Eval Academy Week: Reporting Evaluation Findings – Writing for Our Audience by Eyerusalem Tessera

Date: Thursday, January 16, 2025

In a world inundated with information, the challenge for program evaluators lies not in collecting data but in distilling it into meaningful insights that spur action. As evaluators, we often find ourselves grappling with the vast amounts of data we gather, yet the ultimate goal transcends mere reporting; it is about communicating findings in a way that drives decision-making. This is crucial in program evaluation, as clear and concise reporting can significantly enhance the impact of our work, ensuring valuable insights aren’t overshadowed by jargon or statistical noise. My name is Eyerusalem, and I am an evaluator at Three Hive Consulting and contributor at Eval Academy. I have over 10 years’ experience in program evaluation.

Recently, I was reminded of this challenge when a former client requested a brief, five-page report instead of a comprehensive document for our upcoming evaluation project. This request resonated with a study I read that indicated executives only have about seven minutes a day to read. My initial instinct was to wonder how to share all the data succinctly, but the better question is to determine which insights deserve to be highlighted.

Early in my career, I believed that providing extensive data was synonymous with thoroughness. However, experience taught me that effective reporting lies in identifying the sweet spot—where sufficient, impactful information is presented without overwhelming the reader. Focusing on these two Hot Tips has helped me synthesize my evaluation reports:

• It is vital to understand who will read your report and how they will use the findings. Tailoring your message to fit the audience can significantly affect how your insights are perceived. This starts in the evaluation planning stage, where you can identify who needs to know what.

• The most effective reports don’t overwhelm you with unnecessary data; they focus on key findings that directly address your evaluation questions. Limit your report to the main insights that will inform decision-making. Refer to the evaluation plan to identify the key information needed from the evaluation. A streamlined approach enhances readability and retention, allowing relevant parties to grasp essential messages quickly. In addition:

• Use charts and tables to summarize large amounts of data.
• Use diagrams to show complex ideas, sequential steps and relationships.
  • Edit your report by shortening and simplifying your sentences.
• Make your key findings stand out. Highlight important information and key findings using font, colour, and size.

As program evaluators, we must rise above the tendency to present every detail and focus instead on what truly matters. By knowing our audience and simplifying our findings, we can weave narratives that convey insights and spur meaningful action. If you don’t believe me, Kylie S. Hutchinson, a seasoned evaluator, has written a book and Christmas carol about it.

I understand that lengthy reports might be suitable in some rare instances and our own evaluator and my colleague has written an article in defense of long reports.

Ultimately, the art of reporting lies in the balance—providing enough information to inform and guide without drowning the reader in data. The impact of our evaluations hinges on our ability to communicate findings clearly and persuasively, transforming data into narratives that prompt action.

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