Communicate Results

• Describe your Project
• Track Outputs
• Assess Outcomes
• Other Evaluation Resources

Building a Communications Plan

Communication planning can help you to plan how you are going to communicate the evaluation findings with each of your target groups.

It is important to craft your communications plan to your purpose, target group and timeline. To help you develop your strategy, answer the following questions:

WHO are you trying to reach?

Understanding your stakeholders and the evaluation information they need is critical to developing the different reports required.

The first question is: who is your audience? WVDA has a listing of possible audiences for your evaluation report. Use this as a guide to help you determine with whom you should share your results.  Compare this with the 'Identifying Stakeholders' worksheet you completed while you were making your plan for assessing outcomes.

(From the WVDA web site http://www.wvda.com/en/etk/results.html)

WHAT do you want them to know?

• progress update for a particular project
• information so that people can participate more in your work

WHEN will you communicate?

It is important to attach a timeline to your communications – remember, there can be seasonal influences on communication: for example, summer isn’t always a great time to reach people!

HOW will you communicate?

What is the best way to communicate to your audience? Remember that you can use the main evaluation report as the basis for other communication material. For example, you can use it to create presentations or write media releases.

• List the best ways of reaching your target group.
• List what resources you may require – e.g., human and financial resources, time.

Download a template for communications planning.

Report writing

Sometimes it is helpful to review report-writing skills.  There are some great resources on the web that you can take advantage of. Remember that whatever you write, it is best that it be clear and concise.

Working with the News Media

When writing your media release:

• Use language that everyone understands
• Avoid acronyms
• Be accurate, especially when you are quoting someone or using numbers
• Keep it simple.  If you are too wordy, they won't get your message

When you are interviewed:

• Expect to communicate no more than three key points
• State your most important points at the beginning of your conversation
• Be prepared for "off the wall" questions. You don’t have to answer them – instead, simply restate one of your three key messages.

Broadening your Reach

Newspapers, radio and TV are the usual places to distribute a media release. Also consider using newsletters, websites and meeting places of other community organizations.

Don't forget:

• Schools
• Apartment Buildings
• Cafeterias
• Community Centres
• Seniors Centres
• Corporate Newsletters
• Churches
• Chamber of Commerce Newsletters

Organizing Community Meetings

Some of your results will be communicated to the community through meetings and forums.

• Try to get meeting places that are well lit and free from distractions. 
• A large boardroom table in the middle of the room can create a barrier to communication.
• Have a chair for everyone who attends. Tables are optional.
• Be well prepared with your messages and make sure that any overheads, visuals, etc. are easy to read and brief.

Design your meeting so that there is a chance for real input from participants.  Given an opportunity for open discussion, they will feel that they are a part of the process or project.