentences & Words Reading is easier Comprehension is easier 4. Vigorous, Direct & Personal People respond when treated like people Use active, personal language It is recommended vs. We recommend He should be told vs. Please tell him,Principles of Effective Writing,5. Avoid Vague Modifiers Readers are looking for facts & clarity Very overspent vs. Overspent by RMB20,000 Slightly behind schedule vs. One day late 6. Use Specific, Concrete Language Output vs. Results Implement vs. Carry out Judgmentally vs. I think,Principles of Effective Writing,7. Make it Perfect No typos, misspellings, errors with numbers Show the reader you care 8. Come to the Point Take time to think about the point And then write it down,Principles of Effective Writing,9. Write Naturally Dont pretend to be somebody else Use the language you use when speaking Audience determines tone 10. Kill Words You Dont Need Study in depth vs. Study Take action vs. Act Basically unaware of vs. Did not know,Principles of Effective Writing,11. Never Exaggerate Understate rather than overstate Exaggeration makes a reader suspicious More than 7 years vs. 7.5 years Nearly 7 years vs. 6.5 years,Business Correspondence,1. Correctly Spell All Names Individuals & company names Mistakes suggest a lack of care 2. Consider Beginning With A Title Identifies the subject at a glance Passat TVC Copyright Renewal,Business Correspondence,3. Make Your First Sentence Work Hard Reader knows at once whats the subject Important for replies as well 4. Stop When You Are Finished Dont end with routine formality Please call if you have any questions,Business Correspondence,5. Be Specific About Next Steps Do you want the reader to take action? Then detail the next steps Or detail the action you are taking We are hoping to hear from you soon vs. If I dont hear from you this week, Ill call you on Monday morning,Business Correspondence,6. How To Answer Complaints Never be defensive If the complaint is reasonable, say so Then say what you will do about it,how to write a plan,a plan states what to do,How To Write A Plan,1. State Your Goal It must have a specific, measurable goal Everything in the plan must relate to this 2. Summarise All Relevant Facts Dont leave anything important out Dont do an information dump,How To Write A Plan,3. Show Learnings From Facts Never display them on their own Show learnings/draw out principles 4. State Proposed Steps & Reasons A plan is a recommendation until approved Once approved = a commitment to action Describe step by step what & why,How To Write A Plan,5. Anticipate Objections A good plans deals with alternatives & risks It anticipates questions & answers them Makes a plan more realistic,how to write a report,a report describes the outcome,How To Write A Report,1. Involve Your Reader State why you are writing the report 2. Separate Opinions From Facts Facts are facts Conclusions/recommendations are opinions,How To Write A Report,3. State The Facts Fully & Accurately Who, what, where, when & why 4. Give Your Report A Structure Purpose/summary/findings/conclusions/action 5. Make It Short Only use essential information,How To Write A Report,Contact Reports Single purpose document Records decisions taken at a meeting Does not restate arguments What was decided & not why Next actions & by whom,Making It Easy To Read,Neatness counts Keep paragraphs short Use typographic devices for clarity/emphasis Break up large blocks of type Handle numbers consistently Make charts easy to handle