… that people will actually read.
Whether you’re a seasoned report writer or a total novice, you’ll love these top tips on how to write a great annual report.
Writing annual report can be stressful for a number of reasons:
- it’s handed to someone whose main job is NOT writing
- the whole process is rushed with no time for reflection or revision
- it’s seen as a hurdle requirement – something you just have to do.
Whether you’re in charge of the whole shebang, or just your department’s section, these 3 Top Tips on writing an annual report will save you time, lower your stress levels…and maybe even save some brain cells.
Top 3 tips for writing a great annual report
I’ve written reports for more years than I care to remember, and one thing the good ones have had in common is that they all followed this process.
Tip 1: Define the purpose
When you define the purpose of your annual report, everything falls into place.
An annual report is usually a reflection of the past year, but it’s also an opportunity to look to the future. What’s happened this year may be laying the groundwork for next. But an annual report is much more than that. It’s purpose may be to:
- Achieve Business Goals by meeting regulatory requirements…and your KPIs.
- Improve team building as it ensures your team will all read and understand the organisation’s direction.
- Build trust among stakeholders and investors.
Tip 2: Plan the Process
And there is usually a long list of stakeholders. So, it’s important that you get clear on roles and responsibilities. For example:
- Who is responsible for the data, the writing, the images?
- Who is responsible for managing the process?
- Who has the final say on the design, content and style of the report?
It’s also important that you consider what needs to be included. Most annual reports will have:
- an executive summary
- a business profile
- a letter from the CEO
- an analysis of the operations
- the unvarnished financials.
While for many, the hardest part about writing an annual report is the writing, it’s sadly the case that managing the process can be just as difficult.
There will be people who forget or are late with their section and others who send you the wrong draft, or require last minute adjustments.
So, you’ll need to get clear answers to the following questions:
- When is the report expected to be publicly available? You’ll need to work backwards from that date and consider any factors, such as public holidays, that might get in the way of this deadline.
- What buffer will you allow for late submissions?
- Do you have a process and absolute deadline for amendments?
Tip 3: Write your annual report for People first
Annual reports are some of the least read ‘Very Important Documents’ out there. And that’s because they’re often written by people whose skills don’t fall into the ‘engaging writer’ category.
They may write in technical jargon or use complex language. Or they may be avid readers themselves who will read every single word, so they write thousands of words when others would write a few hundred.
Some top ways to make your annual report easier to read are:
- Create an outline of the document before you start writing or alloacte sections for others to write. Just a simple set of bullet points is often enough to guide your writing. Knowing what to include and what to lead out will make the process of writing so much easier for everyone.
- Include the human face of the data you’re writing about. Talk about the impacts of your work, rather than just the data.
- Make it easy to navigate with clear headings and bullet points that lead the reader down the page.
- Use images such as diagrams or infographics to summarise or explain complex ideas.
- Give your readers’ eyes a rest by using clear fonts and including lots of white space on each page. Or buy a ready-made template that sets this all out for you.
- Use high quality photos rather than happy snaps.
- Keep the language as jargon-free as possible. And if you must use technical terms, explain them the first time they’re used in the document.
Don’t have time to write a great annual report?
If you’re stuck – reach out. Words are my happy place. I can either help you streamline your processes while you wrangle your report into shape…or I can take it off your hands completely. Imagine how great it would feel to be able to get back to your real job without having to get this report together!
Key Takeaways
- Determine the purpose of the report and remember to shine a light on what this year’s results make possible in the future.
- Plan the content and process and get clear on who has the final say and how you’ll handle delays to the timeline.
- Write for people. Keep the language as clear as possible, include images, and use design elements that guide your reader through the document. After all, they’re the ones you’re writing it for.
- Ask for help early in the process so you can save time…and a few brain cells.
Gosh! You’ve read to the end. Go you!
Reach out
If you’re finding this a little overwhelming, don’t despair. You don’t need to have it all figured out. Reach out or book an obligation-free call and we can start work on how to tie all your content together…and reach the right customers.
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