How do you report on your grant's status and impact to stakeholders?

1 Know your audience and purpose

Before you start writing your report, it's essential to understand who will read it and why. Different stakeholders may have different expectations, interests, and preferences for the format, content, and frequency of your reports. For instance, your grantor may need a formal and comprehensive report that follows certain guidelines and deadlines, whereas board members may prefer a concise and visual summary of your progress and impact. To tailor your report to your audience and purpose, review the grant agreement and any reporting requirements or templates provided by your grantor. Additionally, identify the key messages and outcomes you want to communicate to each stakeholder group, as well as select the most suitable format, style, and tone for your report such as a narrative, a dashboard, or a presentation.

2 Collect and analyze your data

To report on your grant's status and impact, you need to have reliable and relevant data that supports your claims and stories. This data can include quantitative indicators, such as numbers, percentages, and charts, as well as qualitative evidence like testimonials, case studies, and photos. To collect and analyze your data, you should use the logic model or theory of change that you developed for your grant proposal as a guide. Then track your inputs, activities, outputs, outcomes, and impacts using appropriate tools and methods such as surveys, interviews, or software. Compare your actual results with your planned targets and objectives to explain any deviations or challenges. And make sure to highlight any unexpected or significant findings that may be useful such as best practices, lessons learned, or recommendations.

3 Write and design your report

To write and design your report, you need to organize your data and information in an organized and convincing manner that reflects the status and impact of the grant. Utilizing visual elements, such as graphs, tables, or images, can help make your report easier to understand. When writing and designing your report, it's important to follow the structure and format specified by your grantor or agreed upon with stakeholders. Breaking down your report into sections and subsections with headings, subheadings, and bullet points will help keep it concise. Plain language should be used to avoid jargon or acronyms, while charts, tables, or images can be used to illustrate data and emphasize key points. Finally, proofreading and editing for clarity, consistency, and correctness is essential before submitting your report.

4 Share and discuss your report

To share and discuss your report, you need to deliver it to your stakeholders in a timely and accessible way. To do this, submit your report to your grantor according to the agreed schedule and format, and acknowledge their receipt and response. Additionally, distribute your report to other stakeholders using the most suitable channels, such as email, website, or social media. Inviting stakeholders to ask questions, share comments, or provide suggestions on your report and grant activities will help you incorporate their feedback and input into your future reporting and planning. Reporting on your grant's status and impact is not only a requirement but also an opportunity. It allows you to showcase achievements, learn from challenges, and strengthen relationships with funders and partners. By following these tips, you can create effective and engaging reports that reflect your grant's value and contribution to your mission and vision.

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?