There are too many tasks for an office worker. If you are not busy working during the day, you will be forced to leave without permission. The greatest enemy of this precious work and time is 'seeing'. 'Report' is a task that must go through which no one can avoid. In order to report to the final decision maker, you can not go into empty hands. You have to write a report. If you make corrections in the process of reporting, you have to revise and report it. In order not to repeat this vicious circle, you should make a report so that you can communicate quickly and accurately. So how do you put the report up? Let's take a look at how you can save a lot of time writing reports and increase your productivity.
Why write a report?
Why write a report? It is a good idea to first ask the question. There are usually two types of reports.
Communicate facts by description: Objectively create status, issues, and results
Passing logic through persuasion: Subjectively create plans, projects, etc.
If you distinguish between these two types, you need a clear definition of who you are delivering to. It is because the contents to be included in the report according to the consumer can be different by the difference of the scale. It is important to think first whether the consumer can present the desired part accurately and directly. Even if you do this well, half of the report is a success.
Quick recipe magic recipe
Those who are quick to write high-quality reports can draw the flow and shape of how to organize the report according to the report. If you have a lot of experience in writing reports, you can learn it naturally, but if you are a new employee with little experience in making reports or people who have little experience in making reports, you might want to go back and search Google for the first time or write your first sentence on a white page. However, if you are familiar with some of these patterns, even beginners can write a report.
The recipe for magic that can be used to make a report is 'Gye -w- kyeong-kyeong ', which is taught in curriculum . It is not great or new. However, if you only sprinkle a little sauce in your report here, it will be completed.
(Pre) Background – (W) Status and Problems – (Pre) Main Contents – (Future) Future Plan and Expected Effects
It seems easy to see, but it is not a trivial task to write articles so that the contents of each part can be linked naturally. If this flow is naturally connected, it is already a report that is out of the blue. Here's how to fill in the details for each part.
In the background, it is most important to explain to the consumer what he or she is about to make the report. Explain why this issue is becoming an issue, explain the conditions or issues that can raise questions about the issue, and change the environment. Explain the side effects and the ripple effects that may arise if there is no appropriate action. .
One of the most common errors in the background is to list redundant statistics. It is simply a mess of the message to deliver. It is enough if you can explain the progress between them.
(W) Status and Problems
We need to clarify what the current situation is and what the problem is. There are two ways to create this part. You can write them using these methods to suit the nature of the report you want to create.
When dealing with major issues, single topics, new issues: Describe the problem in a list so that the problems and countermeasures can be linked in a 1: 1 match
When dealing with multiple issues: It is a comprehensive approach to overall problem and individual case approach. Different topics, different topics under a single topic, generally used for complex problems
(Pre) Measures and Alternatives
It is a key part of the report. Problem recognition is the starting point of finding alternatives. You need to write the gaps that occur in the step from to be to as is.
The important thing when writing gap parts is grouping. It is a process to draw a picture through grouping so that massive contents can be easily imprinted in the consumer's mind. In this section, it is possible to clearly show whether the report is systematic or complete. When grouping, simple lists of similar contents are absolutely forbidden. First group the core topics (internal – external – short – medium – long – term – hardware – software). You can do catch-phrasing (such as creating a strategy for the first spelling of English, etc.) to give details about each group and to communicate effectively.
The most important point at this time is the point of problem analysis and the link between countermeasures and alternatives. We should go to the story that solves the problem presented by these alternatives.
(Result) Future plans and measures
What measures can be taken to achieve this? And the like. Qualitative, and quantitative expectations.
It's nice to have a pretty report to see.
When most of the content of the report is completed, it should be made clear. The report is a viewing article. In order to transmit contents intuitively at a glance, it should be made visually beautiful to improve readability. To do this,
First, one topic should be on one page. If you have multiple topics on a page, the message you want to deliver is blurred and dispersed. The average time for a person to concentrate at once is 2.8 seconds. You need to adjust the amount or composition of the content on a page so that you can deliver it at a glance for this short period of time.
Second, we should make it familiar to the eye. The prerequisite for the end of the report is the approval of the final decision maker. This requires a report that is familiar to the final decision maker. If the final decision maker's task orientation, preferred words, and composition are identified and reflected, then they will become more familiar with the task and will be able to further enhance their skills.
Third, the core content must be emphasized using font size, thickness, and color. If you make it conspicuous, your gaze will first be directed to it, making it more focused on it and making it possible to convey its intended content without distortion. It is a process that can be annoying, but you should always keep in mind that the detail will determine the outcome.
Finally, if you pick out a sexy title, the report is finished. You have to devote the most attention to writing the title. First, after you have picked the title, you need to modify the position and the search of the words, and make an optimal title that can stick to your mouth. In addition, it is much easier to penetrate the content if you select the title of the report after it is completed rather than before you decide to create the title.
The reason I need to write a report is that it is extremely rare for end-users to approve the reports I create. This is because the viewpoints of the final decision maker, the intermediate reporter, and the practitioner are all different. Therefore, it is almost impossible for a final decision maker to write a satisfactory report with a 100% intention. Also, if you meet bad bosses, there are cases where you are attracted to people and there are various people. Therefore, the idea of passing the report at once should be discarded. So, in order to process your business faster, once you have a quick report and get feedback quickly, it is your core competence to improve your productivity. Let's not neglect the practice of making a report.