It is useful to apply this kowlege at a early stage a, togetherwith the target auiece, etermie what they wat a why; ori other wors:
What woul you like to achieve with the report?
What exactly woul you like to see i the report?
How ofte woul your target auiece like to receive a report?
How woul the target auiece like the report to be elivere?Askig these questios a braistormig with the targetauiece improves the quality of the report. Above all, you ca usethis iformatio to keep the report as short as possible. As a ruleof thumb, the loger the report, the less people will rea of it.
Asking critical questions will enable you to ne-tune the
operatioal process. Whe creatig a report, you must etermiewhich iformatio ees to be recore beforeha. Is thisiformatio alreay beig recore, or o you ee to ajustworkig proceures i orer for this to happe? By remaiigcritical regarig how your orgaizatio will use the report awhy, you will prevet eeless registratio for the purpose of the report. This saves ot oly time, but you will avoi wastiguecessary effort recorig irrelevat activities.
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The report shoul be geerate by someoe who is familiar with
the application’s setup, as well as the underlying processes and
proceures. The applicatio will geerate exactly the iformatiorequeste. The trick is kowig exactly what to ask to esure thatthe results provie a accurate epictio of the situatio.There are a umber of tips for geeratig a report: keep thereasos for the report i mi, thik ahea, make choices a keepit simple. Whe you tick all the optios for a report i TOPesk, you will get a ureaable report that o oe ca use. I orer to
maintain an overview, you must limit the number of elds. Instead
of bulig all iformatio together i a sigle report, it ca bemore useful to eliver several (short) reports. Give this carefulcosieratio a prouce reports sparigly. Here too you shoulbe careful ot to overo it.
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The report is geerate a all results have bee eatly isplayei umbers a charts, but the task of the perso who createthe report is ot over. This perso kows how the report hasbee compile, a therefore how to rea the results. Use thiskowlege to help the target auiece iterpret the report.Whe iterpretig the report, the results are examie with theobjective i mi. A report without ay iterpretatio oes otsay much at all. For example, a trasportatio compay maeagreemets about the maximum umber of elays per year i
order to keep customers satised. A report demonstrated that
the compay kept to its agreemets; however, most elaysoccurre urig rush hour. As a result, a relatively large proportioof customers experiece elays. The report i ot represet
customer satisfaction, and therefore did not (entirely) full
its purpose.It is also importat to aalyse ot oly the curret results, butpast results alogsie them. The trasportatio compay from theprevious example may have met their SLA, but if it traspires that
90% of services were on time this month, while the gure was
95% last moth, the thigs are still ot ruig optimally. It isimportat to compare results to etermie whether your servicesare improvig, a thus whether your har work has ha theesire results.
If everythig has goe accorig to pla, you will have maeagreemets i step 2 o the format of the report a to whatextet the iterpretatio is expecte from the perso who createthe report. You ca iclue a umber of topics i the report,epeig o the agreemets a target auiece. Below are aumber of examples that have prove useful i practice.
CREATING A GOOD REPORTBEGINS WITH DETERMININGYOUR GOAL ANDTARGET AUDIENCE