how to write a compelling annual report
TRANSCRIPT
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How to Write a
Compelling
Annual Report
2015 Webinar Series
Thursday, February 12, 2015
11:00 am EST
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How to Write a
Compelling
Annual Report
2015 Webinar Series
Thursday, February 12, 2015
11:00 am EST
![Page 8: How to Write a Compelling Annual Report](https://reader030.vdocuments.mx/reader030/viewer/2022032504/6234a9ce0226fc0bb4203ad8/html5/thumbnails/8.jpg)
Agenda
See what others are doing
Apply what you’ve learned
Common mistakes and their antidotes
Introduction and mindset 1
2
3
4
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Introduction & Mindset 1
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Demonstrates your value
Educates your stakeholders
Wins community support
A Compelling Annual Report…
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What is Your Agency’s True Value?
how what why
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Begin with the end in mind
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Tell a Story
(vs. Give a Report)
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We appreciate you
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Common Mistakes and their Antidotes
2
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Example
Most common mistakes
We conducted 219
inspections during 2014
Focus on activities and tasks
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Antidote:
Focus on results, and call me in the morning
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NOT on
Processes
Activities
Methodology
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lead with
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• Conduct a six-month test period between the Regional Medical Center and the Fire Department beginning July 1, 2014.
• Establish an Adaptive Response Vehicle staffed by the Fire Department that will respond to non-emergent, preventative medical screenings with chronic patients to reduce emergent
9-1-1 requests.
Public Health Partnership
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Healthy Community
Create a healthy community for our
residents and visitors
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Hospital destinations
Hiring process
Apparatus specifications
Examples
Most common mistakes
Include Irrelevant Information
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Antidote:
Use relevant information
and call me in the morning
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Tell your audiences
Only what
they need to
know
Not
everything
you know
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So what?
Reporting Results
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(What’s in it for ME?)
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“Through the efforts of our fire suppression crews, we were able to save over $25 million in property from being destroyed. More importantly, our EMTs and paramedics saved over 252 lives that would have perished if our medics had not intervened. Outcomes such as these are what we strive to exceed every year.”
Language: Fire Chief’s Letter
Source: Lake Havasu City Fire Department 2013 Annual Report
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Number of calls by year, month,
week, day, time of day, area of the
city, station, shift, apparatus
Example
Most common mistakes
Data Dumping
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And on and on…
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Antidote:
Use selective statistics
and call me in the morning
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the dots
Connect
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So what?
Reporting Results
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Examples
Most common mistakes
Using Non-user Friendly Language
Technical Term: SCBA @TEOTD, if PPL DK what you mean,
they DC either. LOL – KWIM?
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Antidote:
Choose user-friendly language
and call me in the morning
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the dots
Connect
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Context Matters…
“I’m sorry” and “my bad” mean the same thing…
…unless you are
at a funeral.
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How to Provide Context
• Link to a common big picture
• Identify WIIFM from others’ perspectives
• Use relevant percentages
• Draw multiple-year comparisons (3-5 years)
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How to Provide Context
• Use familiar analogies
• Include relevant images
• Answer the “So what?” question
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(Avoid acronyms, abbreviations, and slang)
A.A.A.A.S.
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We were very busy in 2014
Example
Most common mistakes
Displaying an Inward Focus
Busy doing … what? So what?
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Antidote:
Tell their story and call me in the morning
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Re-frame
your story
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Financial Information over here
List prices over here also?
Georgetown (TX) Fire Department 2011 Annual Report Insert URL here?
“you” (the community /
stakeholders)
“we” You You
You You We
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Apply What You’ve Learned 3
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Report Cover
Bloomfield Township
Fire Department
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Report Cover
Bloomfield Township
Fire Department
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(pg. 2)
Bloomfield Township
Fire Department
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Report Cover
Georgetown, TX
Fire Department
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Simple
Report Cover
Euclid, OH
Fire Department
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Fire Chief’s Letter
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Burning Questions
Fire Chief’s Letter
Who is
our fire
chief?
What are you doing
to keep our
community safe?
What
accomplishments
made you most
proud last year?
What can we expect from
the agency during the year
ahead?
How can we
reach you if we
have concerns
or questions?
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the dots
Connect
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“2014 was an exciting time for our community, as your fire department was able to elevate the level of safety, health, and economic viability in many ways. You continued to experience short response times despite more calls for service as we…; Your homeowners insurance rates remained low due to…; and the community’s overall level of emergency preparedness was enhanced by…”
Language: Fire Chief’s Letter
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Administration
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the dots
Connect
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“The XYZ Fire and Rescue Department administration helps create a safe, healthy, economically viable community by allocating its resources in ways that promote effective and efficient emergency and non-emergency operations.”
Language: Administration
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Admin Info Display
Georgetown, TX
Fire Department (2011 Annual Report)
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Financial Management
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Burning Questions
Finance / Financial Management
Did you use
my tax dollars
wisely?
How will I be
able to tell?
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“Financial Management contributes to the safety, health, and economic viability of the community by allocating the department’s resources efficiently and effectively.”
Language: Financial Management
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Operations
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“Our [Emergency Services Bureau] mission is to minimize injuries, death, and property loss related to fires, medical emergencies, and other disasters through the efficient delivery of effective fire suppression, pre-hospital treatment, and patient transportation.”
Language: Operations
Source: Columbus (OH) Division of Fire 2013 Annual Report
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Easton, PA
Fire Department (2013 Annual Report)
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St. Charles, IL Fire Department
(2013 annual report)
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Total Property Saved
Total Loss
Total Property Values
$27,416,511
$3,275,902
$30,692,413
Source: Lake Havasu City Fire Department
2013 PROPERTY VALUES / LOSS
During 2013, the LHCFD saved 88% of the
property threatened by structure fires.
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Emergency Medical Services
Will you be there
when my family
and I need you?
Will you have the right
people, equipment, and
apparatus to help us?
Will the new
reporting
system help
paramedics
make the
best use of
their time?
Burning Questions
Will you arrive
quickly?
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the dots
Connect
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Burning Questions
Fire Prevention
What are you
doing to
mitigate fire
dangers?
What value do
inspections have for
the community?
Why does the
fire department
review building
plans?
Why do you spend time on
community outreach – i.e.,
what good does it do?
How will I
know the
benefits of
outreach
efforts?
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the dots
Connect
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Fleet Management
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Burning Question
Fleet Maintenance
What is the impact on the
community’s safety and health
if the department’s vehicles are
old or outdated?
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the dots
Connect
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Personnel
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Burning Questions
Personnel
Are department personnel well qualified to protect my family, my business, and me?
Why do so many firefighters show up at a fire?
Who are the people who keep us safe?
Why do firefighters show up when I call for an ambulance?
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the dots
Connect
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“Our community remains safe, healthy, and economically viable because we hire well-qualified candidates, put them through our rigorous training program, maintain high performance standards, and have all members engage in continuous training and development to maintain and upgrade their skills.”
Language: Personnel
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Everyone plays a role…
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…including civilian staff
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Burning Questions
Training
Are members fully qualified to keep my family and me safe?
What return am I getting on the tax dollars spent on training?
How will all those training hours benefit the community?
How will I know whether the investment is worth the cost?
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the dots
Connect
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“Our community remains safe and healthy because
the Training Bureau ensures all fire and EMS personnel
are knowledgeable, highly skilled, and experienced
professionals.”
Language: Training
“Firefighters are
able to do XYZ as a
result of their dive
training.”
“Firefighters are able to do ABC as a result of their
hazmat training.”
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Specialty Areas
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Euclid, OH
Fire Department (2013 Annual Report)
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Seaside, CA
Fire Department (2013 Annual Report)
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Delray Beach, FL Fire Dept.–2013 Annual Report
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Delray Beach, FL Fire Dept.–2013 Annual Report
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Delray Beach, FL Fire Dept.–2013 Annual Report
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Partners
Recognition
Community
Other Sections
Transitions
Mutual aid
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Did you know the NFPA recommends at least 13 firefighters
on scene of a low risk structure fire? I mention this because of
excellent Mutual Aid agreements throughout Saginaw and
Bay counties. Rarely can one paid on call fire department
handle a “low risk”
structure fire without
help. We currently have
an Automatic Response
with Carrollton and
Zilwaukee on any
structure fires in our
communities.
1 person-Incident Command
1 person-Fire Apparatus operator
1 person-Water supply
2 personnel-Attack line
2 personnel-Search and Rescue
2 personnel-Ventilation
2 personnel-Back up line
2 personnel-Rapid Intervention team
Kochville, MI Fire Department – 2013 Annual Report
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See what others are doing 4
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C i t y o f P a s o R o b l e s , C A , D e p t . o f E m e r g e n c y S e r v i c e s – 2 0 1 3 A n n u a l R e p o r t
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Seaside, CA
Fire Department (2013 Annual Report)
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Seaside, CA Fi re Department – 2013 Annual Report
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Seaside, CA Fi re Department – 2013 Annual Report
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Seaside, CA
Fire Department
2013 Annual Report
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Seaside, CA Fire Department – 2013 Annual Report
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Seaside, CA Fire Department – 2013 Annual Report
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Seaside, CA
Fire Department
2013 Annual Report
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Seaside, CA Fire Department – 2013 Annual Report
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Seaside, CA Fire Department – 2013 Annual Report
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Georgetown, TX
Fire Department
2011 Annual Report
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Georgetown, TX
Fire Department
2011 Annual Report
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Kochville, MI Fire Department – 2013 Annual Report
The Firefighter's Prayer
When I am called to duty, God, whenever flames may rage; Give me strength to save some life, whatever be its age. Help me embrace a little child before it is too late or save an older person from the horror of that fate. Enable me to be alert and hear the weakest shout, and quickly and efficiently to put the fire out. I want to fill my calling and to give the best in me, to guard my every neighbor and protect his property. And if, according to my fate, I am to lose my life; please bless with your protecting hand my children and my wife. -- Author Unknown
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The Firefighter's Prayer
When I am called to duty, God, whenever flames may rage; Give me strength to save some life, whatever be its age. Help me embrace a little child before it is too late or save an older person from the horror of that fate. Enable me to be alert and hear the weakest shout, and quickly and efficiently to put the fire out. I want to fill my calling and to give the best in me, to guard my every neighbor and protect his property. And if, according to my fate, I am to lose my life; please bless with your protecting hand my children and my wife. -- Author Unknown Kochville, MI Fire Department – 2013 Annual Report
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Questions?
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Introduction & mindset
Common mistakes & their antidotes
Apply what you’ve learned
See what others are doing
What
you
learned
1
2
3
4
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Your Next Move
Request a free
30 minute phone
consultation (first 10
people only)
Request complimentary handouts on my
web site (www. PublicSafetyInsights.net)
Read my article “How to Write a Compelling Annual Report”
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Contact Pat Lynch, Ph.D
Business Alignment Strategies, Inc
www.BusinessAlignmentStrategies.com www.PublicSafetyInsights.net
(562) 985-0333