By Dana P Skopal, PhD

Many workplace writers can present lengthy descriptive texts and think that they have provided a suitable document for their manager. However, the key is to convince the reader with clear evidence and analysis – not lengthy descriptions. As writers and readers, what do we understand by this term ‘analysis’?

Many may associate analysis with data, but analysis can also be a process of working through complex detailed information to find a possible solution. An analytical approach may also be a method to research and explain a range of options. A writer may be explaining the options with the details they discovered, but a reader wants to know why these options are important and relevant to the issue at hand. A reader may also want to know about the associated risks.

For any text, you need to know your content before you can write. Make notes on the evidence or data that you can use to support your argument or proposal. If you have significant amounts of data, create summary tables or attach key sections in an appendix.

If you are uncertain about which way to analyse the information, make a list of the positives and negatives. If your mind is muddled, then your writing will not make sense. Often a writer knows in their mind why they select certain evidence, but a reader needs to know why that evidence is important and how does that reasoning or finding impact on the issued being addressed.

To get to your analysis, you often need to go through a great deal of descriptive information. However, present your analysis clearly – even as tables or flow charts – and ensure you state why this finding or data is important. Ask yourself these questions:

• What is the most significant information?
• Why is this data or finding important?
• How will this finding impact those concerned?

Aim to map your answers onto one page, as that can form a good base for writing up your analysis.

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