Writing robust reports. (Communication).

Reports can be boring and a waste of time for both writer and reader. Alternatively, with a little thought and some extra practice, they can be highly informational and, yes, even inspiring. Whether you're writing a program analysis or a monthly status report, here's how you can make your reports worth the reader's while.

Know your purpose

Start by asking, Why am I writing this report? and How will it be used? Don't begin writing until you are absolutely clear on the answers to these two questions.

Everything your organization does should support the mission in some way or another--including your report. With that in mind, if you are writing, say, a quarterly status report to your board, consider putting your mission statement at the top. Under the mission statement, add a "Focus of This Report" section to tell readers about what is to come, keeping it extremely brief. Use it to tell what is in the report and, more importantly, why you are sharing the information.

Your entire "Focus" section might be something as simple as:

* Review the effectiveness of the renewal campaign to assist in planning next year's campaign.

* Review membership trends, reasons for non-renewals, and feedback received in the exit survey to better understand member needs.

* Briefly restate the action items outlined during June 2002 board meeting with the intent of establishing a sense of accountability around these plans.

Sweat the details

Once you've articulated the focus, you are ready to write the rest of your report. Following are tips to help you write a useful, more readable document.

Use pictures. Remember, a picture is worth a thousand words. Photos, graphs, and clip art underscore your message.

Don't just write about declining membership numbers; show a graph. Don't just wax on about the phenomenal attendance at your last conference; show a picture of a crowded conference room.

Write for busy people. Keep the report as short as possible. Format it so that it is easy to scan, employing headings and bullets whenever possible. Use color fonts sparingly. (If you e-mail your report, keep in mind that some people may print those nice, color fonts of yours with plain black ink.)

Offer solutions. You've probably heard, "When you go to your boss with a problem, make sure you have a proposed solution." While some reports should only be a statement of facts, this philosophy often applies to reports as well. Suggested solutions for challenges are often warranted and welcome. Make them when appropriate.

Keeping in mind the preceding tips will allow you to write robust, inspiring, easy-to-digest documents. With a little practice, your reports can help move your organization forward one more step.

Submitted by Michele D. Newhouse, owner, Covenant Professional Services; revised and reprinted with permission from Covenant's free newsletter, Tips for Small Nonprofits With Small Budgets...And More. To subscribe go to www.cps-online.com and click on "Free Newsletter." E-mail: [e-mail].