Do you know how to create an internal communication report? After developing a solid corporate communication plan and putting a lot of work into implementing it, it is time to put together a results presentation. If you have any doubts about this task, take advantage of the tips we have put together on how to create a top-tier communication report.
In this post, we will help you deliver a great results presentation in a professional and highly productive manner. To make things easier, we have broken everything down into topics. Check them out below!
How to make a quality internal communication report.
Set well-defined goals
Before you start creating charts, building presentations, and adjusting tables, the first thing to do is define the report’s goals. With a clear objective, you will have a better idea of how to create an internal communication report. Objectives may include, for example, evaluating endomarketing results. In addition to making the creation process easier, the report will be much closer to the desired outcome.
Note down in a highly visible place the purposes of creating this report. This way, you will always have a guiding train of thought.
Use reliable data
Now that you know where you want to go with your report, it is time to gather and compile the data to be presented. In this task, pay close attention to using only consistent information.
Prioritize data that has a good sample size and is up to date. Avoid including information whose origin you are not certain of.
When working on a report regarding your internal communication, always remember to seek out consistent information, since part of this work ultimately involves a subjective evaluation. Some people might feel uncomfortable with that.
Cross-reference information properly
Comparisons, data grouping, and inferences are great ways to present and analyze data. This adds significant value, but it must be done with care.
If you are going to present the results of internal campaigns, for example, to draw a parallel regarding the effectiveness of each one, be careful to use appropriate comparison metrics.
In this case, you can consider investment values, duration, and the return obtained. However, if the technological solutions involved, the timeframe, and the headcount are very different from one another, it is worth thinking carefully about whether such a comparison makes sense. Another important observation is not to mix absolute numbers with percentage values.
Highlight goal achievement
One of the main reasons for making a report is precisely to inform how a certain situation, problem, project, or action plan is progressing. Therefore, it is very important that you set aside a specific space to present the results in relation to the previously established goals.
Make it very clear what the goal was and how much of it was met—whether it was partially achieved, fully achieved, or even exceeded. Make sure that the indicators used to demonstrate these results are aligned with your objectives.
Strive for objectivity and clarity
Reports are objective corporate documents and do not require excessive extra information. The best approach is to provide a brief contextualization of the topic at the beginning and jump straight into the findings.
Avoid overly long sentences and the inclusion of low-relevance information. Keep everything organized so that it can be consulted by subject or topic. This will make understanding much easier and faster.
Also, remember to choose easy-to-understand titles. They will help when interpreting the information that follows.
Choose your layout wisely
Organizing information graphically is half the battle when trying to ensure a clear understanding of the presented data. It is no wonder infographics have become so popular.
Therefore, aim for a cleaner layout that favors comprehension. Just as your report does not need to look overly simplistic, you should also avoid exaggerating with colors, effects, shadows, textures, and animations. Balance images, charts, tables, and text so that everything flows together smoothly.
As for the fonts to be used, beware of overly eccentric options. They may not render well on some computers and can hinder readability.
Present the conclusions
A report aims to provide relevant information on a specific subject. Based on this information, certain decisions and actions can be taken.
Without making any presumptions, but relying on the insights brought to light by your report, you may be able to identify useful conclusions, such as the most suitable way within your company to engage employees.
When presenting these conclusions, make sure you are truly adding value to all your hard work: also present an action plan as a suggestion to resolve communication flaws and noise and to leverage opportunities.
The market highly values professionals who can maintain a critical perspective on the situations presented to them. Therefore, reflecting on the context at hand and turning it into input for improvements is a great idea.
Perform a thorough analysis of the information you have and pay close attention to your action plan suggestion. It needs to be realistic and well-founded.
Review your report
Even if you are in a rush, presenting the results of any work deserves a little extra attention, as it reflects all your prior effort.
Once you finish your material, go through each section to check if it is easy to understand, using the most friendly and efficient layout to show your audience exactly what you are focusing on. Also check if the language is appropriate, if terms that might cause confusion are well-explained, and if the order of data presentation is logical.
After everything is finalized, it is time to present the information. Do so with confidence and note down any improvements and innovations you find valid for the next presentation. Also, be sure to pay attention to any feedback that may arise.
Now that you know how to create an internal communication report following a professional standard, tell us what you thought of the experience. If you know any other tips to impress when showing your results or have an experience to share with us, leave it in the comments! Continue following our posts on the blog.
