How can you write program reports that different audiences understand?

1 Know your audience

Before you start writing your program report, you need to identify who your audience is and what they want to know. Different audiences may have different interests, priorities, questions, and levels of familiarity with your program. For example, your donors may want to see how you used their funds and what impact you achieved, while your beneficiaries may want to see how you addressed their needs and feedback. Your colleagues may want to see how you implemented your activities and what lessons you learned, while your partners may want to see how you collaborated and coordinated with them. Knowing your audience will help you decide what content, tone, and format to use for your program report.

2 Define your purpose

Once you know your audience, you need to define the purpose of your program report. What do you want to achieve with your report? What message do you want to convey? What action do you want your audience to take? Your purpose will guide you in selecting the most relevant and persuasive information for your report. For example, if your purpose is to showcase your program's success and impact, you may want to highlight your achievements, outcomes, and testimonials. If your purpose is to solicit feedback and improve your program, you may want to emphasize your challenges, gaps, and recommendations.

3 Structure your report

Once you have determined your purpose, you need to structure your report in a logical and clear manner. This will help your readers follow your arguments and comprehend your key points. A typical program report structure may encompass an executive summary, introduction, methodology, findings, conclusions, and appendices. The executive summary should provide a concise overview of the program's goals, activities, results, and key findings. The introduction should include background information on the context, rationale, objectives, and scope of the program. The methodology section should explain how you implemented, monitored, and evaluated the program - including the data sources, tools, and indicators employed. The findings section should present the outputs, outcomes, and impacts of the program as well as any challenges, risks, or opportunities encountered. The conclusion should summarize the achievements of the program, lessons learned, and recommendations for future actions. Finally, appendices can provide additional or supporting information such as tables, graphs, charts, maps or case studies.

4 Use plain language

When writing your program report, it's essential to use plain language that your audience can easily understand. Plain language is direct, concise, and precise. Avoid jargon, acronyms, technical terms, or ambiguous expressions that may confuse or alienate your readers. To use plain language effectively, you should strive for short and simple sentences and paragraphs. Use active voice and personal pronouns. Utilize common and specific words and phrases. Incorporate headings, subheadings, bullets, and numbers to organize your information. Include examples, stories, and quotes to illustrate your points. And make use of charts, graphs, pictures, or infographics to visualize your data.

5 Edit and proofread your report

Before you submit or share your program report, it is essential to edit and proofread it carefully. This will help to ensure the accuracy, relevance, and coherence of the content and structure, as well as the consistency, grammar, spelling, and punctuation of the language and style. Additionally, you should check the format and layout of your report for readability, alignment, and aesthetics. Don’t forget to check the references and citations for completeness, correctness, and ethics. Finally, it is always a good idea to ask someone else to review your report and give you feedback.

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?