So we're going to look at the preparation phase of reporting here, which is where we:

• Set our investigation objectives / reporting objectives . research objectives.
• Plan for data collection.

And there are a few points that we're going to cover in this section.

Setting our objectives - how do we do that? Setting realistic expectations, knowing what we can expect to find?

We'll be looking at how we can deconstruct or map out the report or the terms of reference for the report to give us a framework both for data collection and later something that we can use for analysis and drafting - the same framework, the same map, based on the report format or the terms of reference. We'll look at identifying the questions that the report has to answer, and at identifying who has the answers so that we can create a data gathering plan to collect the information needed.

So why do we report?

• To facilitate smooth implementation of programs, to keep projects on track, to keep them running smoothly. That includes monitoring activities and use of resources as well as progress towards results.
• And at later stages, we want to measure and demonstrate that we have achieved, show decision makers that we have achieved our outputs, the project outcome and contributed to its impact.
• Reports help us to be more transparent and they're part of any accountability system.
• And we may have specific purposes for reporting. For example, management, project management or donors may have a specific concern to be investigated or end users of the project, the target groups, beneficiaries and communities, may have concerns which need investigation.
• Good reporting can also help us gain support for our work.

Each time we report, we're going to have some specific objectives and you need to ask yourself these questions before you begin.

Why exactly are you conducting this investigation? Is it regular monitoring? Is it a review? Is it an evaluation?

Is there a specific question that that report needs to answer?

We also need to know something about the history. Project staff may come and go but those reports will provide us with the background and the history. What's happened in the past until now that will alert us as to what we may be looking for or what we may expect to see and what are, if any, current issues that need to be explored and investigated during this reporting period.

Perhaps we are more reflective, perhaps more evaluative thinking, and looking at the strengths and the weaknesses of what we've been doing or what we've achieved and how we work.

Or we may be looking more at the processes, the efficiency.

Are we measuring progress towards or completion of specific results? Can we expect to see those?

And, most importantly, what will happen as a result of this report? Remember, professional writing is about making something happen. So who will use that report and what kind of changes may be implemented as a consequence?

To take one donor requirement for reporting, let's look at the EU's take on monitoring, review and reporting. Why report?

• Firstly, it's about the identification of successes and problems faced during project implementation.
• Reporting, from their perspective, is for informed and timely decision making by project managers to support implementation and smooth facilitation of programs. Informed: based on information. And timely: so that changes are made at the right time.
• Accountability for use of resources and results achieved.
• Fourth is stakeholder awareness and participation.

And I'm really glad to see this here in the EU requirements because our stakeholders are our primary source of data and they're the most important. They're the most important people in that project, especially our primary stakeholders, our target groups, and measuring their reactions and feelings, learning, change in behaviour and satisfaction is key to keeping projects on track and relevant.

And of course we have evaluation of project achievements. What did that project actually deliver in terms of change?