[MUSIC PLAYING] NARRATOR: Let's explore how to write short reports and proposals, which are among the most important and frequent types of business communications you'll produce. Short and formal reports give up-to-date information and help an organization run smoothly. Short reports are critical to day-to-day operations and are designed primarily for an audience of busy decision makers. 

The following seven guidelines will help you write any kind of short report successfully. One, anticipate how and why your audience will use your report. Knowing who will read your report and why is critical to your success as a writer. Consider how much your audience knows about your project and what types of information they'll need most. Meeting their needs should be one of your major goals. 

Number two, do the research. An effective short report needs the same careful attention to research as all other business communication. Your research might be as simple as instant messaging, emailing, or leaving a voicemail to talk to an expert. Or you might have to test or inspect a product or service or assess relative merits of a group or competing product or services. No matter what your research is, do it carefully, and reflect it well in your short report. 

Three, be objective and ethical. Your readers will expect that you report the facts objectively and impartially. Your reports should be truthful, accurate, and complete. Here are some guidelines to follow. Avoid guesswork. Do not substitute impressions or unsupported personal opinions for careful research. Be ethical. Don't be biased, skewed, or use incomplete data. Provide a balanced, straightforward, and honest account through your short report. 

Finally, make sure your report is relevant, accurate, and reliable. Double check your details against other sources. And make sure you have sufficient information to reach your conclusions and provide recommendations. 

Four, organize carefully. Organize in SHORT REPORT effectively means that you include the right amount of information in the most appropriate places for your audience. Make sure your report is easy to follow. Many times, a simple chronological or sequential organization will be acceptable to your readers. Your headings will show readers how your content is organized in your short report. 

Five, write clearly and concisely. Writing clearly and concisely is essential in all business writing. Ask your boss or experienced coworkers about appropriate style for your company as you look at previous similar reports to get a sense of your company's style and tone. 

Six, create a reader-centered design. The appearance of your report will influence how readers will respond to you. Here are some useful guidelines. Help readers locate and digest information quickly. Make your report look professional, readable, and easy to follow. Be consistent in your design and format. Include only most essential visuals. And place visuals in the most appropriate place in your report. 

Number seven and finally, choose the most appropriate format. Depending on your audience, you can send a short report as an email, memo, letter, or standalone report document with a cover page and contents. For routine reports your boss or others want inside a company, you'll likely use the memo format. 

Now let's take a look at short reports in review. To prepare successful short reports, keep in mind the rules of short report writing discussed in this presentation. Always take into account your reader's needs and expectations at every stage of your writing. Document carefully what you're writing about. 

Take accurate and complete notes. Write objectively and ethically. Present completed data clearly and concisely. Provide background and context only when necessary. And include specific recommendations that were called for based upon the facts. Remembering these basic rules will earn you praise and possibly promotions through your business writing.