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Reporting Methods
Abstracts and BriefingsAn abstract is a short written overview and a briefing is a short oral overview. Both allow the evaluator to give a quick overview of the evaluation. They should include the reasons for conducting the evaluation, as well as the evaluation's major conclusions and recommendations. This type of presentation is most useful when the audience is too busy to read a full written report, or to sit through a lengthy presentation. Abstracts or briefing are usually part of a larger report. If this is the case, the abstract or briefing should always be prepared after the larger report is completed. RATHER THAN A LENGTHY REPORT. Annual ReportsAn annual report allows the evaluator to give a detailed overview of an evaluation. This type of presentation is most useful for an audience interested in a highly formal report on all aspects of a study. It generally includes a summary, background information, a description of the evaluation study and the results. IF YOU FOLLOW A PROVEN FORMAT. BrochuresBrochures are printed in large quantity to promote a program or raise awareness about a topic. Brochures usually have three panels (sections) with two folds or they can have four panels with three folds. A panel can be designed to be torn off and mailed back for additional information. Generally, brochures are large enough to ensure important data, information, graphs or photos can be displayed appropriately. They can be quite effective in conveying a message to a large captive audience. WITH AN AUDIENCE OF YOUR CHOICE. ExhibitsExhibits can be display boards, an arrangement of materials and publications, or some working contraption to attract attention. They are a good way to create awareness about your program or evaluation results. Exhibits are often used at large events like fairs or conferences. They are a good way to network and put information into people's hands. Most likely, they will not change behavior, but they can create awareness. Exhibits should be planned to include a title, several bulleted statements of lists to convey your message, photographs or illustrations. A generic display board that can be used with interchangeable parts will be well worth the investment. Often people will also display a video, play music or lay out publications for viewers to take on the exhibit table. Exhibits that have a gimmick are most successful at attracting an audience. "Make and take" activities, free gifts, and candy are attractions that draw people to the exhibit. Fact SheetsA fact sheet is usually a simple, one-page document listing statistics in a simple-to-read format for any audience. It provides the reader an opportunity to easily pick out relevant statistics at a glance. STATISTICAL INFORMATION AT A GLANCE. News ReleasesA news release is a good way to raise public interest in a study or evaluation you have conducted. News releases should be clear and concise. They should highlight only the most important details of your evaluation or study. When writing the news release, begin with the most important information. Quotations may also be used to draw attention to important information. The news release should also include the name, phone number and address of a contact person to give reporters the opportunity to ask questions about any information contained in the news release. Also, the news release should end with "- 30 -." This will alert the reporter that the news release is finished. IN THE RESULTS OF YOUR STUDY.
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