How do you write a concise program report?

1 Define the purpose and scope

Before you start writing, you need to clarify the purpose and scope of your program report. What is the main message you want to convey? Who are you writing for and what do they need to know? How often and how long do you need to report? Answering these questions will help you focus your content, structure, and tone, and avoid unnecessary or irrelevant information.

2 Use a standard format

Using a standard format for your program report will make it easier for both you and your readers to follow and understand. To begin, an executive summary should highlight the main findings, achievements, challenges, and recommendations of the program in one or two pages. An introduction should provide the background, context, and objectives of the program, as well as the report's purpose, scope, and methodology. The body should describe the program's activities, outputs, outcomes, and impacts using evidence from data, indicators, feedback, and stories. To conclude, a summary should be included of the main results, lessons learned, and recommendations for improvement or future action. Finally, an annex should contain additional or supporting information such as tables, charts, graphs, maps, case studies or references.

3 Be clear and concise

A program report should be clear and concise, using simple and precise language, avoiding jargon and acronyms, and providing enough detail without being too wordy or repetitive. To achieve this, use active voice and strong verbs instead of passive voice and weak verbs (e.g. "We trained 50 teachers on inclusive education" instead of "50 teachers were trained on inclusive education by us"). Organize your content with headings, subheadings, bullets, and numbers to make it easy to scan and read. Keep sentences and paragraphs short, while also using transitions and connectors to link your ideas and show the logical flow of your report. For further engagement, include examples, stories, quotes, or testimonials to illustrate your points.

4 Use data and visuals

A program report should use data and visuals to support your claims and show your program's progress and impact. Doing so can provide evidence and credibility for your results, highlight trends, patterns, gaps, or challenges in performance, compare different aspects, simplify complex information, and attract readers. However, data and visuals should be used carefully and appropriately - they should be relevant to objectives, indicators, and targets; accurate, reliable, and verifiable; clear, consistent, and easy to interpret; and integrated in the text. Additionally, sources, methods, dates of collection and analysis should be included alongside labels, titles, legends, and captions.

5 Review and revise

Prior to submitting or sharing your program report with your intended audience, it is important to review and revise it. Doing so can help you identify and correct errors in spelling, grammar, punctuation, or formatting; ensure clarity, consistency, coherence, and completeness; align the report with its purpose, scope, and format; and incorporate any relevant feedback from colleagues, partners, or stakeholders. Although the process may require some time and effort, it is well worth it as it will improve the quality and credibility of your report.

6 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?