How to write Report: If you’re required to write a report after an event, and you’re wondering how to go about it; this article will point out the important areas you need to pay attention to. It is a comprehensive guide on How to write Report.
A report should be detailed but not cumbersome. It should be easy to follow and understand. Whether you’re submitting it to a client or just writing it for record purposes, you need to know the necessary points to put in there.
How to write Report
Start at the event
How to write a Report, One important thing to note is that report writing starts at the event. A mental note is not enough. You have to write down every bit of information you will need for the report such as, the number of people who attended the event, what they liked and didn’t like, how they reacted to each presentation and speaker and so on.
If the attendees filled a short survey, this will help. Video coverage would be great too. You should even review it before writing your report. Take pictures too. Don’t wait until the end of your event before you start drafting your report. If you track as much information as possible before the event, during it, and after the event, your event report will be more specific and easier to write.
Report Outlook – Style and Format
Let’s start with how your report should look. What style and format should be used in typing this report?
There are different formats available – they can be done as PDF files, PowerPoint presentations, stapled, bound and so on. The important thing is to ensure that the report has been organized and divided into a number of clear sections.
The purpose of writing the report is comparing the event results and the objectives for the event. The primary outcomes of the event have to be summarized. The report has to be tailored to the interests and needs of every audience and sponsor that have been affiliated with your event.
Key Points Summary
Event descriptions can be lengthy so you need to focus on key points that your reader or audience will be looking out for. Remember, it should revolve around the objectives of the event and the sponsors. Pick the best highlights and relevant topics.
Executive summary of the event – Introduction
First thing in your report should be an executive summary of your event. This is a short version of the full report, and it will play the introductory role in your review. Create the two reports – first should be the executive summary, which is made for people who are interested in the outcome of your event.
The other one, which is the more detailed report, is for those people who are involved in the organization of the event or are sponsoring it. If you are not sure what to focus on in the executive summary, the answer is simple – key results and objects.
This summary has to be very brief and consist only of one or two pages. The key elements which the event delivers have to be summarized there and a brief interpretation of all information has to be included.
Here, the pictures you took will play a great role. Visuals have a way of summarizing everything. It makes your report more interesting. You insert chart which illustrates statistics of the event, instead of giving the audience just a bland list of numbers. In case your event was about some new product, you can give a photo of it to the readers. The photos are a great help when it comes to presenting the event and illustrating it.
It is important to include statistical data which would be interesting and relevant to your readers. The report should not be packed only with feel-good data. One of the important statistics that you will have to include would be the number of attendees. The best data to provide would be the kind of data which has an aspect of measurement. The other important statistics could be the number of specific booth visitors and generated number of sale leads. The more data you provide, the more credibility your event gets.
You will need to provide the information that regards the participants and attendees. Also, the important aspect would be including demographics and research results among the audience.
Report the number of attendees who reacted to the campaigns of the sponsors, as well as the charity donations. Document the participation of employees and economic influence.
Quotes from actual people
You will also need to add quotes from actual people. To complete this step, you will have to gather some feedback during the event from people who participated, as well as the team members. The quotes from active participants will make your report much more credible.
Documentation of advertising exposure and social media audience
The documentation of advertising exposure and social media audience can also be helpful. For this, completing the following steps would help:
- Focus on the ads which contain the names of sponsors. It will be useful in gathering the advertising rates and circulation figures.
- Document the advertising on television, ratings, news coverage, and public service announcements.
- Document the radio, advertising and promotional values, rate card advertisements, audited reports, and other things that can be helpful.
Then, it would be good to include the statement where you list all the objectives of your event. It is significant to link the objectives with the results of the event. Your report should link the original mission of the event, and the goals that were set by its organization. Include the list where the event program would be made clear.
Also, you can discuss the important participants of the event at different points. However, you need to make these sections as brief as possible. The most time should be spent discussing and pointing out specific outcomes of your event, as well as matching them with the listed objectives. Also, when writing reports, try to presents facts the way they were or happened and not exaggerate them.
This article on How to write Report will not stop without touching this key area. Including the financial highlights in your report would be a professional move. You will need to provide a detailed budget for the event, both revenue, and expenditure.
Also, it would be good to compare the expenditures that were budgeted for the event to the actual ones that were spent. Describe all the costs in details, and include the marketing activities along with the promotional costs, sponsorship costs, and staff expenses. The senior executives and financial managers would want to know how every resource was utilized.
Proofread your report
After summarizing your report. The final step will be ti proofread it. You have to make sure that the report has proper grammar and does not include any punctuation or spelling mistakes. Be sure that all the answers are in depth. The rule of thumb is using a special technique called “show, don’t tell”. The meaning of it is providing specific examples for backing up more generalized points which you have made in your report. Keep your audience in mind.
Keep your words formal and professional. Remember that the review of an event is not supposed to be casual. This is a document, which is essential enough for people to determine whether your event was organized well or not. So, it has to be executed professionally and formally.
Hand in your report on time
It is important to complete and hand in your report on time. This should be done a few days after the event, a maximum of 30 days. If you have trouble with organization, you can set a deadline for yourself. Also, make sure your personal deadline is earlier than the company’s deadline. The audience will expect a thorough and timely report from you. Delaying it will only make people less interested.