Overview with tools, template, software, best practices and alternatives

Why do Project Managers do Reports?

A project manager is a person who has the general charge for the effective start, planning, design, implementation, monitoring, evaluation, controlling, and closure of a project. A project manager can be in association with various industries such as healthcare, architecture, information technology, construction, and other industries that produce and market products and services.

Project managers generate reports so as to ensure high quality management of the project, which involves flagging queries to a team, identifying unstated assumptions, and resolving issues. A combination of such management skills should be possessed by a project manager to effectively handle a project.

Project management reports include assessment cues coming from the subjective information from the team as well as the observations of the project manager. These data usually center on the team’s achievements and progress, short and long-term plans, and actual and potential conflicts.

Reports made by project managers also include information on the team’s strengths, weaknesses, opportunities, and threats. Project managers evaluate these four aspects of the team model so as to help the team monitor their status and progress.

Identifying the strengths will boost and maximize the performance of the team, while determining the team’s weakness will allow the team to see areas that it needs to improve. Moreover, opportunities are included in a project management report for the team to weigh the pros and cons of the choices, allowing it to effectively make crucial decision making. Also, threats to the team and the business are presented in a project management report and this information allows the team identify existing and foreseen problems within the team.

How do Project Managers usually do Reports?

A project manager’s communication skills are reflected in a project management report, as these reports allow the manager to efficiently provide information to the lead project manager

Project management reports also use factual and updated information for the team. Information are also usually organized and consolidated for the team members to effectively absorb them. In addition, the choice of words in the report is carefully made by project managers to prevent and minimize misunderstandings, as well as to maintain comprehensiveness and easy readability of the report. Technical words or jargons, as well as acronyms, is also minimized in a project management report for the leader not to miss the entirety of the information the project manager wants to convey.

Aside from providing information that may not be known previously, project managers can also include a historical record of the data to be shared to the team. This is to allow comparison of previous and current information, which can help the team adjust their strategies and activities, making them more effective and successful.

Project managers generate their reports in a standard format in order to help the reader to find specific information conveniently. Focus is also instilled in the project management report and this is done by preparing a number of brief reports that cover various topics, which can be more comprehensive that blending several topics in a single lengthy report .

Typical questions/metrics/topics that are usually covered in reports Project Managers are doing

Reporting for project managers covers the following:

  • What things do you consider as your strengths and weakness for the day?
  • Do you see any opportunities present for today?
  • Are there any actual threats you encountered today?
  • Are there any potential threats you foresee in the coming days?
  • What is your short and long-term plan?
  • What strategies and actions are you going to implement?
  • Have you met the previous goals you set?

Advantages & Best Practices of doing Reporting for Project Managers

Project managers are also capable of generating reports, which contain salient information about the team’s status and progress. This allows the reader to get the gist of the team’s development within a specific range of time. Project management reports can also be standardized, allowing the readers to find information easier and faster.

Project management reports also show information that centers on the team’s progress, plans, and problems. The team’s progress is highlighted in the report, motivating and inspiring all members of the team to do more. It also keeps track of the performance of each member of the team, identifying the best performers in the group. Seeing the progress of the whole team will also help the group anticipate further actions in the future.

Reports for project managers are also utilized to present facts and it includes a contact person should the read needs some to contact for clarification or further discussion about any data presented in the report. This specific contact person can also address any questions the reader has about the report. In addition, project management reports also show any actions to be undertaken by the team.

Problems & Pitfalls Reporting for Project Managers usually has

Reports for project managers are advantageous to a business team; however, they also carry some disadvantages.

Some reports done by project managers are very long, as these reports cover a wide range of topics on the team’s status and progress. This can be boring to the readers, particularly to the lead project managers, who usually prefer seeing brief project management reports. Some project superiors even choose to read the report selectively, exploring the salient points about the team standing and development.

There are times in which some project managers tend to load the report with too much information. The bad news is that some lead project managers have a habit of looking at the salient points in the report; thus, they do not read all information in the report. This may place a risk of missing pertinent information about a specific matter in the project management report. This is a reason why project managers should utilize novel approaches to highlight important data in the report.

Since project managers have to include a number of key points to be addressed in the report, it requires them to buy some time to construct the report. It can be time-consuming as they have to present accurate and complete facts, which will be helpful to the team’s performance. But then, project managers have to divide their time among their duties and responsibilities to accommodate the preparation of the project management report.

Why Teamreporter is great in doing Reporting for Project Mangers?

Teamreporter is an application that utilizes scheduled report mails to reduce the number of status meetings of a business team. It is free to use for small groups with four members and it just takes less than a minute for a team member to sign up.

Teamreporter has an easy to use and automated system that allows the team to generate and receive reports effectively and with no trouble. The application sends scheduled notifications to the team members, asking them to send information about their achievements and problems for a specific period of time. Team members are also asked to include their plan, both short-term and long-term, so as to help the whole team direct their path in the future.

High flexibility is one of the assets of Teamreporter, allowing it to become an efficient asset as well in the team’s arsenal. Team members can modify the questions in its automated system, as well as the timing of the report, allowing the application to suit any type of workflow or work environment.

Team leaders also benefit from Teamreporter. With the application sending scheduled report mails to team, team leaders will be able to identify the status and progress of each team member. Effective status reporting enables team leaders spend adequate time in reviewing the members’ reports, allowing them to check the progress a member has made. It will enable them to determine the members who perform the best and those who perform well. Teamreporter also allows project managers to spot team members who need more supervision. In addition, Teamreporter also helps all team leaders, not only project managers, to have a grasp of the overall team status and performance.

With Teamreporters’ automaticity and flexibility, it serves as an efficient communication channel to the team, allowing the team to grow and perform well.

Learn more about Teamreporter

Teamreporter is free for small teams (up to 4 members)