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REPORTING (based on Adirondack, S, ‘Just About Managing’, LVSC, London, 1998)

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? Information – telling people what has happened or is going to happen Question – get information from others

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REPORTING (based on Adirondack, S, ‘Just About Managing’, LVSC, London, 1998)

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  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? • 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? • 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? • 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: • 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: • 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 • Present situation – Facts and opinions, clearly separated

  5. STRUCTURING YOUR REPORT • 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

  6. STRUCTURING YOUR REPORT • 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 • 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’

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