HowtoWriteReport.ppt

Improving Communications Help for you to OWN your communications Communications: it’s not just for “the boss” Reporting is often seen as an expression of hierarchy (“you must give me this information”) instead of sharing information for learning. Communications Serves YOU Communications should make you energized and confident about the importance and impact of your work. Communications should inform AND inspire Ask yourself: what do you want to happen as a result of your message in a report or a meeting? You have project objectives? Then you also have COMMUNICATIONS objectives. Use What You Already Have/Do You can use things you have written to others in your formal reports later: Save all emails you send Take notes whenever you are on the phone Take your own notes in meetings How to Write a GREAT Report Practical tips to improve your written communications (please see the handout as well) For What Audiences are We Writing? Donor community UNDP Ministry Afghan public YOURSELF Different audiences have different needs! Formats: general theme: result-based reporting (what was achieved) follow the format, divide your inputs into usually activities, achievements, challenges, etc. Try to fill in all the categories: Risks (you cannot directly influence) can be: weather conditions, the security situation etc. Issues (you can change through diff. programming): understaffing, lack of funding etc. , every projects encounters these explain things as if you were explaining what you are doing to a friend. Processes have to be explained in more detail to donors than they have to be to the Dep. Minister. Refer to Your Work Plan: Ask yourself: How does this activity or result tie to my unit’s work plan? Why was an activity proposed, but not implemented? What were the challenges? Three KEY questions: What period are we reporting on? what report is your input for (monthly? quarterly?...) Indicate this in the text and file name What difference are you as part of N