Tips for Preparing and Delivering Reports in the Workplace

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Hello communication leaders!

This is the fifth blog post in a series we are doing on how to communicate more effectively in business settings.  

Check out our previous posts in this series here:
1. Tips for Communicating with Executives and Supervisors

2.Tips for Communicating with Colleagues and Employees

3. Tips for Communicating with Clients, Customers, and Funding Sources

 4. Tips for Writing and Delivering a Briefing in the Workplace

In this post, we are going to focus on how to effectively prepare and deliver reports at work.   

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What is a Report?

report is a moderately to very detailed presentation on the progress or status of a task.
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There are numerous types of reports. The line between a briefing (discussed in the last blog post) and short oral report is fuzzy, but in general a report is a more substantial presentation on the progress or status of a task.  

Reports Can Focus on the Past, Present, or Future.

Reports on past events may result from some type of investigation. For example, a company may be interested in finding the cause of a 15 percent decline in revenue for a branch office. Investigative reports are also focused on past events and may include a follow-up on a customer or employee complaint.  

Reports on the present are usually status or progress reports. Various departments or teams that make up an organization, or committees that make up a governing board, are likely to give status reports. Status reports may focus on a specific project or task or simply report on the regular functioning of a group. 

Components of a Status Report 

1. State the group or committee’s task or purpose. 
2. Describe the current status, including work done by the group and/or individuals and the methods used. 
3. Report on obstacles encountered and efforts to overcome them 
4. Describe the next goal or milestone of the group and offer concrete action steps and a timeline for achieving the goal.  
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Final reports are presented at the conclusion of a task and are similar to a progress report but include a discussion and analysis of the results of an effort. While some progress reports are delivered verbally, with no written component, a final report almost always has an associated written document. The written final report usually contains much more detail than is included in the oral final report, and this detail is referenced for audience members to consult if they desire more information. 
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A common future-focused report is the feasibility report, which explores potential actions or steps and then makes recommendations for future action based on methodical evaluation. The purpose of these reports is basically to determine if an action or step is a good idea for an organization. 
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Components of a Feasibility Report

1. Introduction to a problem or situation and its potential consequences 
2. Overview of the standards used for evaluating potential courses of action 
3. Overview of process used to identify and evaluate courses of action 
4. Details of potential courses of action 
5. Evaluation of the potential courses of action 
6. Recommendation of best course of action 

We offer custom one-on-one coaching to help you deliver winning presentations at work! Learn more about our one-on-one coaching here:

Let Us Know What You Think

We hope these tips help you in your day-to-day communication in business and professional settings. Let us know your thoughts! Connect with us via email ( or post a reply on social media.  

If you want to learn more about communicating and leading for success, check out our course HERE.

If you would like custom content or training/consulting for your team, let us know and we’ll be happy to help! Learn more about our consulting services here: 

And, stay tuned for more blogs in this series that focus on how to communicate more effectively in business settings. 

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