Overview with tools, template, software, best practices and alternatives
What is Reporting to Clients?
A client is a person or an organization who engages with the professional advice or services of a company or organization. A client can be the customer in a shop or hotel or someone who enjoys the service of an electricity company.
Reporting to clients is a reporting procedure in which the members of a team or organization provides information and updates to the clients or customers. Clients are the ones who help the business group or organization boost their existence in the market and communication between them and the team is vital to the team’s success.
Who do Reports to Clients?
The members of business teams generate reports to clients, along with the output produced by the team leaders, such as the project managers, supervisors, and executive officers. Usually, the company secretary is asked to prepare the report using the notes coming from the business leaders. The report is then sent to the clients for their ready reference.
Why do people do Reports to Clients?
People generate reports to clients by providing information and updates about the team and the project, in order to broaden their entrepreneur-client relationship.
Business teams also make reports to clients in order to present significant information about the status and progress of the team, which includes the team’s strengths and weaknesses, along with the team’s achievements and issues. Certain breakthroughs achieved by the team can also be integrated in the client report. Also, considerable boost in trend can also be inculcated in the report, enabling clients to make decisions on whether they will continue engaging with the business’ products and services or not.
How to do Reports to Clients/ Ways to do Reports to Clients
Reports for the clients enable the business team to deliver significant information on the undertakings, routines, standing, and development of the group and the project.
Primarily, business reports contain information on the team’s status and progress. Along with these information, the team can also include an executive summary, which presents the overview of the entire report.
The content of the report may encompass various aspects of the team and the project, including information like the team’s progress, challenges, and achievements. In addition, the team can also present information like plans, strategies, and actions the group would like to do in the future. This helps clients envision what the company sees in the future.
The conclusion summarizes the salient points indicated in the body of the report. It states important findings by team members. The conclusion is also followed by the recommendations of the team members or team leaders, which suggest the activities that the team can follow in the future.
The team can also include appendices in the report. This is the section where the team can find additional information such as figures used to present quantitative data. These can be graphs, charts, and diagrams, which can effectively present numbers and figures.
Advantages of doing Reports to Clients
Reporting to clients is beneficial to the executive management team in various ways.
Communication is an important key to any kind of business. With a good channel of communication, the business team can maintain a solid contact with the clients with the reports they generate and send. This allows clients to know any new information or updates from the business, such as events, discounts, and promos. Having a long-term connection with clients is essential to the success.
Aside from communicating new or follow-up information to clients via reports, reporting to clients can also help clients see and track the performance of a business company. This is useful to them as they will be able to compare and evaluate the properties and profile of various businesses, which later on helps them make inferences and conclusions, as well as make logical decisions.
Disadvantages of doing Reports to Clients
While reporting to clients can be beneficial in multiple ways, there are also times in which reporting can be a shortcoming to the team.
Doing a report entails adequate time as the report has to be accurate, complete, updated, and factual. Absence of any other these elements will lead to a poor report quality, which can adversely impact the integrity of the report as well as the team’s performance. Also, writing a report can be time consuming, which may halt team members from accomplishing their regular tasks and responsibilities.
Virtual teams have team members who are dispersed in various locales and time zones. Since members of these teams work away from one another, the power of the internet undeniably connects them as a team. However, poor and absent internet access may halt the team from sending and receiving information to and from other team members and clients.
Best practices for doing Reports to Clients
Doing reports to clients allow team members, team leaders, affiliates, and clients to become fully informed and updated on the status and updates of the team and the project.
Completeness and accuracy are two important factors to consider when writing reports to clients, as these elements of reports help team members and team leaders formulate plans, develop strategies, and execute actions. Also, reports with complete and accurate information enable team members to analyze information, make inferences and conclusions, and make logical decisions.
The client should also be organized, despite of having lots of details. This can be ensured by team members by using bullet points in presenting information. Aside from making the report concise, this will facilitate readability and comprehension of the report, as compared to information presented using the narrative approach.
Quantitative information can be also included in the report so as to present an evidence-based report. Unlike qualitative data that are presented using paragraphs or narratives to present data, quantitative data can be presented with various tools like tables, graphs, charts, and diagrams. These can also present the trend in the business within a specific time frame.
Language is another factor in writing reports to clients. Because various people comprise a business team, the report should utilize a kind language that is understood by all members. This is also done to facilitate effective reception of information coming from the report. Also, jargons and acronyms should be limited in the report as not all team members are familiar to most of them.
How Teamreporter helps at doing Reports to Clients
Teamreporter is a business application that helps teams to reduce their status meetings by eliciting scheduled report mails. Signing up for an account just takes up to less than a minute and teams with up to four members can use the application for free.
Teamreporter can be used easily by team members in doing their reports to clients with the application’s easy to use and automated system. Teamreporter will send the team members e-mail notifications, requesting them to send important information like their accomplishments, problems, and plans. Based on the members’ replies, Teamreporter will generate a data summary, which will be sent the next day.
Teamreporter is also flexible, allowing users to use it in any type of work flow or work environment. Team members can change the questions in the applications, as well as the schedule of the report mails. In addition to this, the users can also modify the list of members who will receive the report and the list of members who need to send a report. Aside from its capability to be integrated to the team’s existing applications, Teamreporter can also be used via e-mail or web browser.
Alternatives to Reports to Clients
While reports to clients can be advantageous to the team, there are some options that the business team can consider.
Business teams can utilize the power of the internet to spread information to clients. They can send information and updates to their clients via sending e-mail reports and updates. This is an easy and fast means to make the clients aware of new or corrective information. E-mail reports and updates can be also received by clients in their laptop or smart devices, which can be integrated to reporting applications. However, poor or absent internet connection can be an issue to sending these updates.
Another option that the team can use in sending reports to clients is the use of reporting applications. With the inevitable growth of technology and innovation, team members, leaders, associates, and clients can download competent applications from the internet, enabling them to send and receive information easily to and from clients or other team members. However, team members have to be cautious when downloading the application as some applications may contain malwares or viruses.
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