If you’re ready to make planning your next annual report feel less stressful and less rushed, you’re in the right place.
Planning ahead is how we keep ourselves focused and energized throughout the process. Because it is a process. With a little structure and intention, you can plan an annual report that’s not only stress-free to create, but also deeply effective in how it connects with your community.
In this post, we will walk you through the key steps we recommend for effective annual report planning:
Step One: Set Aside Two to Four Months for Planning
To avoid the last-minute rush, you want to set aside at least two to four months just for planning. Not writing. Not designing. Just planning.
That means getting clear early on about the story you want to tell, figuring out how you’ll collect the right content, and deciding who will take charge of each element of the larger report.
Step Two: Set the Story Before You Start
Every strong annual report has a unifying message or theme that ties it all together. This isn’t something you want to figure out in the final weeks before publication.You need time to brainstorm an overarching theme and story for the year.
Ask yourself:
- What story are we telling about this year?
- Was there a breakthrough moment?
- Was there a challenge we overcame?
- How did we step into our vision or mission?
We recommend settling on your core message and visual direction as early as possible, ideally at the beginning of the year you’re reporting on. That way, you can intentionally gather content that supports the narrative as the year unfolds, instead of scrambling for it later.
Step Three: Build Content Collection into Your Daily Operations
The best annual report content happens in real time. We’ve all been there, digging through old files hoping to find that perfect quote or photo. But when you capture meaningful moments as they happen, you naturally build a rich library of stories to share.
That’s why it’s so important to set up simple systems for collecting compelling quotes, powerful photos, and impactful metrics throughout the year. Tools like shared folders, weekly reminders, and easy-to-access release forms can make a big difference.
Equip and encourage your program staff to spot potential annual report moments and document them properly. That means getting photo releases signed when you take the pictures, not months later when you’re trying to track people down. It means asking for testimonials while the experience is still fresh in people’s minds. And it means documenting your wins with specific numbers and stories in the moment.
Step Four: Assign Clear Roles and Responsibilities Early
One of the biggest reasons annual reports get delayed or derailed is a lack of clear ownership. To stay ahead of this, decide upfront who will serve as the project manager and who will be responsible for gathering and organizing content, writing or editing copy, and designing the report.
Even if you’re planning to hire an annual report designer (we’d love to help!), your internal team still plays a key role in collecting content, providing feedback, and coordinating the project. When everyone knows their role from the start, things stay on track, and everyone stays on the same page.
Step Five: Think Beyond the Report
When you plan an annual report, you’re not just creating a single publication. You’re building a content library that can power your donor stewardship and communication efforts for months to come. With a little intention, the stories, stats, and visuals you collect can be repurposed for:
- Newsletters and Email Campaigns
- Social Media Storytelling
- Grant Applications and Reports
- Board Updates and Fundraising Decks
- Website Content and Donor Appeals
One well-planned annual report can become a full year’s worth of content. Think: postcards that highlight specific programs, digital reports tailored to different donor segments, or a drip campaign that shares impact stories throughout the year. The real value of planning ahead is in how many ways you can use that content to connect with your donors and community after your report is published.
If you need support planning and designing an annual report, Fundraise is here to help.
Contact us to get started or download our free Annual Report Planning 101 guide.
