1. REPORTING (based on Adirondack, S, ‘Just About Managing’, LVSC, London, 1998) Start by asking yourself the following: Why am I reporting? What is the purpose? Why am I reporting? What is the purpose?  Information – telling people what has happened or is going to happen  Question – get information from others  Persuade – influence others thinking/beliefs  Action – ask or tell others to do something  Background for discussion/consultation – enabling others to participate  Background for decision – enabling others to reach a decision  Confirmation – of something already discussed/agreed  Historical record – so that people know what happened and why

2. REPORTING Then ask yourself: What does the reader need to know to fulfil this purpose? What does the reader need to know to fulfil this purpose?  Provide enough information to fill this need, without providing so much that they get overwhelmed or lost in detail. Is there anything else they would like to know? Is there anything else they would like to know?  Only include if there is a legitimate justification and only if it does not distract from the primary purpose(s) of the report.

3. STRUCTURING YOUR REPORT This is a general structure: Heading – include: Heading – include: –Title –Date –Author(s) –Whether a draft and, if so, draft number –For whom it is intended – individuals, committee etc. –Whether for discussion, consultation or decision –Reference number, especially if there are several documents on an agenda.

4. STRUCTURING YOUR REPORT Introduction – A brief statement of: Introduction – A brief statement of: –what the report is about –why it was written –who wrote it –the main issues –what action, if any, is required Background – What led up to the problem or situation Background – What led up to the problem or situation Present situation – Facts and opinions, clearly separated Present situation – Facts and opinions, clearly separated

5. STRUCTURING YOUR REPORT Implications for the future – Again, facts and opinions, clearly separated. Implications might include: Implications for the future – Again, facts and opinions, clearly separated. Implications might include: –Financial –Legal –Staffing –Premises –Time –Effect on other activities Summary – Brief restatement of the main points Summary – Brief restatement of the main points

6. STRUCTURING YOUR REPORT Proposal(s)/recommendations for action Proposal(s)/recommendations for action –Include only where it is appropriate for you to do so –Advantages and disadvantages of each proposal should be included –If appropriate, which course of action is recommended Action Action –Either ‘for information only, no action is required’ –Or ‘to decide whether to take action, what needs to be done, who needs to do it, to whom they are responsible and a deadline for the action’