What are some best practices for preparing and presenting reports to the board?

1 Know your audience

Before you start writing your report, it is important to know who you are writing for and what they expect from you. Different boards have different styles, preferences, and levels of involvement. Therefore, to tailor your report to your audience, you should review the board's charter, bylaws, and policies to understand their roles and responsibilities. Additionally, researching the board members' backgrounds, interests, and expertise can help identify their perspectives and priorities. Lastly, it is beneficial to communicate with the board chair or other board leaders to clarify their expectations and receive feedback on your report.

2 Plan your content

Once you know your audience, you need to plan what content to include in your report and how to organize it. Depending on the purpose and scope of your report, it may cover topics such as achievements, challenges, learnings, financial performance, budget, projections, strategic goals, objectives, indicators, risks, opportunities, and recommendations for action. To plan your content effectively, you should align the report with the board's agenda and objectives for the meeting. Additionally, focus on the most relevant and important information for your board. Utilize a clear and logical structure that guides the board through your report; use headings, subheadings, bullet points and transitions to make it easy to follow.

3 Write your report

Once you have planned your content, you need to compose your report in a clear, concise, and persuasive manner. Writing a good report necessitates paying close attention to language, tone, and style. To write your report, you should use plain language that avoids jargon, acronyms, and technical terms. Additionally, you should use a positive and confident tone that emphasizes the strengths and accomplishments of your organization. Additionally, it is important to employ an active and direct voice that exhibits your leadership and engages your board. Additionally, facts, figures, and evidence should be used to back up your claims and arguments. Moreover, charts, graphs, tables, and images can be used to illustrate data and findings. Finally, quotes, stories, and testimonials can be used to demonstrate your impact and success.

4 Review and edit your report

Prior to submitting or sharing your report, it's important to review and edit it to guarantee its quality and accuracy. This will help you steer clear of errors, inconsistencies, and gaps in the information. To review and edit your report, you should verify your spelling, grammar, punctuation, formatting, data, sources, references, citations, logic, clarity, coherence, flow, tone, voice, style, and alignment with board expectations and objectives. Additionally, you should ask someone else to proofread and critique your report.

5 Present your report

Presenting your report to the board requires professional and persuasive delivery. Prepare your slides, notes, handouts, and other materials in advance. Practice your delivery, timing, and body language to ensure success. Anticipate questions, comments, and feedback from the board. Speak with a clear and confident voice that conveys your message and passion. Utilize visual aids, examples, and anecdotes to illustrate your points. Additionally, use interactive and engaging techniques to involve the board in the discussion.