Different Formats for Different Audiences

This KnowledgeBase archive includes content and external links that were accurate and relevant as of September 30, 2019.

There are many different types of reports that are suitable for different types of audiences. Some groups might not have the time or interest in the myriad statistical details, but would still like to know the gist of your report. Others may well have the time and the interest, but might not have the know-how to interpret complicated data. Some groups--those who you're trying to generate interest from or who only have a passing interest--won't handle a dry, dull, technical report very well. Funding agents, grantmakers, advisory boards, and program staff will most likely want detailed, explicit information. You should always take into consideration the type of group you're presenting the information to and tailor your presentation to that audience.

Here are some ideas of what types of reports work for what audiences:

• Technical reports: This is a detailed report on a single issue, such as a small study on one or two sample groups. It can be given at a staff meeting or as part of a larger report.

  Best for: funding agencies, program administrators, advisory committees
   

• Executive summary: A few pages, usually at the beginning or end of a longer report, which outlines a study's major findings and recommendations.

  Best for: funding agencies, program administrators, board members and trustees, program staff, advisory committees, political bodies, program service providers (technicians, teachers, etc.)
   

• Technical professional paper: A detailed article that summarizes information for a scientific, or other technical, audience. It usually contains information about what is done, how to do it, what worked and what did not work, and why.

  Best for: program administrators, advisory committees, organizations interested in program content
   

• Popular article: An article written with the target audience of the medium in mind. Some magazines and papers target specific populations. It normally contains more information than a press release, but focuses on two or three quick points.

  Best for: program administrators, board members and trustees, program staff, political bodies, community groups, current clients, potential clients, program service providers, organizations interested in program content
   

• News release and/or press conference: A gathering with the media done for the purpose of releasing specific information.

  Best for: program administrators, the media, wide distribution of simplified information
   

• Public meeting: A gathering that's open to the general public where more general evaluation findings are released in a clear, simple manner, usually with some time set aside for open discussion.

  Best for: community groups, current clients, the media
   

• Media appearance: Different from a press release in that this incorporates some sort of staged event--for example, a local author doing a public reading to highlight awareness about a study on adult literacy.

  Best for: current clients, the media
   

• Staff workshop: A more interactive, working presentation for your group or coalition's staff and volunteers.

  Best for: program administrators, program staff, program service providers
   

• Brochures/posters: Brief, simply-worded printed materials that can be distributed and mailed to various outlets in the community. Needs to focus on one quick point.

  Best for: potential clients
   

• Memo: A short letter circulated internally among program staff.

  Best for: program administrators, program staff, program service providers
   

• Personal discussion: Sitting down face-to-face to discuss evaluation findings with an individual or small group.

  Best for: funding agencies, program administrators, program staff, program service providers

Source:

Captured from The Community Toolbox website at http://ctb.ku.edu/en/tablecontents/sub_section_main_1376.aspx.

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