Preparing reports is not the favorite activity of nonprofits and other organizations. As a matter of fact it is often the least favorite part. Leaders and program staffs of organizations want to spend their time delivering their services – helping people. The accounting staff wants to do accounting. Fund raisers want to raise funds. Grants staff wants to spend their time on identifying and writing grants. But reports must be written or the funding dries up.
There are some things that can be done to greatly reduce the pain and frustration of preparing reports.
Before the Report
Before you begin preparing the report there are some actions that will not only make the report preparation easier, they will also improve the quality of your reports. You may be reluctant to spend time on some of these suggestions, but it is really a matter of “pay me now, or pay me more later”. The time you spend on these groundwork things will save you time and agony when you actually prepare the report.
> Process
> Form
> Timelines
> Methods
> Don’t assume anything. If the requirements and guidelines are not clear -- ASK
> Set dates for everything – collection, tallying, analyzing, writing, proofing, etc.
> Put actions on your calendar and the one for the organization. Be sure everyone knows the dates. This makes it a commitment and it needs to be a commitment to actually happen
Preparing the Report
When it is time to prepare the report it is crucial that you set aside the proper amount of time to do the work. Report preparation does not turn out well when it is one task of a multi-tasking session. Interruptions will actually cause you to spend more time on the report preparation. Be very careful that you do not use other tasks and people to avoid doing the report. Here are some tips that will help you do quality reporting and lessen frustration.
Fallout from Inadequate Reporting
There are definitive consequences from reporting that is inadequate or late. The most serious fallout is loss of funding either immediate or future. If your funding is reimbursement based, you could not only lose funding, you would also have spent money that you will never recover. Poor reporting is likely to ruin your chances for future funding from the report recipient and from potential funders, because funders talk. Inadequate reporting will likely result in the need to supplement the original report; this takes more time than doing it properly the first time. Supplemental reporting, loss of funding and worrying that the report might not be adequate cause stress. Something you probably have more than enough of.
Benefits of Good and Exceptional Reporting
On the flip side of the consequences of inadequate reporting, there are many benefits of good reporting, even more from exceptional reporting.
> Other grants
> Funding justifications
> Development of programs
> Projections
> Planning – strategic and tactical
> Feasibility testing
> Press releases
> Annual report
> It helps you maintain belief and support among your followers
> It aids you in development of advocates – partners, donors, fans
> It assists you in promoting your organization and programs to potential partners, funders and participants
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