The art of generating co-design reporting products
The challenge of getting co-design reporting right
Ah, the art of reporting in co-design projects.
It's just documenting what we did, how hard could it be—
Hold that thought!
Reporting isn’t merely an exercise in generating factually correct documents that objectively cover what you did in the co-design project.
It's much more nuanced than that.
In this blog, we cover the importance of generating useful co-design reporting products, outline seven of the most common formats we use in our work and provide some prompt questions for you to ask your stakeholders to understand their reporting needs.
A one-size co-design report won’t fit all
Project steering group, project funders, service providers, interested stakeholders, and community members; each group has its own set of expectations and information needs.
Steering groups are keen on the bigger picture, focusing on how the project is moving forward and what risks are ahead. In contrast, funders are more interested in knowing that the right people are involved and that the project outcome is appropriate.
Service providers dig into the operational details to refine their programs and services. Interested stakeholders may want high-level summaries or granular insights, depending on what they are after. Community members are mainly concerned with the project's direct impact on their local area and lives and that their contributions made a difference. Catering to these diverse needs requires a range of reporting products.
Think deeply and ask the right questions before you write a co-design report
So, before you dive into writing, pause. Think about what you need to communicate and to whom. What questions are you answering, and what objectives are you addressing?
Defining the audience and purpose of your reporting products upfront can save time and confusion later on. Whether you work within an organisation or as a consultant supporting organisations to do co-design, it pays to go slow here and understand what the report will be used for before committing to writing it.
Common co-design reporting types
From years of experience delivering co-design projects, we've found that reporting products usually fall into these categories. Let's unpack them:
Progress reports
Progress reports are used to track project milestones, provide brief status updates to the steering group, and circulate among stakeholders to keep them informed.
Who's Reading? Steering groups and project managers primarily use these reports.
What's Inside? Updates on key activities, commentary on early themes arising through the process, and any setbacks or changes to scope.
The detailed technical report
This document serves as a comprehensive resource that covers all aspects of the project. It is exhaustive and data-rich. The purpose of a long-form technical report is to turn over all of the co-design inputs and findings in one document.
Who's Reading? Project steering group, internal teams tasked with re-designing programs or services based on report findings, and others interested in deep insights.
What's Inside? Methodology, findings, and a complete discussion are included, along with an executive summary and appendices that usually capture raw data and key themes.
Summary reports
Summary reports offer a concise view, focusing on essential points and findings. The purpose of a summary report is to communicate the outcomes of the co-design process as briefly and effectively as possible.
Who's Reading? Executives and decision-makers with limited time.
What's Inside? Introduction, key findings, infographics and recommendations are streamlined into a compact format.
Spotlight/showcase reports
These focus on particular issues or solutions relevant to a specific population group. In large co-design projects, it is expected to engage with a variety of stakeholders.
Who's Reading? Specific community groups or service providers that may progress targetted solutions to issues raised in the co-design project.
What's Inside? Targeted information regarding the needs, experiences and potential solutions for specific community groups and service providers.
Program or service framework
A program or service framework is one of those terms that means very different things to different people. In our experience, it relates to taking findings from a co-design process and adding detail about the core elements of a service model.
Who's Reading? Service providers and implementation teams.
What's Inside? Guidelines for each component of the model, best practices and service delivery principles.
Webinar/video
This format addresses those who prefer audio-visual information and is usually requested to complement a written reporting product to generate interest in the co-design process.
Who's viewing? Those who engage better with visual or auditory content.
What's Inside? Key findings and calls to action are highlighted.
Recommendations and implementation advice
This type of reporting product is usually an internal-facing report that advises an organisation on navigating organisational change.
Who's Reading? Project staff, decision-makers, implementation teams.
What's Inside? Specific steps, timelines, and advice for moving the project into implementation.
Anything Extra? Budget and risk assessments can help in planning.
Determining co-design reporting preferences
Each reporting format serves a distinct purpose and caters to different stakeholder needs. The choice of format should align with the audience's preferences to effectively communicate key messages.
We've compiled a list of 10 questions that we commonly use when asking key project stakeholders about their reporting requirements throughout a co-design project but also at times when reporting is most likely, such as at the end of a co-design project.
Questions:
How do you plan to use the information from this project?
Who needs to know about what is generated in this project? What do they need to know?
What level of detail do you need: high-level summary or in-depth analysis?
Are you interested in particular aspects of the project or the project as a whole?
How frequently do you need updates or reports?
What format do you prefer for receiving information: written reports, slide decks, webinars, or videos?
Do you need any supplementary material, such as infographics or checklists?
Would quotes or personal stories enhance the report for you?
Are there other stakeholders you think should receive a tailored report?
Does your desired reporting product capture the results of the project or does it focus more on the service model?
Co-design reporting is not a one-size-fits-all task. The complexity lies in its need to cater to diverse stakeholders, each with unique expectations and informational requirements. Therefore, knowing your audience is key.
Tailoring your reporting products ensures effective communication and maximises the utility of the co-design process. Whether it's a detailed technical report or a concise summary, each report format serves a particular need and audience.
Thoughtful planning, active stakeholder consultation, and focused execution are essential steps to master the art of generating useful co-design reporting products.
For those interested in diving deeper into co-design methodologies and reporting formats, visit our Co-Design Home Page. Here, you'll find an array of resources, from templates to case studies, all designed to guide you through your co-design journey.
