Roles of Committee Chair: Principal Architect and Integrator of the Committee's Report

Creating, writing, and revising the committee's report is the most challenging and difficult part of a study -- and is a source of frustration most often cited by volunteers. Snags during report development are among the most common causes of project delays.

Problems in report writing are often symptomatic of other underlying problems, and their early detection by the chair or staff can prevent more serious difficulties later. It is therefore important to have a clearly defined approach to report development and a set of milestones against which progress can be gauged and problems noted and corrected.

Get early agreement by the committee to the report development process. This usually can be accomplished as part of the committee's discussions and agreement on the project's work plan.
Prepare a preliminary outline but don't rush the writing of text until the committee knows generally what it wants to say.
Expand the preliminary outline of the report to flesh out the committee's messages, but still without writing large blocks of text.
Develop a report concept to highlight what each chapter of the report will cover, show how the chapters relate to each other, and demonstrate how the report will tell its "story."
Use the report concept as a vehicle for making non-redundant writing assignments to committee members and staff.
Develop the first draft of the report as progress is made in the data and information collection phase of the project.
Refine the first draft and, in concert with the committee's deliberations, develop the document that is to be sent to external review.
Ensure that the review draft is complete in all respects and has the committee's concurrence.
Ensure that if any written dissents (or minority opinions or positions) are to be carried forward into the published report, they are prepared before the report enters review.
Insist that the report meets institutional standards for clarity, style, and format. With minor editorial revisions and preparation of final figures, the report should be essentially ready for publication upon entering review.
Remember that the most critical factor in completing a report review efficiently is generating a review draft that is of high quality in both substance and form.