What is a Communication Report?

A report is utilized according to its function and created according to the needs of its reader. Its contents are displayed in a way that is easily understandable to the reader. A report is not solely made up of words and calculated numbers; but also of charts, tables, and graphs that impart the information in a vivid way. Since it is designed to record and convey information to the reader, emphasis should be put on the organization of its findings. In the workplace or at school, a communication report is used to state the interpersonal communication problems that are found, their causes, and how they can be solved.

Different Types of Workplace Communication

A day in the office constitutes being involved with communication of all kinds. As a worker, you obey or follow the orders of your superiors. As you hold them in high regard, you pay attention to non-verbal cues such as reactions to statements and to determine your likeability based on how they treat you. They supervise your work and communicate to you what you can improve on in your work process. When you are outside the office, your boss might direct you to run an errand via email or text messaging to write a letter to his business partner. You want to perfect your communication skills as a worker who wants to gain self-efficiency and to succeed in your chosen career. We need to link all of our communication abilities together in order to perform effectively when we are faced with each one. Employees can form better working relationships with their co-workers when they understand the 4 types of workplace communication. 

Verbal Communication

It is important to enhance your verbal communication skills in order to achieve communication efficiency with those you come into contact with. As a boss, proper communication will help you take charge of your employees. You have to take charge of your employees in order to lead them to achieve your workplace goals. Make sure to convey your message with the right tone of voice to properly express the emotion you were going for, to avoid being misinterpreted.

Body Language

Body language or non-verbal cues are important to interpret when you want to develop successful communication in the workplace. This is how a person communicates through eye contact or the lack of it, hand gestures—a crossed arm with a hand pointing to the mouth could display careful thought, and arms raised and crossed with hands at the back of the head could signal confidence. You also have to be aware of your own body language and if it signals discomfort in your listener. Display openness through non-defensive body language such as facing the people you are talking to, listening to what they are saying to be able to give them the appropriate response, and also communicating with your hands to animate and give life to your communication.

Phone Calls and Messaging

Digital communication is an easy way to communicate with other people who are not in your vicinity or even your boss who is out of town. Businesses hold importance in digital communication nowadays due to its portability and accessibility. Due to the in-demand workforce productivity hours in our present society, you will need to constantly watch over or man your digital or mobile device at all times. A phone or a laptop are handy tools to have in order to accomplish work tasks wherever you are.

Written Communication

As we’ve adopted written skills since our earlier years in school, we take them with us when we become working professionals. Writing is an especially important skill to have in the workplace as there will barely be any free-hand writing in the vicinity; but formal, technical, and various professional written communication depending on the function.

Different Types of Communication Reports

When you want to properly identify a report, you only need to ask—what was this made for? There are several reports due to a multitude of reasons people record happenings. They vary by function or what the report is for. It is important to properly address your audience as these are mostly the people the report is about or the people involved in the situation indicated in the report. 

The Characteristics of a Well-Written Report

A Communication Report is effective when it is tailored according to its suitable audience. Since reports are accumulated pieces of information that are analyzed and documented for a particular purpose, they will be received by the audience it is intended for. It’s important to make the report as valuable to the reader as much as you put value into conducting the report’s findings.

1.) A well-defined objective

Readers want to find out how you got from x and y to z. You will want to choose the simplest terms in order to let the readers understand the heart of what you did. Explain the reality of what happened.

2.) Provides specific information to the reader

Always consider the recipient of the message. Make sure to make use of language understandable to the readers.

3.) Information is found quickly in specific sections

It is clear and specific on the information it has recorded. Information is also arranged in order according to a specific section. 

4.) Sections are clearly organized & defined according to function

5.) Utilization of visuals & graphics such as tables, graphs, charts

6.) Includes primary research – experiment, survey

7.) Often has recommendations and appendices

8.)Impartial and fact-based

9.) Unbiased and objective

FAQs

How long is a report?

The sizes of reports vary depending on their function. And its function is also its purpose; what it was made for. Always make sure of its function in order to determine what content is needed and what to omit. Its length will also be determined according to factors such as the lack or extensive use of visual aids such as the tables, graphs, and charts. The reader should still properly understand the contents of your report, no matter the length.

How To Write a Communication Report

1.) Recognizing and defining a problem

The first step is introducing what the problem is. How significant is it? A report holds all the necessary information regarding a situation needing immediate attention. It is a document wherein a problem is identified in detail and with depth, and the process of resolving it is depicted to report to associated parties. Once a problem arises in an organization or a workplace, a step-by-step process of problem-solving is adopted. But then—the first step to fixing a problem or situation is through proper identification of the problem. It can arise around you or through performing observation; the first step in the Scientific Method. After obtaining the problem, you can organize your findings by remembering the 5 W’s. What, why, when, where, and who. This defines your problem by creating an initial understanding of it once those questions are answered. The next steps of the process are committed to answering those questions.

2.) Defining the purpose and scope of the study

What is the purpose of resolving the problem? If it’s Communication problems between employees and their seniors at work, its purpose is to promote better camaraderie and work relationships to initiate more workforce efficiency. The problem’s scope-or all the relevant factors for it must be laid out.

3.) Developing a hypothesis

Or a preliminary guess that causes a situation. Before resolving a situation, you need to formulate a set of reasons as to why x+y=z. A hypothesis is a tentative or rough statement that can be the solution to a situation. Communication blocks could be due to digital inefficiency, no face-to-face interactions, or simply lack time. With each of the factors of the situation laid out, you might get a better chance of delving deeper to get to the root cause and ensure workplace efficiency. It could be possible that there are interpersonal communication problems around the workplace due to a lack of satisfaction that leads to a high level of stress-felt by everyone-but they were unaware of it at the time. This allows seniors or project managers to resolve the issue systematically and not just tackling a singular part of the problem. Businesses use an organizational tool called a PICK Chart to help resolve issues.

4.) Define terms clearly for the reader

A report that is skillfully made is able to depict a broad situation with clarity. You write a document in order to share it with the parties associated, not just for fixing an issue and putting it in writing for safekeeping. Several people of importance deem it necessary to get a copy of your report depending on its function. As a consultant, you may want to define the terms in such a way that will be perfectly understandable to your client—what background knowledge do they have? The reader must be given clear terms in order to understand your report. Consider factors such as their position, background, and relation to the situation that was resolved. Ask yourself how you can accomplish the report that bridges an understanding between you and your client.

5.) Data collection

After the problem is identified, you can now get more details about it from credible sources. Two types of data can be obtained: Primary and Secondary data. Primary data is obtained from first-hand sources through observation, research, experimenting, and surveying. This answers the Who? question of your problem identification. Which of the employees are experiencing communication blocks? You can inquire extra data from them and do compare and contrast. Secondary data is collected by doing library research. In order to go ahead with the process of resolving the problem, you want to maintain a solid foundation and not dwell on unreliable information, progressing on doing research to collect accurate data.

6.) Data Analysis

After collecting the primary and secondary data, you are now able to piece the information together and find the solution to the identified problem. Evaluate the data to derive a conclusion.

Improving your communication skills goes a long way in terms of your professional life wherein you will have to use reports according to their various functions. Reports are specially created for a purpose, which makes proper know-how on its different functions and uses an important skill to specialize in. It is made by various groups across all industries to serve the needs of various people, whether business owners, Scientists or ordinary citizens.