Writing Project Reports for Non-Technical Stakeholders

In evaluation work, we sometimes use language that sounds impressive, but it can alienate the very people who need the information the most (Yes, I am sometimes guilty as charged. I am learning.) It’s like explaining how a wheel turns by describing rotational frictional forces instead of saying, "It spins." Keep it clear, simple, and relatable. The simpler your language, the more people will understand the message and value of your work—and that’s the real goal. Clear writing in short sentences matters in evaluation reports. Whether it's communicating findings to stakeholders, writing reports for funders, or providing feedback to project teams, the goal is to ensure your message is understood, not buried under layers of jargon. Imagine explaining an evaluation approach to someone by saying: "Unbeknownst to the study participants, the evaluators employed a quasi-experimental design with stratified random sampling to ascertain the overarching outcomes, thereby mitigating extraneous variables that could ostensibly confound the derived data." Simple: "We used a structured approach to get unbiased results by ensuring participants didn’t know how we grouped them." (Save the technical part for an Appendix some may agree or provide details when asked.) It’s easy to fall into the trap of thinking that fancier words make the work sound more important. But, unbeknownst to those who do, it often obscures the real point. In evaluation, clarity trumps complexity. In short: the simpler the message, the more powerful it is.

𝗕𝗿𝗶𝗱𝗴𝗶𝗻𝗴 𝗕𝘂𝘀𝗶𝗻𝗲𝘀𝘀 & 𝗗𝗮𝘁𝗮: 𝗖𝗼𝗺𝗺𝘂𝗻𝗶𝗰𝗮𝘁𝗶𝗻𝗴 𝗜𝗻𝘀𝗶𝗴𝗵𝘁𝘀 𝘁𝗼 𝗡𝗼𝗻-𝗧𝗲𝗰𝗵𝗻𝗶𝗰𝗮𝗹 𝗦𝘁𝗮𝗸𝗲𝗵𝗼𝗹𝗱𝗲𝗿𝘀 Data analysts often face a big challenge not just analyzing data, but explaining it in a way that makes sense to business team. A great analysis is useless if decision-makers don’t understand it! Here are some ways analysts can communicate better with non-technical stakeholders: ↳ 𝗧𝗲𝗹𝗹 𝗮 𝗦𝘁𝗼𝗿𝘆, 𝗡𝗼𝘁 𝗝𝘂𝘀𝘁 𝗡𝘂𝗺𝗯𝗲𝗿𝘀:– Instead of sharing raw data, focus on the key takeaway. What does the data mean for the business? ↳ 𝗔𝘃𝗼𝗶𝗱 𝗝𝗮𝗿𝗴𝗼𝗻:– Terms like "p-value," "ETL," or "normalization" might not be familiar to everyone. Use simple language that connects with your audience. ↳ 𝗨𝘀𝗲 𝗖𝗹𝗲𝗮𝗿 𝗩𝗶𝘀𝘂𝗮𝗹𝘀:– A well-designed chart is more powerful than a table full of numbers. Choose the right visual to highlight the key insight. ↳ 𝗨𝗻𝗱𝗲𝗿𝘀𝘁𝗮𝗻𝗱 𝗧𝗵𝗲𝗶𝗿 𝗡𝗲𝗲𝗱𝘀:– Before presenting data, ask stakeholders what decisions they need to make. This helps you focus on relevant insights. ↳ 𝗘𝗻𝗰𝗼𝘂𝗿𝗮𝗴𝗲 𝗤𝘂𝗲𝘀𝘁𝗶𝗼𝗻𝘀:– A two-way conversation ensures stakeholders fully understand the data and feel confident using it. Great analysts don’t just crunch numbers, they bridge the gap between data and decision-making. What strategies have helped you communicate better with non-technical teams? #dataanalytics

The most valuable skill an engineer can develop isn't writing more, it's writing less. Engineers have a natural tendency to be comprehensive. We document every technical detail, edge case, and potential issue. This works great for pull requests, technical documentation, and architectural diagrams. It fails spectacularly when communicating with non-technical stakeholders. Here's what I tell my engineering team about stakeholder communication: • Concise > Comprehensive. Five sentences beats five paragraphs every time. • Put blockers and critical issues at the TOP of status reports. Not buried at the bottom. • 𝗕𝗼𝗹𝗱 𝘁𝗵𝗲 𝗶𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁 𝘀𝘁𝘂𝗳𝗳. Your executive contact is scanning this on their phone between meetings. • Action items should be crystal clear. Who needs to do what by when? • Save the technical deep-dive for people who ask for it. Remember: When stakeholders get 1,000+ emails and juggle dozens of issues daily, your meticulously crafted 3-page status report isn't being read, it's being skimmed in 30 seconds. #TechnicalLeadership #EngineeringCommunication #StakeholderManagement

Your business stakeholders don’t speak your language. It may seem crystal clear to you when you talk about objects and fields, Flows, or data mapping. But here’s the truth: Business stakeholders are not technical people. You are. All the time you spent understanding the problem and designing the perfect solution? It could all fall apart if what they meant was something entirely different. STOP: • Talking about the data model • Diving into the processes involved • Overloading them with technical jargon START: • Using visual tools like Figma, Lucidchart, or Draw[dot]io • Focusing on the end state—the picture of success • Highlighting outcomes and how they solve the problem When you align your solution with the business vision, you create momentum. When you present it in a way they can see and understand, you build trust. It’s not about "dumbing it down" - it’s about stepping up your communication game. What’s your go-to strategy for presenting complex solutions to non-technical stakeholders? --- Found this helpful? Like 👍 | Comment ✍ | Repost ♻️