10 Best Practices to Create Reports for Non-Technical Users
Creating reports for all users means focusing on clarity, simplicity, and relevance. Here are 10 best practices to help you design reports that are both engaging and easy to interpret.
1. Understand your audience
Before you start designing your report, identify the needs and experience levels of your audience. Some users may not be well-versed in complex analytics or specialized terminology. Focus on the information that matters most to them and how they typically use data to guide decisions. This approach will help ensure your report is both relevant and impactful.
2. Simplify the data structure
- Use familiar terms: Replace technical jargon with everyday language that resonates with your audience. Simplify complex concepts to ensure clarity and accessibility for nontechnical readers.
- Organize logically: Group related data together and structure the report with a natural, intuitive flow. Include executive summaries or introductions to provide a roadmap, outlining the report’s content and purpose.
3. Use clear and intuitive visuals
- Charts and graphs: Select simple, familiar visuals like bar charts, line graphs, pie charts, or tables to convey data clearly. These formats allow users to grasp trends and relationships quicker.
- Conditional formatting: Apply color coding or visual cues to highlight key metrics or data points.
4. Keep it simple and clean
- White space: Incorporate ample white space around text and visuals to create a clean, uncluttered layout. This approach enhances readability and helps users focus on key information.
- Limit data points: Include only the most relevant data to avoid overwhelming your audience. Presenting too much information can dilute the report’s message and obscure important points.
5. Use descriptive titles and labels
- Clear titles: Assign simple, descriptive titles to each section and chart that clearly explain what the data represents. This helps readers understand the report’s purpose.
- Axis labels and legends: Ensure chart axes are clearly labeled, and legends are easy to understand, matching their corresponding elements. Clear labeling eliminates ambiguity and improves comprehension.
6. Provide context and explanations
- Annotations: Use text boxes to annotate and explain data, particularly for anomalies or complex information. These notes provide clarity and guide users through the data’s story.
- Glossary: Include a glossary section if necessary to define unfamiliar terms, so the report is accessible to a broader audience.
7. Limit the number of charts per page
- Spread out visuals: Avoid overcrowding pages with too many charts, which can overwhelm readers and obscure key data. Distribute visuals across multiple pages or sections for a clear, digestible layout.
- Focused metrics: Prioritize key visuals on each page to maintain focus and ensure the audience can easily process the most important data points.
8. Make it accessible
- Font size and type: Choose readable font sizes and styles compatible with all devices.
- Color contrast: Use strong color contrasts and colorblind-friendly palettes for visualizations to enhance readability and accessibility.
9. Offer clear, actionable next steps
- Practical recommendations: After presenting insights, provide actionable suggestions, such as “Review recent campaigns” or “Schedule a follow-up meeting,” to guide the audience on what to do next.
- Build confidence: Simple, clear recommendations empower readers with direction and confidence, making the report more actionable and impactful.
10. Get feedback from real users before finalizing
- Review with nontechnical users: Before finalizing, share the report with nontechnical team members to gather feedback on clarity and usability. Their insights can highlight areas needing improvement.
- Iterate based on feedback: Refine the report’s design and content based on user feedback. Continuous iteration ensures the final report meets the audience’s needs and expectations.
Empower every user with reports
Creating reports that any user can understand doesn’t have to be difficult. By applying these best practices, you can deliver clear data visuals that empower your entire company.
Try Bold Reports® today by signing up for a 30-day free trial and start building user-friendly, impactful reports that everyone can use, no technical skills needed!