How do you share your performance report with stakeholders?

1 Know your audience

Before you start preparing your performance report, you need to understand who your audience is and what they expect from you. Different stakeholders may have different levels of interest, involvement, and authority in your project or business. You need to tailor your report to suit their needs and preferences. For example, some stakeholders may prefer a high-level summary of the key metrics and achievements, while others may want more details and explanations of the data and analysis. Some stakeholders may want to see your report in a visual format, such as a dashboard or a chart, while others may prefer a written document or a presentation. Some stakeholders may have specific questions or concerns that you need to address, while others may just want to be informed or updated. Knowing your audience will help you decide what to include, how to structure, and how to deliver your performance report.

2 Choose the right format

Once you have identified your audience and their expectations, you need to choose the right format for your performance report. The format of your report should match the purpose, scope, and tone of your communication. For example, if you want to provide a quick and concise overview of your performance, you may use a one-page report or a dashboard that highlights the main indicators and outcomes. If you want to provide more depth and detail, you may use a longer report or a presentation that explains the data, methods, and insights. If you want to provide a balanced and objective evaluation of your performance, you may use a report or a presentation that follows the SMART criteria: Specific, Measurable, Achievable, Relevant, and Time-bound. The format of your report should also be consistent with the standards and guidelines of your organization or industry.

3 Use clear and simple language

Another important aspect of your performance report is the language you use. You want to use clear and simple language that conveys your message effectively and avoids confusion or misunderstanding. You want to avoid jargon, acronyms, and technical terms that your audience may not be familiar with, or explain them if you have to use them. You want to use active and positive words that show your confidence and enthusiasm. You want to use precise and accurate words that support your claims and evidence. You want to use short and simple sentences and paragraphs that make your report easy to read and follow. You want to use transitions and headings that organize your report and guide your audience.

4 Include relevant and reliable data

The core of your performance report is the data you present and analyze. You want to include relevant and reliable data that shows your performance in relation to your goals, objectives, and expectations. You want to select the data that is most important and meaningful for your audience and your purpose. You want to avoid data that is irrelevant, outdated, or inaccurate. You want to verify and validate your data sources and methods. You want to present your data in a clear and visual way, such as using tables, charts, graphs, or infographics. You want to interpret and explain your data in a logical and insightful way, such as using ratios, percentages, trends, or comparisons. You want to highlight your strengths and achievements, but also acknowledge your weaknesses and challenges.

5 Provide recommendations and feedback

The final part of your performance report is the recommendations and feedback you provide to your audience. You want to provide recommendations and feedback that are constructive, actionable, and realistic. You want to provide recommendations and feedback that are based on your data analysis and insights, not on your personal opinions or biases. You want to provide recommendations and feedback that are aligned with your goals, objectives, and expectations, not with your own agenda or interests. You want to provide recommendations and feedback that are respectful, polite, and professional, not rude, aggressive, or defensive. You want to provide recommendations and feedback that are clear, concise, and specific, not vague, long, or general.

6 Prepare for questions and comments

The last step of sharing your performance report with your stakeholders is to prepare for questions and comments. You want to anticipate the possible questions and comments that your audience may have about your report and prepare your answers and responses. You want to review your report and identify the areas that may be unclear, controversial, or sensitive. You want to research and gather additional information or evidence that may support or clarify your report. You want to practice and rehearse your presentation or delivery of your report and get feedback from others. You want to be confident and ready to engage with your audience and address their questions and comments.