Data Science

How to write data analysis reports. Lesson 5

Perhaps the hardest part of writing a data analysis report is just getting it completed. It takes discipline and persistence to stay on track. Even so, it’s easy to get distracted. Sometimes the problem is that the story of the analysis hasn’t been thought all the way through. Sometimes there are gaps in the analysis that necessitate stopping to complete more calculations. Sometimes there are too many interruptions and distractions to maintain focus. Sometimes, the process of writing becomes boring and requires a great effort to continue.
Writer’s block is an impediment experienced by all writers. Writer’s block might be attributable to not knowing what to write next, trying to write text that is perfect, or fear of failure. Any of these reasons may be applicable to the report writer. Here are ten ways to fight off writer’s block.
1. Stick with a routine. Keep writing even if you are dissatisfied with what you’ve written. You can, and should, edit your draft after you’re done. Try to identify your productivity tipping point. For some people, accomplishing a specific goal by a certain time in a day helps ensure the rest of your day is productive. For example, my productivity tipping point is beginning to write by 8AM. If I do, I’ll be writing productively all day.
2. Visualize. If you’ve never used visualization techniques before, now is a good time to develop the skill. The idea is to close your eyes, get relaxed, and think about what you want to do or see. Start by visualizing what the next few sentences you have to write might look and sound like. Eventually, you’ll be able to visualize what paragraphs, sections, and even the entire final product will look like.
3. Eschew perfection. If it’s not perfect the first time you write it, leave it alone. Let it age while you write the rest of the report. You can reevaluate and rewrite it later when you know more about the rest of the report.

4. Write in parallel. Some parts of reports, like introductions and summaries, and descriptions of variables and other details, are almost formulaic. Write all the similar parts at the same time. Set up a second file in your word processing software to serve as a staging area for the repeated parts. Then, copy and paste the standardized parts to your report and edit the text as appropriate.
5. Grow the outline. Instead of trying to write the report section by section, try using the outline as a template rather than a map. Add key phrases, instructions, notes, sentences, and even paragraphs to the template-outline. You can skip around the template-outline as you come up with ideas for what to write. Eventually, you can consolidate these ideas into paragraphs and then sections. Continue to expand the template-outline until it ultimately becomes the complete report.
6. Tiptoe through the tables. Create all or most of your graphics (i.e., tables and figures) before starting to write. Lay the graphics out in your word processing software and write the text that would go with each graphic. Then, go back and fill in the gaps between graphics. Continue joining the pieces until the report is complete.
7. Chunk it up. Don’t try to write the entire report by yourself. Break it up into pieces and get help.
8. Set deadlines. Sometimes it helps to be able to work towards an interim goal. Set deadlines for sections or other tasks you have to accomplish. Make them challenging but achievable.
9. Give it a rest. Absence makes the mind grow sharper. Consider taking some time off from report writing, but make sure you use the time productively. Schedule that colonoscopy you’ve been putting off. Clean the garage and paint the house. Visit your in-laws. Don’t just play video games or watch Netflix.

10. Do something different. If your routine isn’t working, try doing something different. If you can’t get anywhere because you’re pressing, work on something else or take some time off. If you can’t get anywhere because you’re slacking, try researching. If you can’t get anywhere because you’re stuck on writing, pull together graphics or the appendices. If you can’t get anywhere because you’re procrastinating, ask yourself why.

This article originally appeared here. Republished with permission. Submit your copyright complaints here.

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