One of the ways in which we help our clients improve their communications efforts is by creating aesthetically pleasing and informational annual general meeting (AGM) reports. Overall, these reports summarize the successes of the previous fiscal year. In recent years, we have made AGM reports for many of our clients, including NIȽ TU,O, the W̱SÁNEĆ Leadership Council (WLC), W̱JOȽEȽP (Tsartlip), and Scw’exmx Child and Family Services.
Why AGM Reports Are Important for Indigenous-Led Organizations
Our AGM reports chronicle important community events, updates, and progress on various projects. They also cover key information such as financial reports. These reports typically range anywhere from 20-85 pages, tailored to the needs of the organization and the communities they report to . Our team uses clear, accessible, and visually appealing design techniques that match with each community’s preferred artwork style and colour scheme , and serve as an agenda to help AGM meetings run smoothly.
Shown above, a screenshot from NIȽ TU,O’s 2023-2024 AGM report (left) and Scw’exmx’s 2024 AGM report (right)
Why Do AGM Reports Matter?
So, why do AGM reports matter? They are a powerful tool that serves several important purposes.
AGM reports are important because they…
- Provide transparency to community members. The board is responsible for providing programs, services, and initiatives to the community members they serve. AGM reports ensure community members are fully informed about how leadership is delivering on strategic objectives designed to improve the quality of life of community members.
- Foster unity. AGM meetings allow an entire team to come together and review the year’s completed projects and events as well as upcoming ones. This is essential and it is great to startthe year with the entire team on the same page.
- Celebrate achievements. The organizations we serve do so much amazing work each year. When we put all of these accomplishments together in a report, staff, board members, leadership and community members alike can truly see their success and celebrate their hard work.
- Look to the future. As we wrap up a year with an AGM report, we help pave the way for the next chapter by highlighting upcoming projects and initiatives, energizing teams for the ventures ahead.
- Support Board Members and funding. AGM reports provide Board Members with a comprehensive overview of the organization’s achievements and strategic direction. These reports also help build confidence among current and potential funders.
With all these goals in mind, our team members pour their hearts into every AGM report, ensuring that they are not just informative but also inspiring.
How To Create an Impactful AGM Report
Creating such detailed and impactful reports is no small feat! Our dedicated team typically operates within a timeline of 6-18 weeks—on the longer end for more extensive reports. However, we still thrive on a time crunch! For instance, our 2024 Scw’exmx AGM report, completed in just three weeks, exemplifies our team’s agility and dedication to quality. The process is a harmonious effort, with each team member contributing their unique skills and expertise.
The Phases of Creating an AGM Report:
- Initial design and concepts. We start with rough concepts for visuals and content, ensuring that every element of the report will align with what the client wants.
- Gathering content. In this phase, we do everything from facilitating interviews with staff members to capture their overviews to looking over all the organization’s initiatives and projects from the year.
- First draft. From writing compelling and concise summaries to designing eye-catching visuals, this stage is where we turn the report from concept to content.
- Revisions. After capturing the essence of our client’s initiatives from the previous year, we move on to revisions, ensuring that all changes are made before we send the report to print.
- Proofreading the print proof. Next, we move on to rigorous proofreading. Although the design is important, it is the accurate content which is most significant in this process. Here, we will read and re-read each letter ensuring the entire report is properly aligned, the images are crisp and the narrative is free from typos.
- Print coordination and delivery. After thoroughly proofreading each word of the report and getting approval from our client that everything is accurate, we then coordinate getting them printed and delivered, removing any additional stress from our client so they can focus on the important work within their organizations.
Conclusion
The response to our AGM reports has been overwhelmingly positive! We are met with appreciation from our clients who can clearly recognize the effort and expertise we put into each report. Each report we produce successfully reflects our commitment to centering, amplifying, and uplifting the accomplishments of the people we serve. Creating these AGM reports year after year is not just a service we provide–it’s a journey we are honoured to partake in alongside our clients.
To learn more about creating an effective communications strategy, take our FREE workshop on Skyrocketing Community Engagement here!
