Traditional grant reporting, which often relies on lengthy written narratives, has long been a staple of philanthropy. But Houston Endowment is piloting a new approach that centers grantee voice, strengthens relationships, and draws on technology to support meaningful learning.
Instead of submitting structured written reports, grantees participate in virtual, semi-structured interviews that are recorded, transcribed, and summarized using AI tools, allowing for deeper insights and reduced administrative burden.
This pilot reflects a broader effort by Houston Endowment to use research and reflection to inform everyday practice, especially when it comes to learning from grantees. The oral reporting model allows program officers to listen more closely, surface insights that may not come through on paper, and ultimately, shape future strategies that reflect the realities of on-the-ground work.
The pilot findings and lessons learned were recently shared at the Grantmakers for Effective Organizations (GEO) national conference, where it sparked conversations about how funders can reimagine reporting as a tool for learning and partnership.
Dayana Iza from Mi Familia En Acción, a participating grantee, joined Houston Endowment staff to share her perspective.
“An organization has multiple reports they have to submit. Last year, for example, our organization had about 40. So when you multiply that times the amount of hours it takes to complete one, it’s a lot of time,” Iza said. “The oral reporting process felt more comfortable to me. And because we have an ongoing relationship with our program officer at Houston Endowment, the oral report became an extension of those quarterly check-ins.”
The process typically lasts 45 to 90 minutes. Participants receive discussion questions in advance, allowing them to reflect on what worked, where they faced challenges, and what lessons emerged. For smaller organizations with limited capacity, it can be a more accessible alternative to traditional reporting.
Still, oral reporting isn’t a one-size-fits-all solution.
“It requires investment in relationships over time, along with listening practices and the infrastructure to handle qualitative data,” said Robiel Abraha, Learning & Evaluation Officer. “But for community-based work, where context matters, it can bring a richer understanding.”
Civic Engagement Program Officer Miguel Rivera emphasized that this approach is most effective when rooted in mutual trust.
“You must have a reporting culture rooted in collaboration,” Rivera said. “When that culture already exists, this approach can strengthen it. We’re able to notice recurring themes and challenges across these conversations, and more deeply invest in solutions that can benefit all of our grantees.”
Insights from the pilot are already shaping Houston Endowment’s internal learning and grantmaking strategies. The work is also informed by broader sector research: in the Center for Effective Philanthropy’s 2023 survey of nonprofit leaders, nearly one-third said changes to the reporting process were the most helpful foundation practice, second only to increased monetary gifts.
“The reporting process doesn’t have to be a time-consuming, onerous task that takes grantees away from the work,” Abraha said. “When we lead with relationships and curiosity, we learn more. And when we listen with intention, we can act with greater clarity.”