Page 44 - Mini-Module 11

When It Is Finished

1. Accuracy
When you have finished writing the report the job is not finished. If you
are given an important document to write, never aim to complete it
just before the deadline for submission. Depending on the nature of
the report, it may take up to a few days to knock into shape. You must
show that you are meticulous about accuracy, both of the information
and in the presentation. A report which has false data lacks credibility
and so does the author. If someone demonstrates that the facts are
inaccurate in a meeting, your report will at least lose its impact and
may even be discarded.
Spelling mistakes and typographical errors may not be quite so serious
but they can be distracting for the reader, and may call your
professionalism into question. If you know you have a spelling
weakness (as we both do), get someone else to check the report or do
a spell check on the word processor. However, it is not good enough to
blame the computer for mistakes in an important report.

2. Discard the Unnecessary
This is now the time to cut the 'waffle'! If you have any irrelevant
information there, take it out. Ask yourself again: 'What is really
important?' You may have to be quite severe, but it is worth it in the
end when you produce a clear, highly focused document.
If you really want to put your report writing to the test, let someone
read it who is not familiar with your work, and ask them to mark those
parts which are not absolutely clear the first time she reads them. You
should not expect someone to read a sentence three times to grasp its
meaning.
If parts of the report are unclear, they have to be rewritten. This need
not take too long and sometimes the change of the odd word here and
there will do the trick. There are occasions however when you have to
accept that a whole section has to be completely rewritten.

Summary

When It Is Finished:
● Check for accuracy.
● Cut the waffle.

● Put to the test and rewrite where meaning is unclear.

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