The power of oral reporting in grantmaking

Effective grantmaking is all about creating and maintaining strong, equitable relationships with grantees in order to drive the most impact as possible. And in an era of trust-based philanthropy, this is more important than ever.

Unlike traditional grantmaking, which is often more top-down and hierarchical, new approaches focus on empowering grantees within the grantmaking process. One way grantmakers are doing this—aside from things like expanding funding options and engaging in participatory grantmaking—is through oral reporting.

What is oral reporting in grantmaking?

In traditional grantmaking, reporting is typically done in a written format—grantees create reports filed with qualitative and quantitive data, which are then submitted to grantmaking foundations for review. Oral reporting in grantmaking, on the other hand, refers to the practice of recipients verbally sharing progress updates and challenges directly with the grantmakers in real time.

Like traditional reporting, which often allows grantees to discuss challenges and impacts, oral reporting offers grantees the same opportunity but the ability to express them directly to funders.

What is an example of oral reporting in grantmaking?

Oral reporting in grantmaking can take various forms and often depends on the grantee’s needs or resources. Likewise, grantmakers might propose specific requirements for oral reporting.

However, some common forms of oral reports include:

• Meetings: Grantmakers and grantees may schedule regular check-ins to discuss project progress and challenges.
• Presentations: Grant recipients might present their work to the grantmaker in a live presentation in lieu of a grant report.
• Site visits: Grantmakers may conduct site visits to observe the project’s progress and challenges and engage with grantees.
• Phone or video calls: Both parties may opt for virtual meetings via phone or video conferences. This is often best for organisations located far from one another.

Why is oral grantmaking important?

Oral reporting in grantmaking can be incredibly beneficial for both grantees and grantmakers—and the relationship between them. Giving grantees the option to opt out of written reporting, and into oral reporting, can improve:

The communication of nuanced or sensitive information

While written reports can be informative and packed with great information, oral reporting allows grantees to provide more nuanced context. Oral reporting gives grantees a sort of limitless opportunity to expand on the details of their projects—from sharing personal anecdotes and sensitive stories of impact to on-the-ground experiences.

Efficiency and effectiveness

Unlike traditional reporting, oral reporting facilitates real-time dialogue between grantmakers and grantees. Grantees can instantly ask grantmakers—face-to-face—their thoughts, opinions and feedback. And grantmakers, likewise, can instantly gather more in-depth information by asking grantees clarifying questions.

Relationships

Real-time communication, and the ability for grantees to ask questions and provide more nuanced context, fosters stronger relationships between grantmakers and grantees. Whether the conversations are online or in-person, oral reporting can breed trust, rapport and mutual respect, which can lead to more productive collaborations and long-term partnerships.

Connection

Though traditional reporting can be robust, it often lacks a human element, which is central to the work both grantees and grantmakers do. By allowing grantees to report orally, grantees can better foster connection and empathy, which are essential to lasting relationships.

Storytelling and narrative change initiatives

Many nonprofits and grantees take on narrative change. While explaining their strategy and impacts in a written report is possible, narrative change, by nature, involves an element of storytelling. Giving grantees the opportunity to tell that story in real time is efficient and impactful.

Trust-based philanthropy

In an era of trust-based philanthropy, grantmakers need to assess the purpose and accessibility of their grant processes. Typical grant reporting can be very burdensome, and not at all aligned with empowering grantees. As The Kataly Foundation puts it in regard to opting for oral reporting, “When we took a step back to examine the existing system, we saw how the typical written reporting process was symptomatic of the problematic power dynamics that many grants administrators find themselves in.”

How can grantmakers facilitate oral reporting?

Grantmakers play a crucial role in facilitating and introducing oral reporting to their processes with grantees.

When guiding grantees on how to give an oral report, be sure to offer:

• Flexible formats: Offer grantees the ability to present or discuss through different formats like roundtable discussions, panels, Q&A sessions, one-on-one meetings or even group presentations.
• Robust training and support: Empower grantees with presentation workshops, templates or guidelines for structuring and delivering oral reports.
• Constructive feedback: To make oral reporting as effective as possible for both grantmakers and grantees, offer grantees helpful feedback for improvement so they can build capacity.
• Clear expectations: Giving grantees lexibility is key. But, it’s equally important to give them a heads up in advance about what your organisation might be curious to know so they can prepare in advance.

Bringing oral reporting to life

Oral reporting allows grantees and grantmakers to have more nuanced, real-time conversations that empower grantees and drive greater impact.

Great for building connection and trust and alleviating administrative burdens, oral reporting in grantmaking can be beneficial for everyone—funders, grantees, and beneficiaries alike. And Good Grants can help! Attach multi-format files to grant reporting. Collect audio and video reports. And more!

Learn more about grant reporting in Good Grants.