Designing Your Report Process, Calendar, and Expand Reporting
Welcome back! In our previous post, we discussed how to evaluate your current reports and take actionable steps to improve them. In this installment, we'll delve into designing an efficient report process and calendar, bringing transparency to your efforts, and showcasing the hard work your team puts in throughout the year. Additionally, we'll explore how to expand your reporting efforts by repurposing content and supporting other departments–ultimately enhancing your donor engagement and appreciation.
Understanding the True Time Commitment
We often hear that reporting takes too long, but do you know exactly how long it takes to produce your reports? Most people have a rough idea and block out a general time frame on the calendar. However, this rough idea rarely accounts for all of the moving parts. To provide a clear picture to yourself and your leadership, you must document your process and plot a timeline. This exercise will reveal the true scope of your work, making it easier to manage resources and set realistic expectations.
Plotting Your Work and Time
To plan your reporting process effectively, choose a method that suits your organization’s workflow. Some examples include:
Digital Calendars: Utilizing Outlook or Google Calendar to schedule tasks with due dates.
Documents: Creating a detailed plan in Word or Excel, possibly using a Gantt chart.
Project Management Tools: Use platforms like Asana or Rocketlane for a more dynamic and collaborative approach.
Regardless of the method you choose, be sure to include every task; e.g.,who is responsible for each task, time allocated for reviews and design, and post-delivery tasks like handling returned mail and engaging with survey responses. Conduct this exercise for all your reporting cycles.
Considering the Bigger Picture
As you plot out your reporting tasks, consider the broader context of your team’s workload. For instance, if your busiest three months include reporting and multiple significant events, you must recognize that your extended reporting timeline might be due to these additional responsibilities. This comprehensive view helps when reallocating resources and balancing workloads more effectively.
Integrating Organizational Reports
Include any other significant reports that your office may not directly handle in your calendar but impact your timeline, such as organization-wide annual reports or departmental status updates. This holistic approach ensures your team understands all donor touchpoints, and allows for strategic planning with partner departments.
Repurpose Content; Create More Reports
With a clear understanding of what you’re creating and how much time it takes, you can now consider expanding your reporting. Before you worry about additional workload, we are focusing this expansion on leveraging existing content. For example, if you already produce an infographic highlighting scholarships in your endowment reports, consider sending this piece to scholarship supporters who don’t receive a dedicated report. Repurposing content in this way allows you to reach more supporters and demonstrate impact without starting from scratch. Reflect on your report assessment: how much of that content can be shared with different audiences?
Support Reporting Outside of Your Team
Another way to grow your reporting efforts is by supporting other departments in their reporting. Donor Relations teams can’t handle all reporting alone, nor are they always closest to the content. By empowering other teams to create their own reports, such as Annual Dean’s Reports or State of the College reports, donors receive stories from those who know the content best. However, most departments lack the expertise in crafting these stories into impactful donor communications.
Here’s how to support these teams:
Align Goals: Remind departments of the top 1-3 organizational goals to ensure their reports align with your overall strategy.
Offer Production Support: Provide facts, share video recording resources, or assist in other ways to help them create compelling reports.
This approach not only increases the volume of reporting but also strengthens partnerships and allows others to shine.
Strategic Engagement Reporting
Not all donor groups need annual reports, but they still deserve regular engagement. For instance, legacy donors provide significant support, but their impact is often realized in the future, making it harder to show immediate results. Design engagement opportunities specifically for these groups. Create a report that highlights the impact of legacy gifts on your organization. This allows you to express gratitude, show how their commitment is honored, and reassure them that their story will be told. Such targeted reports help keep these donors engaged and appreciated. Want to find some great samples, check out our sample library!
You will significantly enhance your donor relations reporting by evaluating your current reports, designing a clear process and calendar, and strategically expanding your efforts. This journey allows you to show appreciation more effectively, demonstrate impact more broadly, and engage donors more deeply. Remember, the goal is not just to report but to build lasting relationships through meaningful communication.
Thank you for coming back for part two of this journey to elevate your reporting practices. We hope these insights empower you to make impactful changes and continue growing your donor relations efforts. Stay tuned for more tips and strategies to keep your donor communications fresh and engaging.
Written by Liz Menne
