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Writing effective evaluation reports

When developing and writing an evaluation report, try to address the following issues, as suggested by A Thompson (2005), Guide to business report writing, available at bestentrepreneur.murdoch.edu.au/Guide_To_Report_Writing.pdf.

Determine the scope of the report: Be clear about the purpose of the report and keep this in mind when collecting information and reporting findings and recommendations.

Consider the target audience, its needs and decision-making processes when determining the report's style and format including:

• audience demographics, such as age, alliances, attitudes, etc.
• education level, especially in regard to experience and knowledge of NRM
• responsibility for decision-making
• level of detail required and background needed
• level of technical language and need to define terms, perhaps in a glossary
• how to assist understanding by using visual aids.

Gather and organise information by providing:

• background information with objectives, project plans, investment plans, policy environment, etc.
• methodologies used in collecting information and managing it
• literature that was used to guide and inform programs and projects
• historical information, such as baselines or needs analyses
• records of experiences and external influences
• visual tools such as graphs, tables, etc.

Analyse and weigh information so that findings are balanced and justifiable, numbers reported are explained and their significance identified, analysis methods are documented and findings are weighed in the context of internalities and externalities.

Present findings and recommendations in a non-threatening and efficient manner so that ongoing improvement is not jeopardised. Ensure that findings, which could be seen as negative, are reported constructively.

Report format must reflect the purpose, audience, kind of information being reported and desired outcome. Ensure information is conveyed accurately and objectively. Presentation quality will influence the perception of information quality, so ensure the report is accurate, concise and that punctuation and grammar emphasise intended meaning.

Use an evidentiary approach which illustrates the relationship between the facts and the recommendations and thus instils confidence in stakeholders and audiences.