People want to see results. Demonstrating outcomes not only validates a project’s success but also identifies areas for improvement. For learning and development (L&D) professionals, proving the success of training programs is a big part of their role. A crucial tool for this is an L&D report, which communicates training outcomes to stakeholders.

An L&D report provides a concise summary of the effectiveness of an organization’s training programs and initiatives. It highlights key metrics, such as employee participation, course completion rates, skill development and the overall impact that training has on the business.

The report answers this critical question for stakeholders: Is L&D bringing value to the business? If the answer is yes, the report also explains how this value is delivered. By using data, learning leaders can demonstrate the benefits of their initiatives and support informed decision-making.

This article outlines the steps to create an effective L&D report that engages stakeholders and showcases the success of your L&D department.

7 Steps to Building an L&D Report

An annual L&D report serves many purposes. For instance, Linda Demetros, CPTM, manager of learning and organizational development at SS&C Technologies, uses her report to demonstrate the impact of training initiatives on organizational goals. “It provides transparency to stakeholders, showcases the team’s contributions and positions us [L&D] as a strategic partner,” Demetros says.

Similarly, Noura Aldayel, CPTM, Chartered MCIPD, a learning and development manager at Mahd Sports Academy, creates an annual L&D report to provide a comprehensive overview of the training initiatives undertaken throughout the year, showcasing the L&D team’s efforts and contributions. She also notes that the report identifies trends, successes and areas for improvement, making it an invaluable tool for planning future programs.

By creating an annual L&D report, you can build credibility with leadership and secure buy-in for future initiatives. Here are seven steps to building an effective L&D report:

1.    Identify goals and metrics.

Start by defining the report’s overall goal, such as tracking progress of an initiative, demonstrating training’s return on investment (ROI) or gaining leadership support. This will determine the metrics you need, such as participation rates, skill improvements or ROI. Ensure the report is tailored to your stakeholders’ needs by clarifying your audience. Aldayel suggests starting this process early to allow  ample time for data collection and analysis.

2.    Gather relevant data.

Once the report’s goal and metrics are defined, it’s time to collect data aligned with your chosen metrics.. This can include:

• Training participation and completion rates. Measure engagement and success by tracking attendance and completion. For example, Demetros includes metrics like training hours, tenure data and leadership training participation, and analyzes new hire performance and training effectiveness through post-training scores and surveys. She uses tools like Excel and Workday for data collection and organizes findings in Trello.
• Performance improvements and skill development metrics. Assess outcomes using metrics such as pre- and post-assessment scores, task completion rates and error reduction rates.
• Feedback from participants and managers. Use qualitative data based on observations and one-on-ones with employees, which can provide insight into how relevant the training is for learners and any areas of improvement. Aldayel suggests involving stakeholders in the feedback process to ensure the report addresses their priorities.

• Return on investment (ROI) and cost-effectiveness of training programs. Evaluate financial efficiency and the value of the training program. For this, you can use the following formulas:
  • ROI: ROI = Cost of Investment/Net Profit (or Gain from Investment)​×
  • Cost-effectiveness ratio: Cost-effective ration (CER) = cost of intervention/effectiveness of outcome.

3.    Structure the report.

Organize your data into a clear, concise format for easy analysis and decision-making. Aldayel recommends using tools like spreadsheets or dashboards to structure and present data effectively.

A well-organized report highlights key metrics, demonstrates the value of initiatives and drives actionable strategies aligned with organizational goals. For example, Demetros’s report includes projects, plans, progress and milestones. L&D reports may vary across businesses, but an effective format can ensure clarity and impact.

Here’s a recommended structure for your report:

1. Executive summary with key takeaways: Provide a concise overview, summarizing the most important insights and recommendations for stakeholders.
2. Overview of training initiatives: Outline the goals, scope and objectives of the training programs to give context to the data and results presented.
3. Breakdown of metrics and results: Detail participant engagement, completion rates, skill improvements and ROI to showcase the program’s effectiveness.
4. Highlighting success stories or case studies: Include real-world examples of participants or teams that benefited from the training to illustrate its tangible impact and value.
5. Recommendations: Suggest ways to improve engagement and outcomes.
6. Conclusion: Summarize findings and emphasize the need for continuous improvement.

4. Use visuals and tools.

Next, incorporate visuals such as graphs, charts and infographics to make complex data more digestible. Aldayel includes visuals that effectively communicate training metrics and outcomes like graphs and charts to illustrate trends over time, infographics to summarize key statistics, dashboards for real-time monitoring and any photos from the training events during the year. She also recommends leveraging the power of storytelling by incorporating narratives and case studies that illustrate the impact of L&D and make the data more relatable to stakeholders.

5. Tie data to business objectives.

In this step, demonstrate how L&D efforts support organizational goals, such as increasing productivity or reducing turnover. Link data to specific challenges to show how training efforts solve pain points or improve efficiency, thus making the report more actionable and relevant. Aldayel suggests including qualitative data, such as manager testimonials, to help illustrate data’s connection to business goals.

6. Recommend next steps.

This step is important because it provides a clear direction for continuous improvement and ensures that your training programs evolve to meet future business needs. Use the report’s insights to guide future training plans and strategies. Highlight areas for improvement or investment and outline how L&D can continue to align with organizational goals.

7. Conclusion: Reinforce L&D’s role.

Lastly, reinforce the importance of L&D efforts by showing their contributions to employee growth and organizational success. End your report with a call to action, encouraging ongoing support and investment in training initiatives.

By following these steps, your L&D report will effectively present data, engage stakeholders and drive meaningful conversations to support strategic decision-making in your organization.