How can you report data security assessment results to stakeholders?

1 Know your audience

Before you start writing or designing your report, you need to understand who your stakeholders are, what they care about, and how they will use the information. For example, senior executives may want a high-level summary of the main risks and recommendations, while technical staff may need more details on the methods, tools, and metrics used in the assessment. You may also have external stakeholders, such as auditors, regulators, or customers, who have specific requirements or expectations. Knowing your audience will help you tailor your report to their needs and preferences.

2 Define the scope and objectives

Your report should clearly state the scope and objectives of the data security assessment, such as what data systems, assets, or processes were evaluated, what standards or frameworks were followed, and what goals or outcomes were expected. This will help your stakeholders understand the context and purpose of the assessment, as well as the limitations or assumptions that may affect the results. You should also explain how the assessment was conducted, such as what methods, tools, or techniques were used, how long it took, and who was involved.

3 Highlight the key findings

Your report should highlight the key findings of the data security assessment, such as what risks, vulnerabilities, or compliance issues were identified, how they were prioritized or categorized, and what impact or likelihood they have on the data security. You should also provide evidence or examples to support your findings, such as screenshots, logs, or code snippets. You can use visual aids, such as charts, graphs, or tables, to make your findings easier to understand and compare. However, you should avoid using too many or complex visuals that may confuse or distract your stakeholders.

4 Provide clear recommendations

Your report should provide clear recommendations on how to address the findings of the data security assessment, such as what actions, steps, or solutions should be taken, who should be responsible or accountable for them, and when or how they should be implemented or monitored. You should also explain the benefits or consequences of following or ignoring your recommendations, such as how they will improve or affect the data security, performance, or compliance. You should also acknowledge any challenges or barriers that may prevent or delay the implementation of your recommendations, such as budget, resources, or dependencies.

5 Invite feedback and questions

Your report should invite feedback and questions from your stakeholders, such as how they feel about the results, what concerns or doubts they have, and what suggestions or opinions they have. You should also provide your contact information and availability, as well as any follow-up actions or plans that you have. This will help you build trust and rapport with your stakeholders, as well as identify any gaps or issues that need further clarification or resolution. You should also thank your stakeholders for their time and attention, and express your willingness and readiness to support them.