
In donor relations, our foundation has two primary responsibilities: expressing gratitude and demonstrating impact. While we often focus on thanking our donors, showing impact through reporting is equally crucial. However, reporting has become so complicated that we handle it on auto-pilot. This blog series aims to break that cycle by re-evaluating our reports and processes, documenting our workflows, and discovering ways to enhance our reporting throughout the year. Let's take control of our reporting journey together.
Part 1: Evaluating Your Current Reports and Processes
Like any journey, you need to know your starting point to chart the course forward. Do you know where you stand with your reports? Do you understand the rationale behind the content? Are you aware of how your donors perceive these reports? This guide will help you address these questions and more as you kick off this reporting review journey.
Gather Your Reports
Start by collecting every report your team produced last year, whether for the calendar or fiscal year. The collection should include print and digital formats of Annual Endowment Reports, folders, envelopes, videos, website content, financial data layouts, impact statements, endowment overviews, email content, etc.
Review Each Report Group
Lay out all your gathered materials and begin your review:
Holistic Review: Examine the report package as a whole. Ask yourself:
Does all the information make sense together?
How would the experience change if some information was split up?
Are you trying to convey too much at once, or is there too little content to justify a report?
Take notes on what feels cohesive and what seems out of place.
Individual Asset Review: Next, evaluate each component of your reports. Consider these questions:
What purpose does this piece serve?
Is this a requirement? If so, who mandates it?
How long did it take to produce this piece?
Does this create the donor experience we want?
Is it a cohesive experience?
Do we have data on donor engagement with this piece? Does the data justify the effort involved?
Taking Action
Now that we are armed with report review insights, it's time to take action:
For Less Effective Assets:
Can we cut this piece? Sometimes, simply eliminating an unnecessary element is the best course of action.
Can we revamp the element? If the piece is necessary, consider how to improve it to better engage your donors.
Can we bring in a partner? Collaborate with others to enhance the effectiveness of the piece.
Would this asset work better in a separate report? If certain information doesn't fit well with the rest of the content, consider creating smaller, focused reports.
For Stronger Assets:
What makes this asset stand out? Understanding its strengths can help you replicate its success in other content.
Is there room for enhancement? Even strong elements might benefit from a design refresh or updated data to keep them engaging.
Identifying Trends
As you review your reports, you'll likely notice patterns. Perhaps some elements are highly valued but difficult to produce, or specific teams consistently face roadblocks. Document these trends and discuss them with leadership to find solutions and capitalize on your successes.
Conclusion
With your report assets reviewed and organized, it's time to take a breather. In the next installment, we'll discuss why designing a structured reporting process and calendar is essential. Stay tuned as we continue to refine and elevate our donor relations reporting.