Preparing reports and presentations like a pro!

Posted On 13 Oct 2023

Preparing reports and presentations like a pro!

13 Oct 2023
Welcome to October's edition of The Assistants Newsletter!

The Assistants Newsletter

Welcome to October's edition of The Assistants Newsletter!

This month we explore reports and presentations – and how to get them right! At some point in our career’s we will all have to produce them, hopefully our tips below will enable you to do it seamlessly.

Much love,


Preparing reports and presentations like a pro!

Reports and presentations, some Assistant’s love them, some favour other elements of the role – we all must do them at some point in our career however! The documentation will differ depending on the seniority of your position and the industry you work in. However, the objective of producing clear, accurate and easy to read documents will be true across the board.

When asked to draft any form of documentation, you need a clear understanding of its purpose. If you don’t fully understand what is needed or why it is very easy to go off track, wasting precious time. It is imperative to spend a few extra minutes clarifying what is needed at the beginning. Also confirm the timelines so you and your boss are on the same page for the deliverables. Don’t forget to allow time for reviewing the document and possible rework (likely!).

The next step is research. In some cases, this can be 10 minutes gathering relevant figures, in others this can be a few days of detailed reading, analysing and collating information from different sources. Wherever your current need sits on that scale do it properly the first time, double check, and cross reference what you have found to make sure it is accurate, up to date and relevant for what you are producing. Again, it is easy to go down the wrong rabbit warren if you start reading up on something that is interesting but not actually relevant! In many cases the research will take longer than compiling the documentation so don’t be alarmed by this, just allow yourself time.

When you start putting the report or presentation together, think about how it will be read or delivered. Organise the information in a logical and easy to follow way, start with an introduction, and the purpose, end with a summary or conclusion. If applicable add action points or takeaways.

The next step is proofreading. This means checking for the obvious, spelling, grammar, and formatting errors as well as in an analytical way. What needs editing, is there anything missing, are the salient points covered? Is there unnecessary information to remove? When you think it is finished, if you have time, leave it, and come back with fresh eyes the next day – you will be amazed at what will pick up the second time around, including additional inspiration! Finally, if possible, always ask a colleague to read through it too. Ask them to look for errors but also how it reads, does it make sense is anything missing etc.

Depending on the format you may want to consider adding visual aids. This is easy in applications like PowerPoint presentations for example. Graphs, charts, images, even short videos’ all work well to clearly make a point, but also to break up text and make the information more digestible.

Finally, one very important point, make sure the presentation is tailored to the correct audience. There is no point producing an all singing all dancing document you love and are excited about if it doesn’t hit the mark. For example, if you work in a specialist area and are presenting to an external audience, a presentation too niche and technical with acronyms galore is likely not to work. Ensure it is tailored correctly with the right language so they receive the right information, without overloading them!

Preparing reports and presentations like a pro!

What’s new….

2/9 Ward Avenue, Potts Point

With just 24 seats, the two-level art deco space allows the team the freedom to create on the fly. Caravin’s menu leans French with a twist.


EST10 Hot Job

Executive Assistant Luxury Goods $110,000 + Super

A career opportunity that’s as exceptional as the luxury goods this company creates. What sets this company apart is their unwavering commitment to craftsmanship, innovation, and the timeless art of luxury.


Must read this month!

Harvard Business Review: A 100-Day Plan for your First Job out of College by Roxanne Calder

The transition from college to the corporate world isn’t always smooth sailing. The cultural shift can be overwhelming. This 100-day plan will guide you through this critical (and difficult) time.


Upcoming events

Evan Lucas. Money Gratitude – Why abundance creates more (money) abundance. 12:30 pm Wednesday, 18th October 2023

In a world where we are told money is tight, rates are rising and resources scarce – can you find abundance with the finances you have? One of the most liberating financial behaviours is understanding your overall money position and seeing this position with a view of abundance.


And something for you....

Sculpture by the Sea

Sculpture by the Sea returns to the Bondi to Tamarama Beach coastal walk as the world’s largest free to the public sculpture exhibition in 2023. The spectacular coastal walk will once again be transformed into a 2km long sculpture park over three weeks featuring more than 100 sculptures by artists from Australia and across the world.

And something for you....

About the author
Roxanne Calder
Managing Director

As Founder and Managing Director at EST10, Roxanne has an all-encompassing role that includes building and growing the business, as well as actively recruiting and consulting.

After completing a Bachelor’s Degree at Monash University, Roxanne began her recruitment career with renowned recruiter Julia Ross. From there, Roxanne worked in HR and recruitment with a number of global players and boutique businesses throughout Australia, the UK, Singapore and Hong Kong for over 20 years. She has been responsible for managing large teams and projects, implementing RPO models, managing and assisting businesses to an IPO and assisting companies in setting up their recruitment teams and processes.

Following completion of her MBA at the Australian Graduate School of Management, Roxanne launched EST10 in July 2010. In doing so, she hoped to combine the flexibility and high touch service levels of boutique agencies with the structure and strategy afforded to larger firms. Roxanne believes in high-touch, high-care consulting and is always on the lookout for consultants that share this vision of recruitment.