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The following is a brief article on some simple methods that can be used when writing business reports for a diverse audience.  ITS runs a range of corporate support and business English courses to help executives improve both there written and oral communication skills.  Please visit our website to learn more or read more articles by ITS Tutorial School’s staff.

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Analysing the needs of your reader is a primary step in planning an effective piece of writing. When you write to multiple readers who have a similar knowledge of and interest in the subject, you can write to one representative person in the audience. But when the intended readers have different needs, interests or roles, your job is not so simple. How can you effectively reach a diverse audience?

Begin by identifying the primary readers and the secondary readers. Primary readers are those who have the greatest ‘need to know’. They are the ones who will generally have to act, or reach some decision, after reading your report; thus, they are the ones you should cater to. Secondary readers are those who, while interested, do not need the same level of detail. They are generally reading to become informed, not to act. Resist the urge to cater to the secondary audience, even if they are of higher rank.

The following devices will help both sets of readers:

Covering memos

Write different covering memos to each audience. Primary readers will need little information in this memo, though you can use it to point them to sections of special interest to them. Secondary readers will appreciate all the guidance you can give them. Provide them with additional background or with supplementary information. Steer them towards sections of particular interest and away from sections that are too detailed or technical. Make them feel comfortable with the subject. If necessary, use this memo to deal with politically sensitive matters as well.

Summaries

Start with a summary of the whole report. If the report is long, also include internal summaries, either at the beginning or at the end of each section, so that both sets of readers will stay on track. Even if you must lapse into technical language elsewhere, keep the language in these summaries easy to understand. Secondary readers may

Headings

Since not everybody will want to read everything, use lots of headings and subheadings. These will enable readers to find relevant information and skip over irrelevant information.

Marginal notations

Unless a document is highly formal, individualise it by adding comments directed at particular individuals in the margins. Use coloured ink, Post-it notes, stars, or other symbols that will help readers.

Appendices

If you are including information of interest only to specialists, put it at the end of the report. The general reader will appreciate not having to wade through it, and the specialist will appreciate having it all together in one place.

Finally, realise that sometimes in trying to please everyone with one report, you  may please no one. If the needs of the audiences are so diverse that even the preceding suggestions will not help, write separate reports.