TOPIC 10 - Consultancy Reports

DBM 633
ENTREPRENEURSHIP AND
BUSINESS CONSULTANCY
Topic 10: Consultancy
Reports
By Lecturer: Lillian Bertha Chimungeni

TOPIC 10: Consultancy Reports
In most consulting work, written communication complements oral
communication, but in some cases the written report will become the main
or the only communication channel. In addition to summarizing and
conveying information and stimulating the client to act, reports to clients
have other important functions.
An excellent consulting report meets three basic criteria:
 First, it is reader-friendly. Its structure, style, terminology, arguments

used and any other features are selected with regard to the client’s
background, needs and preferences. The basic question is: “What sort
of report will render the best service to the client and will be easily
read and understood by the client?” and not: “What sort of report do
we like to produce in our firm?” Obviously, in many cases the client will
have no particular preference and will leave the choice to the
consultant. Yet the question must be asked, and discussing it directly
with the client may be helpful.
 Second, the report should be easy for the consultant to write. Ease
of writing leads to ease of reading. In addition, it saves time and
money for the client, who is going to pay for the time spent by the
consultant on writing, and use his or her own time studying the report.
In an extreme case, a poorly drafted report may put off the client and
achieve the opposite of what was intended.
 Third, and most importantly, the aim of every report is to convey a
particular message. This message (or purpose) needs to be clarified
before the report is drafted. This course of action will help the
consultant to structure the report, choose a convenient style, and
organize facts and information in support of the message to the client.
10.1: Structuring the report

A table of contents is essential (except in very short reports); it is
regrettable that many reports do not have one. The best place for the table
of contents is at the very beginning of the report, i.e. preceding any
introduction, preface, or summary. In some countries (e.g. France) it has
been customary to give a table of contents at the very end.
The whole report should he carefully planned. It will contain certain main
ideas and topics, some of which will have subdivisions. It may help to start
by producing an outline listing the main points and ideas.
2
Marshalling the body of a report into a logical structure is aided by having a
formal system of numbers and/or letters for main headings, subheadings
and so on. The wording after each number may be printed in a different
style. A decimal system may be used, as in the example on the left, or
numbers and letters, as in the example on the right:
The advantage of such a scheme is that it makes the writer think about
priorities and helps him or her determine which topics are genuine
subdivisions of others. It promotes the orderly organization of the structure
and points the way to economy of layout and avoidance of repetition.
For example, a report covering three subject areas, Buying, Stores and
Production, deals with three statements about them: Findings,
Conclusions and Recommendations. Which of the three layouts below
may be the best?
3
For any particular report one of these may prove easiest, but if “Findings”
tell the client nothing new, there is no point in belabouring them.
“Conclusions” usually lead straight into “Recommendations”. It could even
be that the whole report can be written as for section 4 in the third column,
the recommendations themselves being written so as to make the findings
and conclusions quite clear. A consulting report is not a research paper, but
carries a practical message that should stimulate and orient action.
Everything depends on priorities, weights, balance and purposes; a scheme
of marshalling helps to sort these out.
Appendices are useful for taking out of the body of a report detailed
descriptions, listings, tables, charts, diagrams, etc. that would break up the
continuity of reading and would be difficult to fit in. The body of the report is
essentially for reading and quick examination of summary data. Appendices
can include items which, though they make a contribution, require more
lengthy examination. It does not help to make a case if the reader is
suddenly confronted with several pages of closely tabulated figures. Small
tables or diagrams, however, are not disturbing. They break the text
monotony, convey selected or summarized information, and should be
maintained in the main text.
Acknowledgements have to be made, especially in final assignment
reports. This will require tact. If names are mentioned there must be no
omissions: every genuine helper likes to see his or her name on the list. At
the same time, to include someone who has been more of a hindrance than
a help – and knows it – may cause mixed feelings all round. If the list would
be too long, it is better to leave it out and settle for general thanks and the
remark that “it would be an impossible task to mention everyone who …”.
Recap Your Knowledge
1. Explain briefly components of a consultancy report
Click on the video below on how to write a consultancy report…
https://www.youtube.com/watch?v=V8uF1EoIneE
4
THE END: THANK
YOU
5

TOPIC 10 - Consultancy Reports

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DBM 633

By Lecturer: Lillian Bertha Chimungeni

 First, it is reader-friendly. Its structure, style, terminology, arguments

10.1: Structuring the report

Recap Your Knowledge

1. Explain briefly components of a consultancy report

Click on the video below on how to write a consultancy report…

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