2,246 total views, 1 views today

Data reporting has always been helpful to the business. It is important to write a data report that will effectively communicate the subject matter to busy executives who only have a few minutes to go through your report.
Data reporting allows users to view data in a visual representation that helps executives more quickly and easily understand reports within a minute through charts and graphs.

What Is A Data Report?

The data report is a visual representation of your business data and provides you with overall business performance. Data reports lead to an accurate analysis of the facts and figures of various business data and are usually both at an operational or strategic level of decision making.

Once a report is created, it can be shared quickly and efficiently throughout the organization. Reports can later be exported to Excel, PowerPoint, PDF, CSV and you can also mail for more versatile options.

Let us look at the data report in more detail and finally, we will give some data reporting examples that can be helpful for your business strategies.

Steps on how data reporting works

what is data report

Data reporting and data analysis:

Data reporting is one of the major factors in daily activities in life. Data reporting can tell you what is happening in the business using data reporting tools that can track the performance of your business. Whereas data analysis is used to get answers to the strategic question of the business.

The working of data reporting and analysis involves the collection of data, analyzing data, processing and submitting data to obtain accurate facts and figures of the business.

What Is the Purpose of Reporting?

Data reports are the backbone of any organization. We can say that it is a beginning for any organization. Data reporting generally used for the purpose of management, accountability, productivity and work organization.

Data reports work independently for every sector in the industry like for retail industry managers want to know the report of trends in markets, reports for growing customers, etc. Where as in government-industry data may be calculated as census, tax records, etc. Every industry having a different perspective of calculating and analysing the data for report preparation.

Data can be taken from different forms through online sources. It could be in the form of product feedback, questionnaire form, medical patient form, voting form, etc. After collection analysing team analyse the data and create report to take necessary action. Ad-hoc reporting is popular for businesses to predict within a few days.

Let’s discuss some of the topics why data reports are essential for business:

  • The data report helps in gaining business insights and knowledge of market trends.
  • The data report helps the business to interpret the data in a useful and meaningful format.
  • With data reports, businesses can get sales opportunities and get new customer records.

How to write a data report?

A data report is a technical document that represents business insights on the data collected. Each report has its own rules and sets based on the types of each report. We’ve included some of the most popular, but our main focus is on business data reports, which ultimately provide you with a roadmap on how you can make your reports more productive. let’s get started.

Preparation Phase

Identify the target audience:

First of all, we have to understand our audience and their recommendation. Audiences are always on priority when writing a report. Audiences can be of different standards like employees, management team, department team, co-workers, citizens, customers, government employees etc. Determining your audience helps you write reports easily.
The data report should be reader-friendly for those who imagine only charts rather than reading the text. Your chart should describe the overall state of your business. There are some people who are not technically minded they will read all the data to make sure that it will support your conclusion.

Gathering of data:

Gather all the data to be included in the report. It is not wise to start writing your report until you analyze the data and identify your results.

Organize your data:

Organize your data into a separate spreadsheet as needed. The data may be included even if it is raw data and has not been analyzed. Put secondary data such as data collected from other reports in a separate file from your own data.

Highlight important chart:

Applying various charts will provide a clear understanding of the data. Most spreadsheet programs, such as Excel, can automatically generate charts after you organize data as needed. Well-chosen charts help display your findings.

Keep simple and precise:

Data must be clean, filtered, communicated objective and cannot be easily manipulated. Keep data simple which is reliable for your reporting. One should always be particular to choosing the chart and color combinations of the report which is easily understood by the reader. Choose some colors that are easy on the eyes. Stay with only one font.

Define complete script:

To write a successful report it is necessary to complete every topic in the report. The position you want to convey from the report should be clearly stated. The story should not confuse one who misleads the business to make the wrong decision.
By using interactive visualization, you are not only building a strong background of the report, but helping your audience understand the report easily and quickly.

Proper planning and KPIs selection:

Defining the KPI is also necessary for your business to be successful when creating work processes for your business. It is not necessary to mention a large number of KPIs, but you can only mention what promotes your business activities.
Depending on your department or industry, reports vary, as KPIs also vary, but choose the ones that will help put your data in the proper context and always keep in mind the audience you’re addressing.

Writing the Report

Introduction section:

To write a report, you have to go through 3 sections. First you need to identify the objectives of the report. If your goal is clear set then you can also proceed to the next step. The second stage is the analysis and extraction of data. And finally highlight what to be contain in the rest of the report.

Body of a report:

The body of a report is classified into 4 sections Data, Method, Analysis and Results. Data is collected from various sources, then it needs to be refined. Applying appropriate methods or algorithms for analysis and finally gets results.

Write a description:

Descriptions provides more glance on the data using for data report in the data section. Copy the spreadsheet containing your data and paste it after your written description. In Microsoft Office, just highlight the cells, copy them, and then paste them into a Word document.

Methods and analysis section:

In this step, write down the methods you use to gather data and analysis in the Methods section and the Analysis section. Include in the section what the analysis was and write the conclusions you made from the analysis and the methods you used to gather the data and analysis in the sections.

Conclusion Section:

The conclusion section describes the results of the analysis. If the report contains more than one data for analysis, this is the place to compare different results as needed.

Data report examples and templates

Finance Sales and Operational Planning Dashboard

what is data report

Financial sales and operational planning are always playing a major role in any business line. Financial sales and operation reports are the basis for the sustainable development of business. Business executives can take various necessary action on the basis if the financial and operational reports.

Our finance sales and operational planning dashboard mainly focus on the total revenue collected from a different country and from different products.

Banking supplier spend monthly analysis dashboard

what is data report

Banking supplier spend analysis dashboard provides a competitive advantage of gaining real-time insight into bank supplier spending analysis. The filter panel allows us to select the year, the supplier for the transactions done and the total expenses.


Data reports should always be done regardless of how available this source is. New technologies and software programs have created to make report easier and error free. Data reports are not limited to statistics only, they can be very few as symbols, yet have the same level of significance.

Now if you want to create your own powerful data report, try the EzDataMunch Free Trial Demo, which generates your complete business insights.

Abhishek Sharma

Abhishek Sharma

Software Developer

Abhishek is working as a Web Graphics Designer at EzDataMunch. He is involved in Maintaining and enhancing websites by adding and improving the design and interactive features, optimizing the web architectures for navigability & accessibility and ensuring the website and databases are being backed up. Also involved in marketing activities for brand promotion.

Share This