iia report writing 10 oct 09

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Report Writing SkillsPresented by Manoj Agarwal

CEP on Oct 10, 09@IIA-India, Bombay Chapter

TOctober 09 © ANB Consulting CO. Pvt. Ltd.2

Agenda

• Why report writing skill is required• Elements of a Good Report• 10 rules to write effective reports• Q & A


Why report writing skill is required

• Achieving of objective• Reports should be read• Action should result from each report


Elements of a Good Report

• Objective of the report need to be clear to the writer

• The same need to also be stated in the report alongwith any limitations.

• Delivery of deliverable

Elements

ObjectiveObjective

Strategies

Target AudienceTarget Audience

Process NarrativeProcess Narrative

OrganizationOrganization

FormattingFormatting



• Who will use the report?• Educational level of the audience?• Knowledge level of the reader?• What is the reader expecting from this report?• Personal demographics of the audience?• What should be the level of technical

complexity?

Elements

Objective of ReportObjective of Report

Strategies







• Making process narrative and process flow a part of report makes the report readable.

• It also helps in visual representation of control gaps, inefficiencies, risks

A business process or business method is a collection of related, structured activities or tasks that produce a specific service or product (serve a particular goal) for a particular customer or customers. It often can be visualized with a flowchart as a sequence of activities.

Elements


Strategies







• How would the data be presented?• What charts/diagrams will be used to

complement the information presented in the report?

• How would the report be presented?• What medium of presentation would be used?

Elements


Strategies







Format of a report?• Index• Background of the report/ Objective of the

report.• Approach of the report writer while conducting

the audit/ gathering information.• Scope of the report• Limitation in the report• List of acronym used in the report• Process Flow and narratives• Observations, Risk/ Implications,

Recommendations/ suggestions, Management response alongwith Action Plan

Elements


Strategies







Writing Good Observations

1. Heading : one liner description of observation

2. 'Observation' - 'Risk/ Implication' - Suggestion/ Recommendation‘

3. Always quantify your observations

4. For samples: Always give size of population, size of samples and number of exceptions in absolute number and %.

5. Use short sentences wherever possible

6. Use bullet for each issue

7. Facts to be reported and not opinion

Elements


Strategies







Management Response alongwith Action Plan1. Response should start with word like

"Accepted" "Agreed“.2. Response should address the issues raised.3. Wherever the response indicate that corrective

action has taken place, response should include the details of corrective action, relevant voucher no & dates.

4. Wherever the response indicates that corrective / preventive action will be taken, response should include the time frame by which the same will be done.

5. Response should also indicate the preventive action put in place.

6. Response should also assign responsibility for the action.

7. Response should not contain the words like "attempt" "will attempt", etc.

Elements


Strategies







1. Margins

2. Fonts and sizes

3. Justification

4. Page Numbering

5. Line and paragraph spacing

6. Date Format

7. Number format

8. Uniform units in reports (Rs, Mn, CR, KG, Ton)

9. Small sentences

10.Spell and grammar check

11.Arithmetical accuracy

Elements


Strategies






10 rules to write effective reports

1. State the critical issue first

2. Illustrate the risk

3. Focus on the findings, not the auditor

4. Avoid jargon

5. Don't rely on the thesaurus.

6. Use concrete nouns.

7. Don't overstuff sentences

8. Simplify ideas with lists

9. Emphasize potential for improvement.

10.Avoid negative language.


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