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Reporting Methods


Abstracts and Briefings

An 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.

TIP: GIVE YOUR AUDIENCE AN ABSTRACT
RATHER THAN A LENGTHY REPORT.

[Abstract Example]

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Annual Reports

An 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.

TIP: ANNUAL REPORTS CAN BE INTERESTING
IF YOU FOLLOW A PROVEN FORMAT.

[Annual Report Tips and Outline Example]

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Brochures

Brochures 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.

TIP: A BROCHURE CAN HELP YOU COMMUNICATE
WITH AN AUDIENCE OF YOUR CHOICE.

[Brochure Tips]

[Brochure Example]

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Exhibits

Exhibits 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.

TIP: BIG IS BETTER WHEN DESIGNING AN EXHIBIT.

[Exhibit Tips]

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Fact Sheets

A 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.

TIP: FACT SHEETS CAN EASILY CONVEY
STATISTICAL INFORMATION AT A GLANCE.

[Fact Sheet Example]

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News Releases

A 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.

TIP: TRY A NEWS RELEASE TO GET THE PUBLIC INTERESTED
IN THE RESULTS OF YOUR STUDY.

[News Release Example]

[News Release Tips]

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Newsletters

Newsletters are generally written for a particular audience. New parents, club members, childcare providers and professional association members are some of the audiences targeted with newsletters. Newsletters can be written and distributed monthly, quarterly or even semiannually. Whatever the distribution schedule, it should be regular in order for those receiving it to begin to expect and look forward to receiving it.

Newsletters can vary in length. They can contain graphics showing data results, pictures and other items of visual interest. Some newsletters are copied on the front and back of one sheet of paper, while others may be stapled or folded, and be as long as six pages.

Before initiating a newsletter, survey the potential audience (by phone, in a small group or by mail). Ask them the preferred length, schedule for receipt and content of a newsletter.

Often newsletters serve as a primary link -- and sometimes the only link -- with an audience. Finding writers or locating content is the most tedious part of compiling a newsletter. There are excellent sites and sources of information online. Be sure to check out the sources, however, for credibility, and pay attention to copyright restrictions. A good place to start seeking information is CYFERNet (Children, Youth and Families Education Network) at http://www.cyfernet.org.

TIP: NEWSLETTERS CAN HELP YOU COMMUNICATE
WITH AN AUDIENCE OF YOUR CHOICE.

[Newsletter Example]

[Newsletter Tips]

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Posters

Printing posters is a good way to advertise programs and create awareness. Often they are used to promote a single idea, event, a point or to generate interest. A poster can be a great way to interest people in a presentation about the results of a study.

Posters should be designed with minimal information so that people who quickly glance at the poster will quickly absorb a message. Place them in locations your potential audience frequents like stores, banks or community centers.

Use questions (not just statements or pictures) to initiate an interaction with people. They entice people to find out more.

Different colors affect the eye differently. Bright colors can help attract a user's eye contributing to higher response rates. Research has shown that blue, green and yellow work best, while white, red and black are less effective.

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Slides and Overheads

Often learners are visual as well as auditory. Displaying key presentation points often enhances the ability to absorb what is said. In advance, be sure your equipment works, the lighting is appropriate, and there is time to include visuals as part of your presentation.

Use slides and overheads whenever possible to illustrate ideas. They can help break down complex concepts into simpler ones. You can use your visuals to build the audience's interest in your data step by step. Text should be minimized on each visual by using six to eight words per line and six to eight lines per visual.

[Slide and Overhead Design and Presentation Tips]

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