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How to make an annual report

How to make an annual report. Veerle Custers TF PR, 28th Sept 07. Why?. Legal obligation Gain credibility, transparency Image and identity Motivate personnel Tool for evaluation Information

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How to make an annual report

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  1. How to make an annual report Veerle Custers TF PR, 28th Sept 07

  2. Why? • Legal obligation • Gain credibility, transparency • Image and identity • Motivate personnel • Tool for evaluation • Information • The annual report has become more and more a communication/PR tool and less a financial tool (more creativity and more dynamic) .

  3. Why we use it at BELNET • Legal obligation • Gain credibility, transparency • Image and identity • Motivate personnel • Tool for evaluation • Information

  4. Target audience • Staff • Politics / Government / Parliament • Administration / Ministries • Clients: universities, colleges, schools, research centers, … • Organizations: other NRENs, TERENA, Dante, … • Key contacts: researchers, … • Suppliers • Media, journalists

  5. Target audience for BELNET • Staff • Politics / Government / Parliament • Administration / Ministries • Clients: universities, colleges, schools, research centre, … • Organizations: other NRENs, TERENA, Dante, … • Key contacts: researchers, … • Suppliers • Media • 1550 copies (750 Nederlands, 650 français, 150 English)

  6. Questions • What are the primary and secondary target groups of a annual report? • Can you reach some of these groups more efficiently in a other way? • What does the target group interest most? • What do they already know about your organization? • What image do they have of your organization? What image do you want them to have? Can an annual report help? • Do you want to inform? Motivate? Keep in contact? Reassure?

  7. How? • Find a method that works within your organization. • Evaluate after each annual report and make changes in the project mgt for next year. • For example: a annual report task force • Do’s: • - Be very clear on what you expect from others. • - Be very clear on who takes the final decision. • - Ask for administrative support

  8. Theme • Central message • Topical matter/subject • Influence on what comes • Don’t: postpone choice of title • Do: test translation of the title

  9. Table of Contents • Point of view of the reader vs. structure of the organization • Mind mapping, think ‘out of the box’ • Adapt to chosen theme • Use testimonials (internal, external) • Overview of important facts/projects

  10. Collecting the information • Do: • Give asap instructions • Hold on to a realistic timing • Check the information • Be critical • Double check the information • Centralize the information • Keep in mind target groups and goals • Triple check the information • Use project sheets + interviews

  11. Criteria for content

  12. Criteria for style and structure

  13. Lay-out • What image do you want? • House style? • Do: • Get professional advice • Don’t: • Let too many people decide

  14. 2003

  15. 2004

  16. 2005

  17. 2006

  18. ? 2007

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