Report Writing for Justice Professionals How to write complex - PDF document

�� Report Writing for Justice Professionals How to write complex multi-section documents for mixed audiences with Natasha Terk Report writing can be tedious and time-consuming and oftentimes we write and re-write reports and other documents for hours and they are still not clear and concise! This webinar offers best practices for planning and writing multi-section reports that present complex information. Common report-writing challenges include: Using overly technical language or legalese, not answering the reader's questions, applying a confusing organizational structure, not deleting unnecessary information, and using long dense paragraphs instead of lists and charts. About Us Career-development consultants with 35 years’ experience • • We help clients and individual learners:  Trainings  Coaching  Editing services �

�� Save time as you draft documents • Improve results for every … • Our Focus  Email  Letter  Report or proposal  Professional presentation Agenda Planning, Steps 1-4 • Organizing, Steps 1-3 • Formatting, Steps 1 & 2 • Choosing the right words, Clear and Concise language • Proofing and editing, five highlights • Outcomes Identify and clearly state the most important message in the • report Apply strategies for understanding what information goes in • which section Adopt a reader-friendly format including headings, lists, • charts, and more Using clear and concise language • Apply editing and proofreading techniques • �

�� Poll #1 What do you find challenging about writing reports (check all that apply) Finding time to write them • Organizing the information • Using a format that is easy to read • Choosing the right words • Including the facts, not my impressions or observations • Planning: Outline a long document Step 1: Step 2: Identify your readers’ needs, Identify your purpose interests, and concerns Step 3: Step 4: Identify and answer readers’ Identify readers’ other single most important question key questions THE VALUE OF THE PLANNING TIME % - ACTIVITY 5 - Think about readers 5 - Decide on purpose 5 - Identify main point(s) 20 - Select information to include 20 - Organize information 20 - Write quick first draft 20 - Revise and edit 5 - Proof and correct �

�� Step 1: Identify your readers’ needs, interests, and concerns WHAT DO YOUR READERS ALREADY KNOW ABOUT THE TOPIC? • HOW WILL YOUR READERS USE THE IDEAS? • Will readers decide whether to take action and decide what action to take? • Will they determine whether something was done or will be done correctly? • Should they increase their general knowledge about a project or a situation? • Will all readers use the information the same way? • IF YOU`RE WRITING ABOUT A TECHNICAL SUBJECT, WHAT ARE YOUR DIFFERENT READER`S LEVELS • OF TECHNICAL KOWLEDGE? • IS THERE A PERSUASIVE COMPONET TO WHAT YOU`RE WRITING? • HOW INTRESTED ARE READERS IN YOUR SUBJECT? • WHAT OTHER POINTS ABOUT READERS ARE IMPORTANT TO CONSIDER FOR THIS DOCUMENT? Step 2: Identify your purpose The primary purpose of a report is usually to pass on information. • BY CONTRAST: The primary purpose of a proposal is usually to persuade clients or customers to engage in • a business transactions. • A procedure presents information through a series of steps, in a persuasive way. Readers should understand what specific steps they should take to accomplish a stated objective. Step 3: Your readers’ most important question might be “what happened when you approached the driver?” Your answer might be, “I told the driver to stay in their seat and roll down the window but as soon as I started to walk, the driver opened the door and started to get out of the car.”. Identify and answer readers’ single most important question �

�� Step 4 Identify readers’ other key questions O R G A N I Z I N G 1 2 3 Write summary Write section headings Group related questions and answer them statements and subheadings Step 1: Group related questions, and answer them �

��

�� Poll #2 Which of these formatting techniques do you use (check all that apply)? Short sentences and short paragraphs • Lists • Tables and charts • Headings • � ��

Report Writing for Justice Professionals How to write complex - PDF document

Report Writing for Justice Professionals How to write complex multi-section documents for mixed audiences with Natasha Terk Report writing can be tedious and time-consuming and oftentimes we write and re-write

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Report Writing for Justice Professionals How to write complex - PDF document

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