5 Best Practices for Executive Reporting

Originally published by Vanta.

Written by Toni Ng.

In today's complex business landscape, effective executive reporting is not just about sharing information; it's about using the insights to take action and demonstrating the value of your compliance and security efforts. This blog outlines five essential practices to help you refine your reporting skills and ensure your insights resonate with key stakeholders and support informed decision-making.

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1. Know your audience

Understanding your audience is fundamental to delivering impactful reports. Executives are experts when it comes to your business, but may be unfamiliar with the day-to-day operations of your security program. To bridge this gap, focus on concise, jargon-free communication with your executives that fits onto a single page. Prioritize clarity over complexity, outlining no more than three key takeaways per report.

Your report's objectives should be clear and actionable. Whether you're aiming to mobilize teams for security training, secure approvals for new tools, or highlight your team's achievements, it’s important to clearly define your primary goal. This will guide the content included in the report as well as influence its structure and tone.

2. Focus on impact

Effective executive reporting hinges on tying your security program metrics to the overall success of the business. Begin by identifying the key goals you outlined for your report in the first step. These objectives should drive the selection of metrics that best demonstrate progress towards those goals. Whether it's measuring compliance levels, tracking risks, or showing improvement over time, each metric should tell a story that resonates with your audience that is tied to the bigger picture of the business.

When choosing metrics, prioritize those that are both relevant and actionable. Executives need insights that help them make informed decisions and allocate resources effectively. Consider metrics that highlight areas where investment is needed, showcase successes, or pinpoint emerging risks. By focusing on impactful metrics tied directly to your primary goals, you ensure that your reports are both informative and compelling.‍

3. Get feedback

Engaging stakeholders early in the reporting process is crucial for transparency and ensuring alignment with organizational goals. Share drafts of your reports with function and department leaders and provide them time to review and give feedback. This inclusive approach ensures that your reports reflect diverse perspectives and address key concerns before they’re finalized.

Clearly communicate the purpose of this feedback process, the scope of input needed, and expected timeline for providing feedback. Provide at least 24 hours for stakeholders to review and formulate responses, which will encourage thorough and thoughtful input.

Effectively managing the feedback of these stakeholders involves more than just gathering comments; it's about leveraging insights to refine and strengthen your reporting strategy. Evaluate each suggestion carefully, incorporating constructive feedback that enhances clarity and relevance. By involving function and department leaders in the feedback loop, you foster a collaborative environment that supports informed decision making at the executive level.‍

4. Provide context

Giving context can help ensure that your audience has a common understanding of your program status and can spark valuable discussions. Before sharing reports, consider the right method—whether a synchronous meeting or an asynchronous update—to ensure clarity and engagement. Include a brief introduction and agenda to set expectations and highlight key takeaways of any meetings you schedule.

When you’re presenting the findings, provide context on any changes in compliance status or improvements in processes. For example, if there's been a decline in framework progress, explain the factors driving this change. Conversely, celebrate successes such as improved SLA attainment by recognizing the contributions of specific team members or highlighting new operational efficiencies.

5. Follow through

After sharing your report, it's important to follow through and take action on any insights or discussion topics that arose. Take note of all the comments and discussions that come up. You don’t have to have all the answers right away, but make sure to let everyone know what you're doing next as a result of your reporting efforts. Assign someone to each action item and set deadlines for getting them done.

For ongoing reporting, consider updating on a monthly or quarterly basis. This keeps the communication flowing and gives everyone a chance to see progress over time. Don't forget to ask for feedback on how you're doing and make adjustments based on what you hear.

‍By staying on top of follow-ups and keeping execs in the loop regularly, you're not just reporting numbers—you're fostering a culture of clear communication and continuous improvement.