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A workshop by Sharon Hurley HallWriting Reports and Project Documents Workshop© Sharon Hurley Hall, 2009; 2013            ...
OverviewA. Reports – whats the point?B. Before you begin – key issuesC. Report templatesD. Organizing your report – 6W...
A. Reports – What’s The Point?Key reasons for writing reportsRecord keepingAwareness of successes and points for improve...
A. Reports – What’s The Point?Positives about writing reportsHelps the organizations imageHelps the writers image/promot...
B. Key IssuesWhat do you write reports about?Describing project’s progressAnalysing actionObserving a situationReporti...
B. Key IssuesThink about:Who the audience isWhy the report is neededWhat the audience wants to find outThat’s called au...
C. Report template 1Title pageExecutive summaryContents pageIntroduction/Terms of referenceFindingsObservationsConc...
C. Report template 2BackgroundWhat worked and whyWhat didn’t work and whyHow your target audience helps and contribute...
D. Organising Your ReportThe 6Wswhowhatwherewhenwhyhow          Writing Reports and Project Documents          Works...
D. Organising Your Report - 1How the 6Ws could apply to your project reportWho was involved in the project? Who is the re...
D. Organising Your Report - 2How the 6Ws could apply to your project reportWhen did the project take place? When do actio...
D. The Pyramid                                                   Image: Roger Lever       Writing Reports and Project Docu...
D. The PyramidRoger Lever says:Ideas at any level must be summaries of ideas immediately below themIdeas in each groupin...
D. Rethinking The Pyramid                                Image: Roger Lever        Writing Reports and Project Documents  ...
D. Rethinking The PyramidSummary – special information for readerBackground – how the project got started, who was invol...
E: Reports People Want ToReadSome key principles:StyleSelectivityAccuracyObjectivityConcisenessClarity/consistencyS...
E: Reports People Want ToReadKISS – Keep It Simple, SweetheartUsing headings to guide the readerActive verbsNumbering ...
F. Finding Your VoiceWhat is your voice? How do you sound when you talk?What voice will make people want to read/listen?...
G. Delivering CriticismOur aim when delivering criticism is:to avoid repetition of the mistaketo keep the person ‘on sid...
G. Delivering CriticismWe recognize:everyone has strengths and weaknesseswe want to help people avoid mistakesrighting ...
G. Delivering CriticismAre you right to criticize?What are your objectives?Criticize the behavior, not the personIdent...
G. Delivering CriticismAvoid bringing past errors into it or comparisons with other peopleUse empathyGive them a chance...
G. Delivering CriticismRecognize when an error is a common onePolite, friendly, natural toneReserve criticism for the t...
H. Making Report Writing EasierRecord as you goMind mappingUse a templateInclude additional info in the appendices if ...
I. ChecklistWhat story do you want to tell?Plan what you want to sayMake plan into an outlineDoes the order make sense...
J. Mapping Your Report            Introduction/             Terms of referenceExecutive            Findingssummary      ...
J. Merging The Report Templates 1Title pageExecutive summaryContents pageIntroduction/Terms of reference (background)...
J. Merging The Report Templates 2 Title page                                            •Who was involved in the project?...
THANK YOU        Connect with me on sharonhh.comWriting Reports and Project DocumentsWorkshop © Sharon Hurley Hall, 2009; ...
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Writing reports and project documents

Sharon Hurley Hall explains how to write reports and project documents that people want to read. She provides simple techniques for determining your audience and goals and structuring the report to meet their needs - and yours.

Writing reports and project documents

  1. 1. A workshop by Sharon Hurley HallWriting Reports and Project Documents Workshop© Sharon Hurley Hall, 2009; 2013 1
  2. 2. OverviewA. Reports – whats the point?B. Before you begin – key issuesC. Report templatesD. Organizing your report – 6WsE. Writing reports that people want to readF. Finding your voice/working with languageG. Delivering criticismH. Techniques for making report writing easierI. ChecklistJ. Mapping the report Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 2
  3. 3. A. Reports – What’s The Point?Key reasons for writing reportsRecord keepingAwareness of successes and points for improvementCommunicating to donors/funders/key audienceEncouragementDisseminating informationEvaluation and learningDevelopment planning Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 3
  4. 4. A. Reports – What’s The Point?Positives about writing reportsHelps the organizations imageHelps the writers image/promotes expertisePersuades people to your viewUses creativityHelps to organize informationCan lead to change Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 4
  5. 5. B. Key IssuesWhat do you write reports about?Describing project’s progressAnalysing actionObserving a situationReporting on changesRecommending actionMeetings, workshops, community projects, team progress – the list is endless Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 5
  6. 6. B. Key IssuesThink about:Who the audience isWhy the report is neededWhat the audience wants to find outThat’s called audience and purpose Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 6
  7. 7. C. Report template 1Title pageExecutive summaryContents pageIntroduction/Terms of referenceFindingsObservationsConclusionsRecommendationsAppendicesBibliography/sources/references Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 7
  8. 8. C. Report template 2BackgroundWhat worked and whyWhat didn’t work and whyHow your target audience helps and contributesWhat needs to changeProblems you didn’t foreseeWhat have you learnedNext actions – and who should take them Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 8
  9. 9. D. Organising Your ReportThe 6Wswhowhatwherewhenwhyhow Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 9
  10. 10. D. Organising Your Report - 1How the 6Ws could apply to your project reportWho was involved in the project? Who is the report for? Who are the people being reported on?What is the scope of the report? What were the successes and failures?Where did the project take place? Where does the report need to go? Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 10
  11. 11. D. Organising Your Report - 2How the 6Ws could apply to your project reportWhen did the project take place? When do actions need to happen?Why did some aspects work? Why did some aspects fail?How will you move forward to build on successes and improve on failures? Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 11
  12. 12. D. The Pyramid Image: Roger Lever Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 12
  13. 13. D. The PyramidRoger Lever says:Ideas at any level must be summaries of ideas immediately below themIdeas in each grouping must be related ideas or the same kindIdeas in each grouping must be logically ordered Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 13
  14. 14. D. Rethinking The Pyramid Image: Roger Lever Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 14
  15. 15. D. Rethinking The PyramidSummary – special information for readerBackground – how the project got started, who was involvedHighlights – what was importantExceptions – what affected how the project turned outConclusions and recommendations Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 15
  16. 16. E: Reports People Want ToReadSome key principles:StyleSelectivityAccuracyObjectivityConcisenessClarity/consistencySimplicity Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 16
  17. 17. E: Reports People Want ToReadKISS – Keep It Simple, SweetheartUsing headings to guide the readerActive verbsNumbering Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 17
  18. 18. F. Finding Your VoiceWhat is your voice? How do you sound when you talk?What voice will make people want to read/listen?Write to develop your voiceWhat are your favourite words? Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 18
  19. 19. G. Delivering CriticismOur aim when delivering criticism is:to avoid repetition of the mistaketo keep the person ‘on side’to protect the person’s ego and feelings Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 19
  20. 20. G. Delivering CriticismWe recognize:everyone has strengths and weaknesseswe want to help people avoid mistakesrighting this wrong will help with development Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 20
  21. 21. G. Delivering CriticismAre you right to criticize?What are your objectives?Criticize the behavior, not the personIdentify the fault clearlyIdentify steps that will help with improvement Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 21
  22. 22. G. Delivering CriticismAvoid bringing past errors into it or comparisons with other peopleUse empathyGive them a chance to contribute to the solution Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 22
  23. 23. G. Delivering CriticismRecognize when an error is a common onePolite, friendly, natural toneReserve criticism for the things that are really importantSeed with praise Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 23
  24. 24. H. Making Report Writing EasierRecord as you goMind mappingUse a templateInclude additional info in the appendices if relevant Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 24
  25. 25. I. ChecklistWhat story do you want to tell?Plan what you want to sayMake plan into an outlineDoes the order make sense?DraftIs it consistent?WHAT formula – what happened, how did it happen, amplify the intro, tie up loose ends. Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 25
  26. 26. J. Mapping Your Report Introduction/ Terms of referenceExecutive Findingssummary Conclusions Recommendations Observations Conclusions Recommendations Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 26
  27. 27. J. Merging The Report Templates 1Title pageExecutive summaryContents pageIntroduction/Terms of reference (background)Findings (what have you learned)Observations (problems you didn’t foresee; how your target audience helps and contributes)Conclusions (what worked/didn’t work and why)Recommendations (what needs to change; next actions and who should take them)AppendicesBibliography/sources/references Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 27
  28. 28. J. Merging The Report Templates 2 Title page •Who was involved in the project? Executive summary •Who is the report for? Contents page •Who are the people being reported Introduction/Terms of reference on? (background) •What is the scope of the report? Findings (what have you learned) •What were the successes and Observations (problems you didn’t failures? foresee; how your target audience helps and contributes) •Where did the project take place? Conclusions (what worked/didn’t work •Where does the report need to go? and why) •When did the project take place? Recommendations (what needs to •When do actions need to happen? change; next actions and who should take •Why did some aspects work? them) •Why did some aspects fail? Appendices •How will you move forward to build Bibliography/sources/references on successes and improve on failures? Writing Reports and Project Documents Workshop © Sharon Hurley Hall, 2009; 2013 28
  29. 29. THANK YOU Connect with me on sharonhh.comWriting Reports and Project DocumentsWorkshop © Sharon Hurley Hall, 2009; 2013 29

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