58. Reports | How to write reports, from the basics to the finished product

Writing Tricks (for Cambridge, Trinity and Aptis exams)

What is a report? Why should I care? How do I go about it? Find out in today's epidode

SAMPLE REPORT TASK:

The international organization where you work has a sum of money available for making improvement to the work environment in your office to make it more productive. You have been asked to write a report for your manager in with you

• Outline the problems with your work environment
• Summarize the improvement you and your colleagues suggested
• Recommend two changes.

Write your report.

SAMPLE REPORT ANSWER:

REPORT ON WORKPLACE IMPROVEMENTS

Introduction

The aim of this report is to outline the deficiencies in our present office environment and the suggestions which have been made for improvements, and to make recommendations for two changes.

The office environment

At present, the office suffers from a number of problems. Firstly, the air-conditioning system is antiquated and therefore noisy. This causes headaches and occasionally makes it difficult to hold telephone conversations. Also, the open office plan makes it difficult for people to concentrate on the work as they are frequently distracted by conversations in other parts of the office. Finally, many of the office chairs are uncomfortable and employees who spend long hours in front of their computers often complain of back ache.

Staff suggestions

Staff were consulted and they made the following suggestions: first, the air-conditioning should be replaced by a more modern, quieter system which provides cool air in the summer and heating in the winter. It was felt that this would reduce tiredness and improve morale, which would enable staff to work more productively. To deal with distractions from conversations there were two suggestions: either dividing the office with screens round each workstation, or having separate meeting rooms for necessary work discussions. Staff also requested more ergonomic office chairs.

Recommendation

As a first measure, I would recommend replacing the air conditioning and the office chairs. These two changes will have a direct effect on productivity by reducing absence due to sick leave and enabling staff to work more efficiently and more comfortably.

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