We write different types of reports that need to be submitted at different points of project implementation. The content varies so while putting ourselves in their SHOES can help us gain insight on what they might want to see, it’s good to align with the partner on what these reports should contain.
Here are the three categories of reports that we typically write. Click on the toggles to look at samples of well-written reports; you don’t need to read through the entire report but this will give you an idea of what we aim for regardless of report type.
Inception Report – The content of the inception report can vary depending on what we agree on with the partner. It typically contains an overview of the project, work plan, and the methodology that will be used throughout the implementation. The inception report is usually the first deliverable that we have to submit so don’t overthink this too much!
Tip: Review the proposal and/or contract. Things like the project overview and the work plan can typically be found in documents that have already been submitted.
Sample Inception Reports
Analysis and Evaluation Reports – These reports contain the results of any assessment or evaluation survey that we administer to the learners. It typically contains graphics like pie charts, bar graphs – anything that can be used to better illustrate the results of the survey. The questionnaires and worksheets used are usually included in the annexes of these reports. Most partners don’t ask for a standalone analysis and evaluation report — this is usually incorporated in the final report. As designers, we want to be action-oriented so these reports don’t stop at sharing an analysis of the results; we also include sections like implications on the program design or recommendations for next steps.
Tip: Tap other Analysts or Media Makers to determine the best way to represent the data gathered.
Sample Analysis and Evaluation Reports
Final Reports – These reports are submitted at the end of a project’s implementation so they tend to be more comprehensive than the previous two. The level of detail varies from project to project. For example, for some workshops, the report can contain a quick summary of each activity done and the key messages that were delivered.
Tip: Tap other members of the team to help out. I like to nudge relevant role-holders like the Experience Mapper or Facilitator to “brain dump” their ideas in certain sections. They don’t need to contribute polished work — even bullet points are a good enough starting point when you’re pressed for time.
Sample Final Reports
Not every project will ask for all three kinds of reports! Remember to check the proposal or contract to determine what reports your team needs to submit and when you need to submit them.