ANNUAL reports are one of those things that companies often dread.
ANNUAL reports are one of those things that companies often dread.
Yet they are the ideal opportunity to shout about all of the fantastic successes and developments that your company has achieved throughout the year.
An annual report should be a celebration not a millstone. So, what can companies do to stay on the celebratory track with their annual reports?
There are three key steps to get your company annual report started along the right track:
• Start early. Never underestimate how long it will take for staff members to get back to you on key details.
This is not because they are not interested, or they feel it is not important. It is simply because they are working hard to create further successes that you will want to report on the following year.
Therefore, give them plenty of time but don’t be afraid to gently remind them you need their contribution in order to highlight their successes.
• Plan every page. Put in the essential information first. Then decide which areas you will highlight this year. The hardest thing once the project gets started is knowing what to leave out, so make sure you have an agreed plan right from the start and stick to it.
What should you do about those areas that you have to miss out? Perhaps you could include them on your website or in your company newsletter.
• Give specific deadlines. Deadlines are important for a project of this size, because without them it can drag on too long.
Most people are happy to work to comply with deadlines provided those deadlines are realistic and they understand exactly what is needed and why.
Remember, this is your celebration piece. Present it to staff in this way. Explain that departmental or individual successes can only be reflected accurately if the information deadlines you have set are met. Work with your colleagues to help them give you what you need.
Once you have gathered all of the information, you then simply have to put it all together into one cohesive, celebratory piece of writing.
Now it’s time to set yourself deadlines. Work on this section by section, meeting your own deadlines and the project will slowly shrink towards completion. Strive for interest, passion and, above all, the human element of your company.
Finding the human side is not difficult, but it does take an investment of time and effort. Speak to the individuals involved in the stories about which you are reporting.
Listen to the way they talk about them, listen to their excitement and their passion and reflect this within your report.
These are the things that will bring your story to life. An annual report is a story after all, albeit a more formal one.
Finally, whether your report is written by one person or several departmental heads, it should have one company voice and continuity of style and content throughout.
The best way to ensure this is to designate one person to do a final proofread of the entire report. This is usually best done by someone who is fresh to the project, but who is equipped with a checklist of things to look for beyond the usual spelling and grammar points.
The three main areas where annual reports often fall down on continuity are:
• Acronyms: define all acronyms from the first use within the report, after that you can use the acronym.
• Names: will people be referred to by their first and last name or by last name only? Either way is fine, provided there is one method used throughout.
• Data and figures: double check all figures are the same for all areas. If one person reports that 12 staff completed first-aid training, for example, and another person reports only six, this will cause confusion – decide which figure you are going to use and stick to it.
But, above all, remember that your annual report is your chance to shine. Make the most of it and enjoy the process.
