Once the content of a sustainability or impact report is taking shape, one question quickly follows: what tools should we use to build and publish it? The answer depends on your resources, format, and audience — but the good news is, you don't need an entire design team or budget to produce a credible, accessible report.
This article walks through the most practical tools and tool combinations available today, with realistic workflows for teams of all sizes.
There's No One "Perfect Tool"
Think of your tools as a stack. Most reports involve three layers:
- Writing & collaboration (where the report is drafted and reviewed)
- Visuals (charts, diagrams, infographics)
- Publishing & formatting (how the report is presented to the world — PDF, web, etc.)
Some platforms cover all three, but most teams combine tools to suit their workflow and skillset. What matters most is that your final format is readable, accessible, and easy to update.
Digital-First or PDF? Choose Early
Before you get into tools, decide:
- Is this report meant to be live online?
- Or will it mainly be downloaded as a PDF or printed?
More and more organizations are moving to digital-first reports — for easier sharing, mobile access, and interactive content. A suitable web-based format also helps with accessibility (screen readers, color contrast, etc.). PDFs are still helpful for funders, regulators, or archival use.
Tip:
Even if your primary format is PDF, preparing content in a modular, digital-friendly structure is often wise from the start. That makes it easier to convert or republish later.
3. Key Tools at a Glance
Here's a rundown of standard tools across the three layers:
Writing & Collaboration
- Notion – Great for drafting, reviewing, and organizing content in teams. Clean, intuitive, and web-friendly.
- Google Docs / Microsoft Word – Familiar and functional. Suitable for version control, but less flexible for structure.
- Wordpond – Like Notion, but purpose-built for publishing. You write directly in structured sections, and it turns into a styled, responsive web report. No designer is required.
Visuals & Infographics
- Excel / Google Sheets – Most teams still build charts here. Works well for clean, simple graphs.
- Canva – Easy for non-designers to create visuals, icons, or quote cards. Suitable for budget-conscious teams.
- PowerPoint – Surprisingly useful for designing report-style slides, charts, and layout elements.
- Figma – A collaborative design platform. Best if you can access a designer or create a fully custom layout.
- Flourish / Datawrapper – Tools for interactive charts and maps. Often used in digital-first reports.
Publishing & Layout
- Wordpond – Digital-first publishing with built-in accessibility, mobile formatting, and structured navigation. No code or layout tools are required. Great for teams without designers.
- InDesign – Professional desktop publishing software, ideal for print-quality PDF reports. Requires design skills.
- Canva – Offers quick layouts but limited control. It is suitable for simple PDFs or visuals but not ideal for accessibility.
- Webflow / CMS – Good for fully custom digital experiences, but needs developer input.
- Adobe Acrobat – Used to tag PDFs for accessibility and review. It's not a layout tool but useful for the final steps.
4. Accessibility and Mobile Considerations
If your report will be shared online, accessibility is a must — and often a legal requirement. This includes:
- Screen-reader compatibility (heading structure, image alt text)
- Color contrast
- Mobile-friendly layout
Wordpond handles these by default. In InDesign, you must tag elements manually and export them carefully. Canva does not produce accessible PDFs by default, which is a key limitation.
5. Common Tool Workflows
How real teams combine platforms to get reports out the door
Most organizations use various tools depending on time, budget, and format. Here are five realistic, tested combinations:
Scenario 1: Solo, No Design Resources (PDF-Only Report)
Use case: Internal updates, funder reports
Output: Static PDF
Resources: 💰 Small ⏱ Low–Medium 👥 Solo
Workflow:
- Draft in Notion or Word
- Charts in Excel or PowerPoint
- Layout in Canva (basic template)
- Export PDF
- (Optional) Final accessibility tagging in Adobe Acrobat
Scenario 2: Small Team, Mission-Driven Org or B Corp (Digital-First)
Use case: Public-facing impact report
Output: Structured web report + optional PDF
Resources: 💰 Small–Medium ⏱ Medium 👥 Small Team
Workflow:
- Write directly in Wordpond
- Add visuals from Excel, PowerPoint, or Canva
- Publish online with accessibility and mobile optimization built-in
- (Optional) Use Notion during early drafting
Scenario 3: Corporate ESG Team with Comms Support
Use case: Dual-audience (investors + general public)
Output: Polished PDF + digital version + SASB/GRI index
Resources: 💰 Large–High ⏱ High 👥 Medium–Large Team
Workflow:
- Draft in Notion or Google Docs
- Charts from Power BI or Excel
- PDF layout in InDesign
- Digital version in Wordpond or internal CMS
- Tag PDFs in Adobe Acrobat or rely on Wordpond
Scenario 4: Design-Showcase
Use case: Branded storytelling or custom experience
Output: Interactive microsite
Resources: 💰 Medium–High ⏱ High 👥 Small Team + External Designer/Dev
Workflow:
- Content and structure in Notion
- Visuals and layout in Figma
- Custom charts in Flourish or Datawrapper
- Site built in Wordpond, Webflow or by the dev team
- (Optional) PDF summary in Canva
Scenario 5: Nonprofit or University Impact Report
Use case: Public accountability or annual update
Output: Digital-first + downloadable PDF
Resources: 💰 Small–Medium ⏱ Medium 👥 Small Comms or Programs Team
Workflow:
- Collaborate in Notion
- Charts in Excel or Google Sheets
- Build and publish in Wordpond
- Create slide decks in PowerPoint
- Export PDF for email/download
6. Bottom Line
Choose tools that match your capacity, not just your ambitions. You don't need an agency or a designer to produce a report that's clear, accessible, and professional — especially with platforms like Wordpond, Notion, and Canva that reduce friction and increase flexibility.
Want a complex, interactive report? Combine Figma, Wordpond or Webflow, and developer resources.
Need a fast, web-ready one? Use Wordpond and Excel.
Trying to get a grant report out in the next hour? Google Docs will do.
Start simple. And iterate each year.
