When you make or receive a verbal report, in addition to general rules for good communication, it would be beneficial to pay attention to the following points.
1 How to Make a Good Report
(1) On completion of any job, provide a report for the person who instructed that the work be carried out.
(2) Interim reports should be made when performing a task that will take long to complete or when there is a change in the surrounding situation. Bad news, especially, should be reported as early as possible.
(3) To make the report accurate and clear, clarify all sources of information.
(4) Use effective communication methods such as the following.
・Provide the conclusion first
・Use simple words
・Avoid misleading expressions
・Separate facts from the opinions of yourself or other people
・Make use of audio visual aids to provide a clearer explanation
2 How to Receive a Report
(1) To create an atmosphere where staff feel comfortable to report
・Make it clear in advance what the report should be about and the deadline for when it should be submitted.
・Provide enough information for them to make a proper report.
・Do not show that you are upset when you receive bad news.
・Provide an opportunity for them to report in full.
・Let them know the results if you take any action suggested in their report.
・Do not act in an authoritative manner. Show that you are willing to assist them.
(2) To be a good listener
・Listen carefully the full report without jumping to a conclusion in haste.
・Do not let your own personal lack of interest in the subject affect your judgment of the report. Be objective.
・Distinguish facts from opinions and judgments of your employees.
・Encourage staff to view their report from different angles.
・Offer words of appreciation to staff when they finish their report.