How do you report program impact and outcomes?

1 Define your purpose and audience

Before you start writing your report, you need to clarify why you are reporting and who you are reporting to. Your purpose and audience will influence the content, format, and tone of your report. For example, if your purpose is to showcase your achievements and attract more funding, you might want to highlight your success stories and use persuasive language. If your purpose is to improve your program and learn from your challenges, you might want to focus on your lessons learned and recommendations. Similarly, if your audience is external, such as donors or partners, you might want to provide more background information and context. If your audience is internal, such as staff or board members, you might want to use more technical terms and jargon.

2 Select your indicators and data sources

Next, you need to decide what indicators and data sources you will use to measure and demonstrate your program impact and outcomes. Indicators are specific, measurable, and relevant criteria that show the progress and results of your program. Data sources are the methods and tools that you use to collect and verify the information for your indicators. For example, some common indicators are the number of beneficiaries reached, the percentage of participants satisfied, or the change in behavior or attitude among your target group. Some common data sources are surveys, interviews, focus groups, or observation. You should select indicators and data sources that are aligned with your program goals, objectives, and logic model, as well as feasible and reliable.

3 Analyze and interpret your data

Once you have collected your data, you need to analyze and interpret it to extract meaningful insights and conclusions. You can use different techniques and software to analyze your data, depending on the type and amount of data you have. For example, you can use descriptive statistics, such as mean, median, mode, or frequency, to summarize your quantitative data. You can use thematic analysis, such as coding, categorizing, or clustering, to identify patterns and themes in your qualitative data. You should also interpret your data in relation to your program theory, assumptions, and context, as well as compare and contrast it with other sources of evidence, such as benchmarks, targets, or best practices.

4 Communicate your findings and recommendations

Finally, you need to communicate your findings and recommendations in a clear and compelling way to your audience. You can use different formats and channels to communicate your report, depending on your purpose and audience. For example, you can use a written report, a presentation, a dashboard, or a video to convey your message. You should also use visual aids, such as graphs, charts, tables, or photos, to illustrate your data and make it more engaging. You should also include a summary or executive summary that highlights the main points and key messages of your report. Additionally, you should provide recommendations that are actionable, realistic, and relevant to your program and stakeholders.

5 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?