I help accountants and auditors turn insights into impact by improving their business writing.
1. Use keyboard shortcuts There are shortcuts for most of the popular actions such as copy (Cmd/Ctrl + C), paste (Cmd/Ctrl + V), save (Cmd/Ctrl + S), and open (Cmd/Ctrl + O). In Word the shift key combined with arrow keys highlights text faster than you can drag a mouse. Don’t try to learn every shortcut in one go. Learn one or two and when they become second nature learn another couple.
Finally got around to creating a Gumroad shop for the various digital products I create.
If you want your reader to get your message you need to make your message clear. Don’t just copy and paste a chart from Excel into a Word document or presentation. You need to format it first. Here’s how.
Set your margins and font-size so that the length of each line is around 65 characters. That’s two and a half alphabets. abcdefghijklmnopqrstuvwxyzabcdefghijklmnopqrstuvwxyzabcdefghijklm A line length of about 65 characters is optimal for reading. Lines that are much longer than this are harder to read, involving more movement of the eyes and possibly the head, too. This is why magazines and newspapers are typeset in columns. Unfortunately, the default template (Calibri 11 point with narrow margins) in Word gives a line length of about 90 characters.
The UK government does its financial planning and prepares financial statements using 1 April to 31 March as its financial year. The UK tax year ends, however, not on 31 March but on 5 April. Here’s why. Historically, in Britain taxes were due on the first day of the year, which was not 1 January but 25 March (Lady Day). When Britain moved from the Julian calendar to the Gregorian calendar in 1752 it was necessary to ‘lose’ 11 days so that 2 September 1752 was followed by 14 September 1752.
In my first job as a qualified accountant I learned most of what I had to do from the files left by my predecessor. This included numerous reports and standard letters that I copied in terms of style and content. It meant that I would write sentences like: “I would be grateful to receive your remittance at your earliest convenience.” It’s awful, isn’t it? “Please pay by [date]” is much shorter, and much more understandable.
Thanks to everyone who entered the draw to win a signed copy of Financial Management and Accounting in the Public Sector. The winner is a student at Georgia State University. You can still read my diary about writing the book over at the PFM Board.
Once you have written your first draft you should not click Save and send it off to the audience. This is as true for a two paragraph email as for a 20 page report. Always revise and edit your work. Make it as good as you reasonably can before you declare it finished. Don’t take it from me. Take it from two of the greatest writers. Ernest Hemingway said, “The first draft of anything is shit.
I asked ChatGPT for 25 ideas for posts about writing and presentation skills for accountants. This is what I got: The importance of clear and concise writing in accounting reports Tips for improving your writing skills as an accountant How to write effective emails in the accounting industry Best practices for writing financial statements that are easy to understand Common writing mistakes to avoid in accounting reports How to use data visualisation in accounting presentations Strategies for presenting financial data to non-accountants How to create engaging and effective PowerPoint presentations as an accountant The art of storytelling in accounting presentations Tips for delivering successful presentations in the accounting industry How to create visually appealing financial charts and graphs Best practices for using Excel in accounting presentations The importance of active listening in accounting presentations How to tailor your presentations to different audiences The benefits of using storytelling techniques in accounting presentations The do’s and don’ts of presenting financial data to clients How to effectively communicate financial information to stakeholders The importance of understanding your audience when presenting financial data Strategies for presenting complex financial information in a clear and concise manner The role of body language in accounting presentations How to use humour in accounting presentations without compromising professionalism The benefits of using case studies in accounting presentations How to incorporate client feedback into your accounting presentations The importance of rehearsing your accounting presentations Strategies for managing nerves when presenting in front of clients or colleagues.
Three mistakes to avoid when presenting financial data. Don’t overwhelm with details: While it’s important to provide context, avoid overwhelming your clients with too much information. Stick to the most important points and keep the presentation concise. Don’t make assumptions: Avoid making assumptions about your clients’ financial literacy. Ask questions to ensure that they understand the information you’re presenting. Don’t ignore questions: Be prepared to answer questions from your clients.