How can you involve stakeholders in performance reporting?

1 Identify your stakeholders

The first step is to identify who your stakeholders are and what are their expectations, needs, and preferences for performance reporting. You can use various tools and techniques, such as stakeholder analysis, stakeholder mapping, stakeholder register, or stakeholder engagement plan, to collect and document this information. By knowing your stakeholders, you can tailor your performance reporting to their specific interests, concerns, and feedback.

2 Define your performance indicators

The next step is to define what are the key performance indicators (KPIs) that you will use to measure and report on the project or program performance. KPIs are quantifiable measures that reflect the objectives, outputs, outcomes, and impacts of the work. You can involve your stakeholders in defining and selecting the KPIs that are relevant, meaningful, and aligned with their expectations and goals. You can also consult them on how to collect, analyze, and present the data for the KPIs.

3 Choose your reporting methods

The third step is to choose the appropriate methods and formats for delivering your performance reports to your stakeholders. You can use various methods, such as dashboards, scorecards, charts, graphs, tables, narratives, or infographics, to communicate the performance data in a clear, concise, and visual way. You can also use different formats, such as written reports, presentations, webinars, newsletters, or social media posts, to reach your stakeholders through different channels and platforms. You can involve your stakeholders in choosing the methods and formats that suit their preferences, availability, and accessibility.

4 Establish your reporting frequency

The fourth step is to establish how often you will report on the project or program performance to your stakeholders. The frequency of performance reporting depends on several factors, such as the project or program duration, complexity, risk level, stakeholder expectations, and reporting requirements. You can involve your stakeholders in determining the optimal frequency that balances the need for timely information and the cost and effort of producing and delivering the reports.

5 Solicit and incorporate feedback

The fifth step is to solicit and incorporate feedback from your stakeholders on the performance reports and the performance reporting process. Feedback is essential for improving the quality, relevance, and usefulness of the performance reports, as well as for enhancing the stakeholder engagement and satisfaction. You can involve your stakeholders in providing feedback through various methods, such as surveys, interviews, focus groups, workshops, or online platforms. You can also acknowledge and respond to their feedback and show how you have implemented their suggestions or addressed their concerns.

6 Celebrate and share success

The sixth and final step is to celebrate and share the success of the project or program with your stakeholders. Performance reporting is not only about reporting on the challenges and risks, but also about highlighting the achievements and impacts of the work. You can involve your stakeholders in celebrating and sharing the success by recognizing their contributions, acknowledging their support, showcasing their stories, or inviting them to events or ceremonies. By celebrating and sharing the success, you can strengthen your relationship with your stakeholders and increase their trust and commitment.

7 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?