By Nicole Hanks, MemberClicks implementation manager

So, you have a report to submit to National? Don’t let this task be one of the hardest items to accomplish as a chapter. By following these steps, you’ll be able to knock out a chapter report quickly and effectively. Your chapter might even gain something from it.

1. Read the directions. Sounds simple, but a small change in format or procedure might jeopardize your report and chapter status. Double- or even triple-check the date in which the report is due. These can change from quarter to quarter and even year to year.

2. Once you know what information is required, delegate. Make one person the contact for questions. They should be responsible for putting together the information that’s collected and submitting it. If applicable, break up the report into sections. Have as many people as necessary involved to bring the items requested together. This report isn’t a status of you — it’s a status of your chapter.

3. Set deadlines and expectations. Give a reasonable timeframe for turnaround for information. Many chapter leaders also have full-time professions. Be sure to follow up a couple days before the deadline as a reminder, so your report can be submitted on time. Set expectations. If you’re requesting membership numbers, do you need them in an Excel spreadsheet or charts and graphs? Be as specific as possible when requesting information.

4. Submit and confirm. Always keep a copy of your report both on paper (for historical purposes) and electronically (for a quick reference). If you submit your report via e-mail, attach a confirmation receipt to it. Keep the confirmation receipt with your chapter copy of the report. E-mail messages can easily be accidentally filtered into a Spam or Bulk folder. If you do not receive a confirmation, follow-up with a quick e-mail to make sure it was received. If you have to submit your report by mail, place a tracking number with delivery confirmation. This will help National locate your report if it doesn’t get into the correct hands for processing.

5. Create a back-up plan. Be sure to have someone else in line to access, collect and submit the information to you for your report. In the age of technology, having a second person who can access information is sometimes a hurdle. At the office, it’s critical to have staff cross-trained, and the same principles applies to your volunteers.

6. Going to be late? Communicate. Things happen. If, for any reason, your report will not make it to National by the deadline, reach out to them and let them know not only that it will be late, but when they can expect it. Once it’s submitted, look back on why it was late, and see if there was a part of the process that can be changed next time to ensure a more timely report.