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How to write an Annual Report for an NGO

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Annual Report is the single marketing tool of an NGO. It is important to write a good Annual Report of an NGO and send it to your Stakeholders for creating awareness about your work, gain support and raise funds for your Operations.

Published in: Government & Nonprofit
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How to write an Annual Report for an NGO

  1. 1. How to write an Annual Report of an NGO ? - Deepak Doddamani (Founder, Ashwamedh Foundation)
  2. 2.  Lession 1: Introduction to an ‘Annual Report’  Lession 2: Essentials of Annual Report  Lession 3: Planning and Preparation  Lession 4: Writing an Annual Report  Lession 5: Distribution - Deepak Doddamani (MMS, B.Tech, NCIAP, NCMP-4, NET in Management)
  3. 3. - Deepak Doddamani (Founder, Ashwamedh Foundation
  4. 4.  An Annual report is a comprehensive report on an NGO’s activities throughout the preceding year.  Annual report is the single Marketing tool of an NGO which is sent to various stakeholders of the Organization. It is focused on highlighting the achievements and successes in the preceding year.
  5. 5.  Compliance – Submission of an Annual report is mandatory for an NGO at the time of filing their returns.  Recognize important people – like donors, partners, volunteers, members of an NGO  Credibility – Through an Annual report you can maintain support and credibility for your NGO’s brand
  6. 6.  Demonstrate work – Preceding year work (activities and projects) is shared with donors, Government, Donor agencies for fund-raising purpose  Create historical progress report  Preparing an Annual report is good management practice
  7. 7.  Inspiration for existing team of Members, Volunteers, Staff, Donors etc. stakeholders  Motivation for potential volunteers, staff and donors  Readership and Engagement – Detailed report about the activities done and future goals etc. increases accountability of an NGO
  8. 8. - Deepak Doddamani (Founder of Ashwamedh Foundation)
  9. 9.  should be comprehensive and attractive  Should include sufficient and digestible information  Should contain simple language, short sentences  Should include all the important information about the NGO
  10. 10.  Should maintain balance between information and creativity in presentation  Should be properly conceptualized in size, format and paper to be used  Should have enough of graphics, photos, charts, tables etc.  Should be environment friendly
  11. 11.  Should tell the story of your organization from human experiences perspective  should give explanatory paragraphs about your Financials statements for Non-finance people  Should tell about the social impact created by the activities and projects in preceding year  should explain your future goals
  12. 12. - Deepak Doddamani, Founder of Ashwamedh Foundation
  13. 13.  Identify your audiences  Charity Commission  Board Members  Volunteers  Funders/ Donors/ Donor Agencies  Government  Partners  Supporters and Well wishers  Elected Officials  Potential Members/Staff/Volunteers/Donors
  14. 14.  Statutory Information  Social Impact of your Activities and Projects  Accomplishments  Milestones achieved  Funds Utilization  Future Goals
  15. 15.  Keep all documents up-to-date including your Project reports, activities reports, minutes, financials etc.  Record every activity – take photos, videos, testimonials & Interviews of beneficiaries and partners, volunteers involved  Prepare a Checklist of items/data required for preparing an Annual report  Prepare a Outline/Format  Plan content of every section of Annual Report in advance
  16. 16.  Executive Member  Board Members  Admin staff  Staff  Financial Person  Creative Member/Voluteer/Freelancer  Outsiders – for feedbacks and testimonials  CS/ Consultant if required
  17. 17. - Deepak Doddamani (Founder of Ashwamedh Foundation)
  18. 18.  Cover Page • Innovative Title e.g. ‘Impact Report’ • Attractive Design/Photos • Logo/ Address/ Phone number/Email/Website • Year of Annual Report  Executive Summary • Greetings • Opening words • Overview of Annual Report
  19. 19.  Index/ Contents Precise Names of Chapters with Page numbers  From the Desk of Founder/President/CEO/Managing Trustee • Personal Reflection of year’s activities • Highlights, Major accomplishments, Milestones • Plans for following year • NGO industry trends • Acknowledgements
  20. 20. Basic Information about the NGO • Organization details • Vision, Mission, Objectives • List of Governing body members • Organization Structure/Organogram • Legal Status ,Contact Details • Details of Income tax exemptions, FCRA details • Banker and Auditor details • Other Statutory Information • Membership and Partners
  21. 21.  Section wise Programs/ Project Description • Outline of activities, projects • Problem, Solution, Impact assessment • Details about the nature, venue, duration of activities • People Involved – Beneficiaries, Partners, Volunteers • Challenges Faced • Key accomplishments and learning
  22. 22.  Capacity Building • Training of Staff • Volunteers Registration Drive • Advocacy, communication & local ambassadors • Scaling up the pilot projects • Call for action  Research and Evaluation • Summary of Research and their findings • Monitoring and evaluation of systems
  23. 23.  Marketing and Awareness • Brand building activities • Social Media Marketing Reach • Publications • News and Public Relationship • Future Target  Future ahead • Ambition and Long term strategies • Opportunities and Future Plans
  24. 24.  Financials • Treasury report • Budgets and Financial Analysis • Funds received and allocations • Key Financials - Pie Charts, Trends • List of Donors • Major Future Expenses • Audited Financial Statements • Financial Summary and Notes on AFS
  25. 25. - Deepak Doddamani (Founder of Ashwamedh Foundation)
  26. 26.  Launching Annual Report • Event of an NGO / Annual General Meeting • Virtual Launch  Distribution • Detailed Version to Donors, Regulator • Condensed version for right audience • Annual Report + Visiting Card + Flyer of Upcoming program details in a paper-bag
  27. 27.  Different versions of Electronic Annual Reports can be prepared • PDF format • Video • PowerPoint • Podcasts  Optimize your E-Annual report for Email and Website, Mobile Phone viewing  Share on Social Media like Linked In, Facebook Page, Twitter handle of NGO etc. Keep track of Analytics/insights/clicks/views/downloads
  28. 28.  Collect and Organize data  Decide whom to involve  Decide theme and narrative  Keep Executive address short  Accomplishment and not activities  Effective Design and Format  Use case-studies, testimonials  Don’t overload  Use simple language, good fonts  Use visuals photos, graphs, charts, tables etc.
  29. 29.  Give correct captions to the photos  Stay on brand  Statistics can tell great stories  Stand out texts, quotes  Consistency is essential  Don’t talk about internal stuff  Explain Financials  Don’t brag about Fundraising  Triple Check Donor’s list  Ample Thanks and Call for Action  Go Digital

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