How can you simplify technical language in performance reports?

1 Know your audience

Before you write your performance report, you need to identify who will read it and what they need to know. Different audiences may have different levels of familiarity with the technical terms, concepts, and acronyms that you use in your report. For example, a report for senior management may require more high-level summaries and less details than a report for technical staff. A report for external stakeholders may require more explanations and examples than a report for internal colleagues. Knowing your audience will help you tailor your language, tone, and format to suit their needs and expectations.

2 Use plain language

Using plain language in your performance report is a way to communicate more effectively and reduce confusion and misunderstanding. To do this, you should define any technical terms, acronyms, or abbreviations that you use and avoid using them excessively. Additionally, use simple and specific words instead of vague and abstract ones. For example, use "increase" instead of "enhance", "goal" instead of "objective", and "problem" instead of "issue". Furthermore, employ short and simple sentences that express one idea at a time. To illustrate, break up long sentences into two or more shorter ones, and use connectors like "and", "but", and "because" to show the relationship between ideas. Moreover, opt for active voice rather than passive voice since it is more direct, clear, and engaging. For instance, use "We completed the task" instead of "The task was completed by us".

3 Use visual aids

Visual aids can be used to support your text and make it more attractive and understandable. These elements include charts, graphs, tables, diagrams, images, icons, and colors. Visual aids can help you to quickly show trends, patterns, comparisons, and relationships among data. They can also effectively highlight key points, achievements, and challenges. Moreover, visual aids can break up long blocks of text and create more white space and contrast on the page. Additionally, they appeal to different learning styles and preferences of your audience. To use visual aids in your performance report, you should choose the most appropriate type of visual aid for your data and message. Label them clearly and accurately with captions or titles that explain what they show and why they are important. Align them with your text and refer to them in your text. Furthermore, use consistent and professional design and colors for your visual aids while avoiding clutter and distraction.

4 Get feedback

Feedback is a valuable way of improving your performance report and ensuring that it meets the needs and expectations of your audience. It can help you identify and correct any errors, gaps, or inconsistencies in your language, content, or format, as well as assess the clarity, accuracy, and relevance of your message. To get feedback on your performance report, you should seek it from someone who represents or knows your audience well and can provide honest and constructive comments. Ask specific questions about your performance report such as whether the language is clear and easy to understand, or if the content is relevant and complete. Review the feedback carefully and objectively, making changes accordingly such as revising unclear words or sentences, adding or deleting information that is missing or unnecessary, and adjusting visual aids that are unclear or inconsistent. By following these tips, you can simplify technical language in performance reports to make them more accessible and engaging for your audience; this will help you communicate your message more effectively and achieve your performance reporting goals.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?