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How to Create Simple Yet Accurate Business Reports and Records

In any business, there is endless paperwork involved. It would be a lot easier to get through it all if it were simple, concise, and to-the-point. If you’re wondering how to go about doing that, this list would help. 

Make the purpose clear

Write your title such that it stands out clearly and can be read easily. 

A short description consisting of a few sentences would be good. This description would tell readers what the report is about and what’s in it for them. Talk about how the information in the report can be utilised for their benefit as well. 

If you have a tag line – which would be a plus point – draw attention to it by using colour, font, or other available visual tools. 

Easy navigation is key for quick understanding 

Visual guides used right would help greatly in allowing readers to pick up the main points of the report. Text, graphics and images act as distinct navigation signals. These would make identifying the key points in the report easier for the readers and help them be efficient by allowing them to zero in on what’s most important to them. 

Headings and subheadings are must-haves in reports. They should be easily attention-grabbing, and should act as markers for clear differentiation between different sections of the report. Having adequate spacing around them would also be easier on the eyes. 

Stick to a format. If your first bold heading indicates one distinct section of a report, make sure your following headings are synonymous with defining each of the other sections as well. 

This uniformity would give a logical, simple structure to the report that makes it easy to peruse. 

Consistency is key, and it applies to not just headings, but other visual elements used in the report as well. Font size, colour, bullet points, etc. 

Ensure that your page numbers, footers and references are in the same place on every page throughout your report. 

Visuals, visuals, visuals 

When I say visuals, they don’t have to be bright and loud and all over your report. Colour is definitely a key factor here but your photos, charts, graphs, and any other nuggets of design would heighten the interest aspect of your work. 

It is important that these are clear, well-spaced, and add value to your content. Doing so would go a long way in helping the audience understand what they’re looking at better. 

Not only are valid visuals a great way to increase your report’s appeal, they also help in reinforcing your message and purpose. For instance, an image of a prototype being tested would add value to a report about that prototype. 


When it comes to maintaining an excellent record-keeping system, there’s a whole other set of factors that come into play. I can’t list them all (this article would become a lot longer than intended) but here are what I feel some of the more essential ones.

Capture the information

​Once the idea is out there, capture it. Open up an excel sheet or google doc which would start storing all these bits of information, little or big, and keep updating it. 

This doesn’t just have to be limited to ideas. The finances can be kept track of in the same way. Revenues, personal expenses, business expenses, miscellaneous transactions; these are all essentials that fall under the capturing process. 

Discipline and consistency are required in this process, but over time, it’s one of the most useful habits you can develop when it comes to business. 

There’s no need to feel the pressure of utilising the information you have right away. Keep collecting it for, who knows, a rainy day in the future. The habit definitely doesn’t hurt anyone. 

Just make sure the information you capture is detailed so that when the time comes for it to be used, you don’t have any missing details that would render it invalid. The date, product, transaction amount are some examples of the details. 

Save what you record 

It would be a sheer waste of hard work and consistent effort if your gathered information isn’t saved on a platform or software somewhere. Saving what you’ve recorded is giving it a potential purpose. 

This matters especially when it comes to your finances. Your copy of them could always be cross-checked with the bookkeeper’s so that the final information you have is as accurate as possible. It would be ideal do to this on a monthly basis, along with a review of the content. 

Check, double check, triple check

Just logging all the information is of no use if it isn’t accurate and right. Set a regular time for you to go through whatever you’ve captured so you can make sure everything is correct. 

The vetting could be done fortnightly, twice a month; up to you. Sticking to the schedule once you’ve set it up, however, is vital. Only after you’ve done the vetting and ensured it’s all in order can the information be considered valuable. 

I’ve talked about recording the details, but let me take this chance to emphasise on its importance. The nature of the transaction, the product, its purpose, the time of the transaction; these are crucial for the record to be accurate. 

Take action based on what you see

There’s no need to if everything seems to be in order. But if you do see something that needs fixing, fix it yourself or by someone else. Get the work done. 

Craft your to-do list in order of priority, starting with the most urgent one. If you see your expenses creeping up on your earnings, or worse, surpassing them, act. 

Make changes and accommodate your needs around the spending cut you’re going to incorporate. It’s important that these changes don’t have a negative effect on your profits. 

Collect your debts on time, and take the necessary action to make that happen. Dragging it out will be a downfall for you, not the other party. 


There are a lot more tips out there for effective business record-keeping and reporting, but for me, these six capture the essence of what a company needs fundamentally. 

If you have more of your own, that’s great. If your company is at a stage where there’s room for experimenting – or even better, it’s encouraged – then no harm in trying these out, I’d say. 

This list of logical, tested-and-proven steps might just help your company get the strong foundation it’s looking for. 

Source Credits: Agency for Healthcare Research and Qualitythe balance small business 

Background photo created by suksao – www.freepik.com

Being A Freelancer in Singapore is Tough…Or is It?

No one said being a freelancer in Singapore was going to be easy. As a freelancer, you are your own employee, boss, secretary – basically your own company. 

Sounds perfect, don’t you think? Not only do you not work for anyone, but you are your own boss. The rates you set? Yours. The days you work? You decide. The clients you handle? Up to you! 

You can sympathise with your friends who work from 9 to 5 daily, but only sympathise. Because while they complain about travel cost, fatigue and back aches from sitting on their chairs for too long, you simply cannot relate. 

All this might be making freelancing seem like a walk in the park so far. “How is it tough?” you might ask. Well, being a freelancer is much more than calling the shots and taking a holiday whenever you want. For starters, you as an individual need to possess certain qualities to even have a chance at being a successful one. 

Since the productivity of a work day is in your hands, it all comes down to the discipline you have in making sure it does not go wasted. A freelancer’s discipline goes a long way in determining whether they make it or break it in the industry. 

Not just that, but perseverance is a key factor as well. There are going to be days where the money made is zero – for several reasons. Maybe there is no project you are currently undertaking, or you might just be going through a dry spell where you cannot find a new client. Not letting these deterrents get to you is the tricky solution. 

Human nature aside, there are many other aspects that come into play to successfully create and run your one-man (or woman) show. 

Step One: Get yourself online! And this does not just stop at Instagram or Facebook; create your own business website. Make it simple, accessible, and last but definitely not the least, beautiful. Because if you don’t take pride in your work, who will? 

Social media is a platform that you definitely should not discount or write off. As a professional working freelancer who finds their own jobs, you are going to need all the connections you can get. Finding like-minded people builds up the base of your business. 

Step Two: Get your separate business phone number and large stack of name cards. Establishing your corporate identity is vital to showing your clients – both existing and potential – the image you wish to portray. More importantly, it helps instill confidence in them about your seriousness and dedication towards your work. 

Step Three: Determine the services you offer and their rates. How are you going to make money to eat without showing your clients how much each dish on the menu costs? 

Social media, portfolio website, business phone line, name cards, services and rates. If this single-sentence-summary has you sighing right about now, wait. Because there is still one last step left, and it is the best one. 

What if you could do all this…on just one app? An app that you could simply download on your phone? 

Ladies and gentlemen, Step Four: Become a Phix Provider. 

Phix gives you the all-in-one platform to establish and advertise yourself, build connections and earn money at the same time. Its simple sign-up procedure is all you need to get through to set yourself up for a comfortable income to start pouring in, with clients coming to you for your services and not the traditional, other way around. 

It would take a whole bunch of other articles to talk about all that Phix Provider can offer you, but much less time for you to actually download it and explore them all. Trust me, you will not regret it. 

Sign up now, and be the best freelancer you can be. You can always thank me later! 

Shreyaa Kanneboina, PR and Marketing Executive