Writing reports as time-honored year-end activity as sipping egg nog lattes. Here's a strategy we use to make writing those missives easier and faster: The Position-Rationale-Proof Strategy©.

The Word Factory's Position-Rationale-Proof Strategy

The PRP helps us think through our ideas in the context of what we want to say and what our audience might need/want to hear.

How to Write a Better Year-End Report

Using the PRP is easy. I often sketch the table out on a whiteboard or piece of paper and complete the organizer by hand. This slows down my brain just enough to think a little more carefully about what I want to include.

After completing the top portion, I work across from the POSITION to the rationale. For each reason "why", I add examples or evidence to strengthen each point, often referring to the GOALS to make sure I'm serving the stated purpose.

Download step-by-step instructions.

At this point, you could hand the organizer off to someone for review or comment. This often helps us hone the details and verify that our logic makes sense.

To draft, just work across the organizer from rationale to proof, repeating until you've worked through all the points. Boom! A fast draft ready for revision.

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