To ask for help with this interview Q pretty please

[Quirkyme]

Evening,

I have an interview coming up, and I'm struggling with a Q that I'm going to be asked.

What are things to consider/do when writing reports for all/a range of audiences?

So I've got using simple, clear language, not using difficult terminology that may exclude those not in the field, or make it difficult for them to understand or engage with the report, when using abbreviations - explaining what they mean, and using inclusive language. Also, using diagrams/pictures to convey/illustrate points...

Is there anything else that you would suggest? I'm having trouble putting this into a way that I would answer in an interview with examples, would appreciate a bit of help, thank you

Making sure there's enough context in a report that people get the point without having to refer to other sources or data.

Making sure the data set/ Information has a point. I get so many reports with charts on there showing me random numbers but no explanation about how it feeds into the bigger picture, what I'm supposed to be learning from the information etc.

Making sure the information is all relevant to the audience

Good luck

Things I can think of off the top of my head - all of what you said plus use a glossary if there are a lot of unavoidable acronyms, avoid Latin phrases, select a clear readable font and space lines out (probably a house style), consider colours in tables (from pov of colour blind readers), use clear headings and sub headings

Ask questions to ensure understanding
Don't assume level of knowledge of audience on the subject
Clear, concise language
Bullet points
Diagrams
Not just reading off screen
Know your subject

Don’t just provide teams of information but answer the ‘so what’ question, so what does this mean to me. If there’s likely to be multiple audiences ensure that the so what addresses multiple context if relevant (plus what everyone else said)

It would help if you contextualised this by explaining what the role is, your previous experience, what kind of reports you would be writing and for which audiences.

Otherwise all responses are going to be very vague and general.

And why would you think that anyone on here can answer this question better than you can?

Accessibility. Reports can be impenetrable for people with dyslexia. How can you ensure that you have made your report as accessible as possible?

Whomever you're writing for, you need to clearly set out the aims and objectives of the report at the start, signpost to the reader what they can expect in terms if structure and probably offer an executive summary near the start too. As pp says always, always answer the "so what?" question.

How exactly you do this will depend on the audience and within that the extent to which you want to appeal to different learning styles. You may prepare a technical or narrative report for specialists and then a more concise or visual presentation for eg lay audiences.

In an interview scenario I'd use an example you're familiar with to show how you would convey the key findings/ outcomes in different ways depending on who you were communicating with.

How did you get on @Quirkyme?!

@MNBookNerd

How did you get on *@Quirkyme*?!

Evening, interview is in the next few days! Fingers crossed! It's mine!

Im always impressed as an interviewer when people not only say how they do it, but can back up with a relevant example.

@SouthSideSally

Accessibility. Reports can be impenetrable for people with dyslexia. How can you ensure that you have made your report as accessible as possible?

Yes, and graphs in particular can be made meaningless if the colour scheme is not friendly to colour blind people. Easy check - look at it in greyscale and see if there is enough contrast.

If using pictures, make sure you use alternative text descriptors. Also numbered lists read better than bullets by text reading software

Talk aboit the process. Test the repoet with a dmall group , refine based on rheir feedback. Other sourxes of feedback once live?

Don't forget the basics of good spelling, grammar etc. Know your audience ie a report for a Board or Management would be a high level overview. A report for a group "on the ground" may involve more of the nitty gritty.

You can use accessibility check tools (e.g. within Word, PowerPoint or on a webpage) to check that your report will render readable for those using screen readers or other aids. An example of this would be providing "alternative text" for an illustration as screen readers cannot "read" illustrations - only text. In terms of font choice ensure it is clear and a minimum of size 14 pt. Use a colour contrast tool to ensure the contrast of background and text colours is accessible. Describe hyperlinks rather than simply linking them to text that reads "click here".

To consider those who don't have English as a first language, those who visual impairment and images may be a problem for, those who need auditory impairments.

Consider saying you'd consult e.g RNIB and take their advice about font, headings, transcripts but mostly say you'd adhere to the accessibility law 2018 ( i think that's the date). Everyone must be able to access the same information so carefully consider for example not having text in images, paper handouts. Cater for low literacy (the hemingway app is great for this).

Whether you call it a synopsis, executive summary or opening paragraph you need to start with a clear explanation about who the report is for, what it is about and why they should read it. If there is something you are asking them to do as a result of reading it, this should be stated.

Anyone picking up the report should know from this section that it meant for them and is worth reading. If they don’t then they won’t read it.

Write for your reader.
Avoid complex sentences and difficult vocabulary.
Try not to use acronyms. They tend to be confusing.
Use short paragraphs. A huge long paragraph is discouraging for a reader who may start skimming.
Avoid long quotes also. Summarize the material if you can.

I meant auditory help, not impairments. Basically it's a huge area. The key thing is to consider how you would make everything inclusive take advise on how to do so.

Having a look at some online readability checkers might be good idea too. You can run your own text through them, and while I'm not sure I'd always agree with it, they usually tell you the formula used to calculate your 'score'.

Things like sentence lengths, numbers of syllables in words etc. that might be useful to think about as part of your answer. Here's the wikipedia article.

Layering - so foreword aimed at most senior and strategic audience, exec summary relevant for most audiences, chapters providing more detail and then technical annexes if relevant.

Use of diagrams to help explain concepts and findings. Also use of boxes to explain standalone issues / background etc.

Consider deaf awareness and visual impairements too. Ensure it’s completely accessible

@MNBookNerd

How did you get on *@Quirkyme*?!

I GOT THE ROLEEEEEEEEEEEEE! I BOSSED THE INTERVIEW HEHE.