How can you create a program evaluation report that meets stakeholder needs?

1 Identify your stakeholders

Before you start writing your report, you need to identify who your stakeholders are and what they want to know from the evaluation. Stakeholders are the people or groups who have a stake in the program or its outcomes, such as funders, managers, staff, beneficiaries, partners, or policymakers. You can use a stakeholder analysis tool to map out their roles, interests, influence, and information needs. This will help you tailor your report to their specific questions, concerns, and priorities.

2 Define your report purpose and scope

Next, you need to define the purpose and scope of your report. The purpose is the main reason why you are writing the report, such as to inform decision-making, to share lessons learned, to demonstrate accountability, or to advocate for change. The scope is the extent and boundaries of your report, such as the evaluation questions, methods, data sources, time frame, and limitations. You can use a report brief or outline to clarify the purpose and scope of your report and to get feedback from your stakeholders.

3 Choose your report format and style

Then, you need to choose the format and style of your report. The format is the structure and layout of your report, such as the sections, headings, subheadings, tables, figures, and appendices. The style is the tone, language, and presentation of your report, such as the level of detail, technicality, readability, and visual appeal. You can use a report template or guide to choose a format and style that suits your purpose, scope, and audience.

4 Write your report content

After that, you need to write the content of your report. The content is the information and analysis that you provide in your report, such as the background, objectives, methodology, findings, conclusions, and recommendations of the evaluation. You can use a report writing checklist or rubric to ensure that your content is clear, accurate, relevant, and credible. You should also use evidence, examples, quotes, and stories to support your claims and to illustrate your points.

5 Review and revise your report

Finally, you need to review and revise your report. The review is the process of checking and improving your report, such as by editing, proofreading, formatting, and referencing. The revision is the process of making changes to your report based on feedback, suggestions, or new information. You can use a peer review or quality assurance system to review and revise your report. You should also involve your stakeholders in the review and revision process to ensure that your report meets their needs and expectations.

By following these steps, you can create a program evaluation report that meets stakeholder needs and communicates your evaluation results effectively and efficiently.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?