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Last updated on 2024年7月2日

How do you communicate and report your alumni analytics insights and results?

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As an alumni relations professional, you know how important it is to measure and improve your engagement strategies with your alumni community. But how do you communicate and report your alumni analytics insights and results to your stakeholders, such as your leadership, board, donors, and alumni themselves? In this article, we will share some best practices and tips on how to create and present effective and compelling alumni analytics reports and dashboards that showcase your impact, value, and opportunities.

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Samradni Dahiphale

Ladies Representative at ITERA | Personal Branding | Social Media Manager | Content Creator | Graphic Designer | NPTEL…
Gaganjeet Singh

Head - Customer Success @ Vaave
Javier Plaza-Miranda ??

Servicios jurídicos ?? | Formador en emprendimiento y retórica ????

1 Define your goals and audience

Before you start creating your alumni analytics report or dashboard, you need to define your goals and audience. What are the key questions you want to answer, the main metrics you want to track, and the actions you want to inspire with your data? Who are you reporting to, and what are their expectations, interests, and preferences? How often and in what format do you need to deliver your report or dashboard? By clarifying these aspects, you can tailor your content, design, and delivery to suit your purpose and audience.

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Gaganjeet Singh

Head - Customer Success @ Vaave
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What to present? - Showcase the number of entrepreneurs, CXOs, alumni working at top companies, alumni in public services, those pursuing higher education, areas of expertise, industries, etc. Whom to present to? 1. Alumni Network: Demonstrate the strength of the alumni network through numbers, attracting them with robust networking opportunities. 2. Institution Management: Present the top alumni who can serve as potential mentors, recruiters, donors, and more. 3. Prospective Students: Promote the influence of alumni to attract high-quality student intake during admissions. 4. Prospective Recruiters: Highlight the presence of alumni across various industries to attract quality internships and placements.

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Samradni Dahiphale

Ladies Representative at ITERA | Personal Branding | Social Media Manager | Content Creator | Graphic Designer | NPTEL Certified | Python Programmer | C Programmer | Java Learner | Tech Enthusiast |
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Defining clear goals, audience, and metrics is crucial for crafting effective alumni analytics reports or dashboards. By identifying key questions to answer and main metrics to track, you ensure your data aligns with strategic objectives and actionable insights. Understanding your audience—whether it's senior management, fundraising teams, or alumni engagement staff—helps tailor the report's content and format to meet their expectations, interests, and preferences.

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Geetanjali Sharma

Linkedin Top Voice(14X) -General Manager Alumni Relations-Alumni Affairs Specialist
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Communicating and reporting alumni analytics insights and results involves presenting the data in a clear, concise, and visually appealing manner. This typically includes using data visualization tools to create charts, graphs, and infographics that highlight key trends and findings. We provide a comprehensive summary of the insights, focusing on significant patterns and actionable recommendations. Additionally, we tailor our communication to the audience, whether it be internal stakeholders or external partners, ensuring the information is relevant and easily understandable. Regular reports are distributed via email, and important insights are also shared during meetings and presentations to facilitate discussion and decision-making.

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2 Choose your data sources and tools

Next, you need to choose your data sources and tools. Depending on your goals and audience, you may need to collect and analyze data from various sources, such as your alumni database, website, social media, email, surveys, events, donations, and more. You also need to decide what tools you will use to create and present your report or dashboard, such as Excel, Google Data Studio, Tableau, Power BI, or other alumni analytics software. You should choose the data sources and tools that are reliable, accessible, and compatible with your needs and resources.

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Samradni Dahiphale

Ladies Representative at ITERA | Personal Branding | Social Media Manager | Content Creator | Graphic Designer | NPTEL Certified | Python Programmer | C Programmer | Java Learner | Tech Enthusiast |
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Choosing the right data sources and tools for alumni analytics reporting is pivotal for accuracy, accessibility, and effectiveness. Assessing your goals and audience helps determine which sources—like alumni databases, website analytics, social media insights, and fundraising data—are most relevant for generating actionable insights. Selecting reliable and compatible tools—whether it's Excel for basic analysis, Google Data Studio for visual dashboards, or more advanced platforms like Tableau or Power BI—ensures you can efficiently process and present your data. It's crucial to prioritize tools that align with your organization's technological capabilities and resource constraints.

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3 Visualize and organize your data

Once you have your data sources and tools, you need to visualize and organize your data. You should use charts, graphs, tables, maps, or other visual elements that make your data easy to understand and compare. You should also use colors, fonts, labels, legends, filters, and other design features that make your report or dashboard attractive and consistent. You should organize your data into sections or categories that reflect your goals and audience, and use headings, subheadings, summaries, and captions to guide your readers.

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Samradni Dahiphale

Ladies Representative at ITERA | Personal Branding | Social Media Manager | Content Creator | Graphic Designer | NPTEL Certified | Python Programmer | C Programmer | Java Learner | Tech Enthusiast |
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Visualizing and organizing data effectively is essential for creating impactful alumni analytics reports or dashboards. Utilizing charts, graphs, tables, maps, and other visual elements not only makes data easier to comprehend but also facilitates comparisons and insights. Thoughtful use of colors, fonts, labels, legends, and filters enhances readability and clarity, ensuring that key information stands out. Structuring data into sections or categories aligned with your goals and audience helps maintain focus and relevance. Clear headings, subheadings, summaries, and captions guide readers through the report or dashboard, enhancing understanding and retention of insights.

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Javier Plaza-Miranda ??

Servicios jurídicos ?? | Formador en emprendimiento y retórica ????
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En el caso de haya que presentar el informe a un público, más allá de la documentación escrita que pueda distribuirse posteriormente, es positivo preparar una presentación digital con Power Point, Prezi, o alguna plataforma de este estilo. Estas presentaciones deben mostrar la información de manera muy visual. Los datos deben quedar claros casi al instante. Algunos consejos: - No recargues las diapositivas con mucha información, son preferibles más diapositivas pero más entendibles. - Utiliza gráficos para mostrar datos numéricos, pero elije el más conveniente para facilitar la comprensión de la información (de barras, circular, 2D/3D, etc.). - Alterna colores y resalta los datos que quieras destacar.

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4 Highlight your insights and results

The most important part of your alumni analytics report or dashboard is to highlight your insights and results. You should not just show the numbers, but also explain what they mean, how they relate to your goals and benchmarks, and what they imply for your future actions. You should use storytelling techniques, such as narratives, anecdotes, quotes, or case studies, to illustrate your impact and value. You should also use data-driven recommendations, suggestions, or calls to action to inspire your audience to take action.

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5 Test and refine your report or dashboard

Before you share your alumni analytics report or dashboard with your audience, you should test and refine it. You should check your data for accuracy, completeness, and relevance, and make sure it is updated and refreshed regularly. You should also check your report or dashboard for clarity, readability, and usability, and make sure it is easy to navigate and interact with. You should solicit feedback from your colleagues, peers, or a sample of your audience, and use it to improve your report or dashboard.

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6 Share and follow up on your report or dashboard

Finally, you need to share and follow up on your report or dashboard. You should choose the best channel and time to deliver your report or dashboard to your audience, such as email, website, social media, webinar, or meeting. You should also provide context, instructions, and support for your audience to access and use your report or dashboard. You should monitor and measure the response and impact of your report or dashboard, and use it to inform your next steps and actions.

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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?

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How do you communicate and report your alumni analytics insights and results?

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1 Define your goals and audience

2 Choose your data sources and tools

3 Visualize and organize your data

4 Highlight your insights and results

5 Test and refine your report or dashboard

6 Share and follow up on your report or dashboard

7 Here’s what else to consider

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