[Leadership] Chapter 2: Creating Leadership Documents

Leadership Communication

Chapter 2

This chapter focuses on helping you to create documents and to select the most effective communication.

In business communication, documents can be
- correspondence (e-mails, memos and letters) or
- reports (proposals, reviews, miscellaneous reports and charts).


There are 3 phases to create a document

Phase 1: Analyzing & Planning
In this part, we have to clarify the purpose. Then, analyze the audience and select medium and key massages. There are a lot of medium to use such as, Text message, E-mail, Memo, Letter, Discussion outline and Reports; we have to selecting the most appropriate one.

Phase 2: Creating & Developing
In this part, we have to decide on organization and generate the ideas for gathering data. We should also write a draft to sum up the ideas.

Phase 3: Refining & Proofing
This part is to revise and print out to proofread the final version.


The guidelines for organizing document contents coherently

You can make your documents coherent to your audience by using a logical structure and effective organization. In order to organize and format a document effectively, firstly, we have to select the best structure for the audience and topic. Then, strongly and early begin with the major message, and finally, end by clearly establishing closure


Table of Contents

Table of Contents can be created by the list of major headings in a report and the list in order of appearance. The wording in the table of contents must be matched to the section headings exactly.


Conforming to expectations for executive summaries

The summary should usually run about 10% of full document length and contains purpose, scope of work or research and results of study. Moreover, it is very important to emphasize conclusions and information the reader needs to make a decision or agree with your recommendation.


Using Headings Effectively

We can use the headings to signal a shift to a new topic or sub-topic. Headings should be short, meaningful, and consistent and used in the same font for entire document.

Documenting Sources of information responsibly

-Type of information

1) Primary : Information gathered through your own surveys, interviews, or observation

2) Secondary : Published materials in books, periodicals, or the Website. For this kind of source, we have to correct and complete reference (notes and bibliography) for anything used in the report from anywhere.