Logos: Heart Foundation and Australian Active Innovation Challenge

Module 6.5: Reporting - Telling your project story

AAIC training modules

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Module 6

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Module 6.5

Reporting - Telling your project story

In this module, you’ll learn how to turn your project results into a clear, confident story of progress, learning, and impact.

This module will explore:

  • What makes a strong, story-driven report
  • How to turn data into insights people care about
  • Ways to make reporting more useful (and less overwhelming)
  • What the Heart Foundation looks for in AAIC reports

Learning outcome:

By the end of this module, you’ll feel more confident sharing your results in a way that highlights the impact of your work and supports your future goals.

Introduction video

Purpose of reporting

Reporting is one of the most essential elements in a Monitoring and Evaluation (M&E) system. While data collection and analysis are vital, they mean little without the ability to communicate findings in a clear, actionable, and audience-appropriate manner. It’s how you make sense of the data you’ve collected and share what you’ve learned. Reports help you communicate with funders, partners, community members, and your own team -showing what’s working, what needs adjusting, and why your project matters.

In its simplest form, reporting is about telling the story of your project. It answers questions like:

For small community-based organisations, especially those with limited M&E capacity, reporting might seem overwhelming. But with a clear understanding of your project's objectives, indicators, and stakeholders' information needs, it becomes a manageable and powerful tool.

Using reports to plan what’s next

Reporting isn’t just about looking back, it’s also about helping you move forward. Your reports can help you:

Monitoring and evaluation give you the insights you need to make strong, informed decisions. Whether that’s reallocating funds, shifting session formats, focusing on a different demographic, your reports become a planning tool to make your project more effective and responsive (Kimasan, 2023).

Take a moment to reflect on why your story matters. In this short video, evaluation expert Michael Quinn Patton shares a musical perspective on the heart of evaluation.

The Power of Song for Evaluators – 2023 (Video)

Time to put it all together

Good reporting is more than a funder requirement. It’s a way to reflect, grow, and build trust. For community-based organisations, it’s also a chance to share your story, show what’s working, and build support for what comes next.

When reporting is part of your bigger monitoring and evaluation approach, not just the final task, it helps create a culture of learning and smart decision-making. This is good for everyone: your team, your funders, your community, and most importantly, the people your project supports.

Ready to bring everything together? Use this simple worksheet to map out your Monitoring and Evaluation plan - all in one place.

Click to download the Monitoring and Evaluation Framework worksheet (PDF)

Tips:

  • Keep it simple - focus on 2 or 3 key objectives.
  • Refer back to your logic model and indicators for guidance.
  • Choose tools that are easy to use and match your project capacity.
  • Assign responsibility clearly - who will collect the data, and when?
  • Reporting can be informal - a summary email, community presentation, or final report.

Need a hand?

If you get stuck or want someone to check your M&E framework, please get in touch. We can help you:

  • Finalise your indicators
  • Choose the right data collection tools
  • Adjust your plan if your project changes

Patton, M.Q., 2023. The Power of Song for Evaluators. [video] Available at: https://www.youtube.com/watch?v=0KYfCngn1Fk

Kimasan, R., 2023. Enhancing Program Effectiveness through Monitoring and Evaluation (M&E) Insights. SDS Consulting. Available at: https://www.sdsconsulting.org/enhancing-program-effectiveness-through-monitoring-and-evaluation-me-insights/

Below is the list of references and recommended resources that informed or support the content in Module 6: Monitoring and Evaluation (M&E).

  • Action Against Hunger. (2016). Monitoring, Evaluation and Learning in Emergencies. https://www.actionagainsthunger.org
  • Australian Institute of Family Studies (AIFS). (2019). A guided tour through programme logic models [Video]. YouTube. https://www.youtube.com/watch?v=m8HGUEuDgrQ&t=90s
  • BetterEvaluation. (n.d.-a). What is an indicator? https://www.betterevaluation.org/en/themes/indicators
  • BetterEvaluation. (n.d.-b). What is evaluation? https://www.betterevaluation.org/en/what-evaluation
  • Datalab.Africa. (2021a). Project monitoring & evaluation explained | 1 - What is monitoring? [Video]. YouTube. https://www.youtube.com/watch?v=uAkMTgnuWvI
  • Datalab.Africa. (2021b). Project monitoring & evaluation explained | 2 - What is evaluation? [Video]. YouTube. https://www.youtube.com/watch?v=WcyTpzL83yk&t=32s
  • Department of Planning, Monitoring and Evaluation (DPME). (2019). National evaluation policy framework. Government of South Africa.
  • European Commission (EC). (2004). Evaluating EU activities: A practical guide for the Commission services. Brussels: EC.
  • Gertler, P. J., Martinez, S., Premand, P., Rawlings, L. B., & Vermeersch, C. M. J. (2016). Impact evaluation in practice (2nd ed.). Washington, DC: World Bank.
  • Goldman, I., & Parbari, S. (2020). Using monitoring and evaluation to improve public sector performance. World Bank.
  • Grosvenor. (n.d.). Why program evaluation is a great opportunity for program managers. https://www.grosvenor.com.au
  • Hearle, D. (2021). Monitoring and evaluation concepts [Video]. YouTube. https://www.youtube.com/watch?v=vby29hiNU_Q&list=PLBSIU6Xsc6saAr2PDujKecX8SC6G31CL8&index=30
  • Hearle, D. (2021). Monitoring and evaluation techniques [Video]. YouTube. https://www.youtube.com/watch?v=vby29hiNU_Q
  • INTRAC. (2017). Principles of data collection. https://www.intrac.org/wpcms/wp-content/uploads/2017/01/Principles-of-data-collection.pdf
  • INTRAC. (2018). Monitoring and evaluation planning and reporting guidelines. https://www.intrac.org
  • Kimasan, R. (2023). Enhancing program effectiveness through monitoring and evaluation (M&E) insights. SDS Consulting. https://www.sdsconsulting.org/enhancing-program-effectiveness-through-monitoring-and-evaluation-me-insights/
  • Knox Clarke, P., & Darcy, J. (2014). Insufficient evidence? The quality and use of evidence in humanitarian action. ALNAP Study.
  • Martino, N., & Fry, R. (2024). Evaluation and research…what’s the difference and why does it matter? [Video]. Australian Evaluation Society. https://www.youtube.com/watch?v=F9qj8jdCox4
  • Patton, M. Q. (2022a). Outputs vs outcomes: A story-based illustration [Video]. YouTube. https://www.youtube.com/watch?v=-bHiy4Vbgtc
  • Patton, M. Q. (2022b). Why and how evaluation matters [Video]. YouTube. https://www.youtube.com/watch?v=cYkzkcsJu40
  • Patton, M. Q. (2023). The power of song for evaluators [Video]. YouTube. https://www.youtube.com/watch?v=0KYfCngn1Fk
  • SDS Consulting. (2023). M&E and organisational learning. https://www.sdsconsulting.org [Accessed 8 Apr. 2025].
  • Simister, N. (2015). Outputs, outcome and impact. INTRAC. https://www.intrac.org/wpcms/wp-content/uploads/2016/12/Monitoring-and-Evaluation-Planning-Series.-Outcomes-Outputs-and-Impact.-7.pdf
  • TopTenM&E. (n.d.). Top 10 benefits of monitoring and evaluation. https://www.policypractice.oxfam.org/resources/top-ten-benefits-of-monitoring-and-evaluation-621357/
  • United Nations Development Programme (UNDP). (2009). Handbook on planning, monitoring and evaluating for development results. UNDP.
  • UNICEF/CLEAR. (2019). Making evaluation work for the SDGs. UNICEF.
  • Van Es, M., Guijt, I., & Vogel, I. (2015). Theory of change thinking in practice: A stepwise approach. Hivos.
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