How long should it take to produce an annual report?

Creating a non-profit annual report can seem like a daunting task. From writing, to design, to the gathering of all the information (not to mention interviewing to tell those really powerful stories!), there are a lot of moving pieces to keep track of — and to keep on time. With all of that in mind, a common question we hear is: “How long should it take to produce an annual report?” 

While it can be done in a hurry, you probably don’t want the stress of going down that road. To make it as easy a process as possible, start planning a minimum of three months out. Since annual reports typically coincide with an organization’s AGM, work backwards from that day to determine when to start. If your report is being printed, don’t forget to check with your printer to determine their printing deadline for receiving final art. 

90+ days out

Determine your budget, decide who will be writing and designing the report, brainstorm theme ideas, outline content and start reaching out to the internal and external contacts who may be needed to provide information to support storytelling. This could be a program manager who will discuss the impact of a particular program or a person your organization supported who has agreed to share their story.

60 days out

All interviews with internal or external contacts and all necessary reference material should be completed and collected by now so that copywriting can begin. Begin selecting photos to accompany the storytelling. Since you have a clear content outline, the designer can begin creating cover concepts now. 

45 days out

The cover concepts and draft copy should be ready for internal review. Begin compiling donor list information (if using), necessary financial data and any statistics you’d like to highlight. 

35 days out

By now, the copy is final and a design concept has been selected. Start drafting the final layout. Make sure your designer has everything they need, including chosen photos, financial data to create pie graphs, donor lists, contact information, charitable registration number, etc. Anything that’s missing may slow down the process. Over the next three weeks, the design will be drafted, reviewed, revised and finalized.

15 days out

With design and copy completed and approved, it’s time to do a final proofread to dot the I’s and cross the T’s. Bring in someone who has not been involved with the process to date to do this important step; their fresh eyes will find the missing commas or typos that your eyes may glaze over from being involved in the process for so long. Send the file back to your designer to fix the proofreading errors. 

10 days out

Final sign off! It’s time to sign off and send the print-ready file to your printer.

Reminder note: Three months ago, you should have checked with your printer to ensure 10 days is enough time for printing, if it’s not, readjust your timeline accordingly.

Pro tip: If your annual report is digital only, you’ve just bought yourself a few extra days until final sign off!

A few days out

Prepare for distribution. If a digital copy is being released, have your designer prepare the web-friendly version.

Read about just some of the annual reports we’ve produced amongst our case studies.