Discuss and agree the report specification with the person requesting it?

Question: Discuss and agree the report specification with the person requesting it?

One of the most important steps in writing a report is to discuss and agree the report specification with the person requesting it. This means that you need to understand the purpose, scope, audience, format, and deadline of the report before you start working on it. By doing this, you can avoid wasting time and resources on producing a report that does not meet the expectations or needs of the requester.

Here are some tips on how to discuss and agree the report specification with the person requesting it:

- Ask open-ended questions that elicit specific and relevant information, such as "What is the main objective of the report?", "Who are the intended readers of the report?", "What kind of data or evidence do you want me to include in the report?", etc.

- Listen actively and attentively to the answers, and paraphrase or summarize them to check your understanding and show your interest.

- Clarify any ambiguous or unclear terms or concepts, such as "What do you mean by 'medium' length?", "How do you define 'professional' tone?", etc.

- Confirm the details and expectations of the report, such as "So, you want me to write a blog post of about 1000 words, using a formal and objective tone, that summarizes the main findings and recommendations of our project, and deliver it by next Friday, right?"

- Negotiate any changes or adjustments that may be necessary, such as "I'm afraid I won't be able to finish the report by next Friday, as I need more time to collect and analyze the data. Can we extend the deadline to the following Monday?"

- Document the agreed report specification in writing, and share it with the person requesting it for confirmation and approval.

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