Plan ahead to simplify your annual report process

If you’ve ever scrambled to collect information for your annual report, you know it’s an unpleasant feeling. The best way to avoid that feeling is to start preparing for your next annual report as soon as your new fiscal year begins. That doesn’t mean you have to devote a ton of attention to it all year, though. Instead, just keep your upcoming annual report in the back of your mind and start a planning document or folder where you can put ideas and gradually gather materials.

Here are some tips to help you plan ahead for a less stressful annual report process:

Decide what you want to repeat

Review your last annual report. What worked well? If there were components that you’d like to repeat next year, make note of those in your annual reporting planning document.

Pinpoint the data you’ll need

Thinking ahead, consider what numbers you anticipate sharing, such as your organization’s number of active volunteers, and find out if you actually have that data. If there’s data you want to share but you haven’t been tracking it, set up a way to start tracking it now.

Brainstorm stories you can tell

Keep a running list of donors, volunteers, and stakeholders you may want to spotlight in your next annual report. And, take note of what makes their story compelling. As the year unfolds, you may find that a particular volunteer’s story aligns with your programming and so you can make that volunteer spotlight a priority in your annual report. Also check in with program staff periodically to get their ideas, too.

Collect images to support those stories

Your stories will be much more engaging to readers if you have great images to accompany them. When you have an idea of the stories you’ll share, you can make a point to get pictures during the year. For example, if a longtime board member will be retiring from the board, you can plan to get a few photographs of them at events over the year. That way, you’ll have a selection of recent photos to choose from and won’t have to schedule one at the last minute.

Communicate with your colleagues

If you’re depending on colleagues to provide program data and financials for inclusion in the annual report, give them ample notice. Explain specifically what information you’ll need from them and why it’s important. Provide a clear deadline, and leave a cushion of time just in case. Plan to send them reminders a few weeks and then a few days before their deadline.

Conclusion

A well-crafted annual report is a valuable source of information for existing supporters as well as potential new supporters. By planning ahead and gradually collecting your ideas and data over the year, you’ll be in great shape when it’s time for you to coalesce those materials into an engaging annual report.