Why You Should Start Your Annual Report Now

Make sure next year’s annual report writing process is a breeze by starting your prep now. Put the systems in place now so you and your staff will be able to contribute to the annual report throughout the year. That means that when autumn rolls around and you start thinking about year-end tasks, your annual report will practically be finished already. Use Google Drive, Drop Box or any other collaborative system your organization uses to set up a shared location to keep highlights and data for your annual report. Here’s a list of things to include.

Branding elements & style sheets

Your designer will need these. Find the largest, highest quality branding images you have. JPG or PNG files are good, but original PSD files are usually better.

Photos

Set up a photo-gathering process now. If you don’t already, start taking lots of photos - of volunteers, staff, community, events, anything remotely interesting. It’s better to have too many photos than not enough. Make a central location like a google drive or shared folder where all contributors have the ability to upload photos. Encourage people to contribute throughout the year. Also, if you don’t have access to one already, consider investing in an affordable DSLR camera for your organization and take it to everything.

Stories

If your year is structured you might already know what you’ll want to feature in next year’s annual report. If not, take opportunities throughout the year to take note of anything you think will make your annual report more compelling. Record fundraising milestones, get testimonials from happy clients, make a note of special events and new programs and initiatives.

Growth Stats

Do you already have a data gathering process in place? Think about what kind of successes you are anticipating and start tracking them now. Volunteer hours worked, clients served, flowers planted… Keep track of it all.

Financial Statements

As soon as your audited statements come back from the accountant, put a copy in with your annual report file.

Other records you should be keeping

Donor lists

Grant recipient lists

Staff list

Staff photos (optional)

Do this last

Start thinking of who is going to write your message from the chair/executive director. One or both needs to write a brief statement. Make it personal, focus on your successes, and thank everyone for another year of hard work and support.