Creating a polished, professional report requires collaboration and careful planning—especially when working with a graphic designer. Following best practices can streamline the process and lead to a final product that’s both visually engaging and accessible.
Planning your Report Content
Finalize and Approve All Writing Before Sharing with Your Designer
One of the most effective ways to keep your project on track is to finalize all written content before passing it to your designer. Any late-stage edits or rewrites can lead to extra costs, design disruptions, and potential delays. Ensure that your team has reviewed, approved, and locked the content before handing it over.
Determine Whether an Executive Summary is Needed
An executive summary is often crucial for giving readers a high-level overview of the report’s content. Determine early on if it’s required, as it impacts layout and design. Communicate this to your designer so they can create a cohesive layout that flows logically from the summary to the main content.
Clarify the Handling of References, Footnotes, and Appendices
Reports often include references, footnotes, and appendices, which require careful formatting. Discuss with your designer how these should appear to ensure they’re integrated seamlessly into the layout. This adds to the report’s readability and professionalism.
Decide on Cover Design and Back Cover Details
The report cover sets the tone and is often the first impression. If there’s a specific theme, message, or style you want the cover to convey, communicate this to your designer. For print versions, discuss options for finishes (e.g., matte or glossy) and any extra features (like embossing).
Consider Any Specific Themes or Subject Matter
Finally, think about whether there’s a specific theme or subject matter that should be visually highlighted. For example, if the report focuses on sustainability, Frolic can incorporate eco-friendly colours, icons, or imagery. Understanding the core theme helps the designer create a cohesive aesthetic.
Graphics, Brand & Theme
Share Important Photography, Graphics, and Visual Assets Early On
If your report includes specific photographs, graphics, or other visual assets, share them with your designer early in the process. This helps them understand the tone, theme, and messaging, allowing them to design around these key visuals seamlessly. Provide high-resolution images and clarify any copyright permissions or required credits.
Provide Brand Guidelines if Available
If your organization has brand guidelines (including logo usage, colors, fonts, etc.), provide them to your designer from the start. This ensures consistency with your organization’s established look and feel. If no formal brand guidelines exist, share previous reports as a reference.
Identify and Plan Infographics in Advance
Data visualization can help convey complex information effectively. Collaborate with your designer to decide how data points can best be represented visually, whether through charts, graphs, or icons. A well-designed infographic can make information more digestible, so clarify the story and key takeaways of your data.
Collaborate on Table of Contents and Section Headings
A well-organized Table of Contents (TOC) and clear section headings guide readers, especially in longer documents. Discuss the TOC structure and headings with your designer early in the process. Consider clickable links in a digital TOC for easier navigation.
Decide on Print Management and Printer Coordination
If your report will be printed, consider whether you’d like Frolic to support you in finding a printer and managing the print process on your behalf. We have trusted printing partners and can handle everything from selecting paper stock to ensuring quality control, making the process smoother for you.
If you already have a printer, it’s beneficial to connect them with your designer early in the planning phase. This allows us to discuss important details like cover stock, binding options, colour profiles, and any special finishes. Having open communication between the designer and printer helps prevent any unexpected issues and ensures that the final printed product meets your expectations.
Plan for Multilingual Needs Early On
If your report will be available in multiple languages, it’s important to plan for multilingual requirements from the outset. Determine which languages are needed and how translations will be managed, especially if the report contains specific terminology, technical language, or culturally sensitive content.
Tips for Multilingual Reports:
- Prepare Translations for Text and Alt Text: In addition to translating the main body of the report, ensure that image alt text is also translated for accessibility. Clarify who will be responsible for these translations—whether an in-house team, a professional translator, or Frolic can assist with coordinating this service.
- Consider Layout Adjustments: Different languages vary in length, which can impact the layout and spacing of the report. Discuss with your designer how to handle text expansion or contraction to maintain a cohesive and visually appealing design across languages.
- Hyperlinks to Language-Specific Websites: If your report includes hyperlinks that lead to external resources, consider whether these resources should be language-specific. Directing readers to the appropriate language version of an external site improves user experience and ensures all audiences can access relevant information.
Accessibility Requirements & Considerations
Consider Your Audience and Their Accessibility Needs
Understanding your audience impacts design choices. Reports aimed at policymakers should be clear and concise, while reports for the public may benefit from more visuals. Think about your audience’s literacy level, familiarity with the topic, and any disabilities, and work with your designer to tailor the report accordingly.
Plan for Accessibility from the Start
Designing for accessibility requires extra care. Planning for this from the beginning ensures your report is inclusive and compliant. Accessibility considerations include:
- Screen-reader compatibility: Using alt text for images and ensuring a logical reading order.
- Readable fonts and contrast ratios: High-contrast colours and accessible typography.
- Descriptive headings and labels for easy navigation.
If accessibility is a requirement, discuss this with your designer upfront. Frolic has experience in creating accessible reports and can help meet your accessibility standards while still having a great design.
Scheduling & Planning
Establish a Clear Timeline and Milestones
Projects like report design often involve multiple review and approval stages. Setting a clear timeline with specific milestones—covering initial drafts, revisions, and final approvals—is essential. Discuss timelines with Frolic’s design team upfront to ensure alignment with your internal deadlines.
Determine Print vs. Digital Requirements Early On
Reports can have different design requirements depending on whether they’re intended for print, digital distribution, or both. Clarifying the primary distribution method early can save time and prevent costly redesigns later.
- Print: Requires high-resolution images and layouts for paper sizes, and can impact decisions around colour and page length.
- Digital: May need interactive elements, hyperlinks, and accessible formats (e.g., PDF)
- Digital: File size can play a factor and it’s important for the design team to know if there are any file size restrictions
Coordinate on Reviewing and Proofing Stages
Proofing for layout and formatting errors is crucial, even if content is finalized. Text may shift or change during design. Coordinate with your designer to include multiple proofing stages, focusing on both content and design accuracy. Designate team members for careful review at each proofing stage.