Overview with tools, template, software, best practices and alternatives
What is Reporting to the Management?
Management centers on taking control of various members of the team in an organization to achieve the team’s goal. Reporting to management is the process of providing information and updates to team members, team leaders, and affiliated parties so as to keep them at par with the project’s activities, performance, status, and progress.
Who does Reports for the Management?
Reporting to management can be done by all team members and team leaders. This is to keep the team superiors on track with the team’s activities, standing, and development. Business teams also generate reports to be sent to the management to update affiliated groups like venture capitalists.
Why do people do Reports for the Management?
Management teams generate reports to communicate essential information to the team members, team leaders, and business affiliates, such as status and progress of the team and the project. This ensures that the members, leaders, and affiliates will be kept updated on what is happening to the team.
Reports to management are also created to present important data about the team or the business, which will help the concerned individuals or groups compare data in between reports, interpret and analyze data, make inferences and conclusions, as well as make logical decisions.
How to do Reports for the Management / Ways to do Reports for the Management
Reports for management include pertinent information on the undertakings, routines, standing, and development of the management team and the project.
The management report should be factual, updated, complete, and accurate. Reports that do not contain these elements will lead to poor planning, strategy development, action implementation, and evaluation of outcomes.
Achievements and issues are also essential to the team as they strengthen the methods and procedures of the team. The team’s accomplishments can include the number of new prospects, sales closed, new business partners, awards and recognitions obtained, and issues resolved. The team’s issues can be actual and potential and both should be included in the report.
Another set of information that can be included in the management report includes the plans, strategies, actions, and evaluation of the team. These pieces of information comprise the framework of the business team, which will guide them to their success.
The management report should also be organized to facilitate easier comprehension of information. This is done by using bullet points in presenting the data, instead of including them in a narrative format. In addition, bulleted information is easier to read, unlike the lengthy appearance of a narrative format.
To make the report readable for all members, the language used should not be highly complex; average level words should suffice. In addition, the use of acronyms, especially those that are not considered standard, is not recommended because they can be misinterpreted by other team members.
Quantitative data can be included in the management report. Unlike qualitative data that uses bullets and paragraphs, quantitative information can be presented using tables, graphs, charts, and diagrams.
Advantages of doing Reports for the Management
Reporting on management is advantageous to the management team for the following reasons.
Communication stands as the number one benefit of doing reports to management. The information and updates in the report will be known to the team members, leaders, and affiliates. They will be able to know if the team is smooth sailing or not.
People will be also informed of the team’s achievements and issues by doing reports. The team’s achievements can help mark the team’s performance, capabilities, and competence. These accomplishments can also serve as motivation and inspiration to team members. Issues can be actual or potential. The team can discuss ways to solve actual problems and prevent foreseen problems.
The information in the management report can also help members and leaders set up their future plans, strategies, actions, and evaluation. Aside from these, management reports also reveal the strengths, weaknesses, open opportunities, and threats to the team.
Disadvantages of doing Reports for the Management
Reporting for management can be advantageous in a number of ways, but there are also instances in which it can be a disadvantage to the team.
Management reports are tedious to do, thus time consuming. Instead of allotting their time to their regular duties and responsibilities, team members have to allocate time on doing the management report. This is a major issue to those team members who have trouble in managing their time. Too add, this will be a pain to team leaders who have lots of training modules and regular reports to do.
Doing management reports can be costly, especially those that are paper based. This is a concern that may arise in startup teams, as they do not have enough funds yet in maintaining the full functionality and stability of the team and the business. For start-up teams, doing reports to management will add costs to their expenses.
Virtual teams have an issue with doing management reports online as their communication means relies on a stable internet access. Poor or absent internet connectivity will not allow them to send and receive important information or updates to and from other members of the team, which adversely affects their functionality.
Best practices for doing Reports for the Management
Doing reports to management helps team members, team leaders, and affiliates to become informed and updated on the status and updates of the team and the project.
A good practice in doing management reports is completeness and accuracy, since the reports may serve as basis of the team’s future activities, such as planning, strategy making, activity implementation, and outcome evaluation. An incomplete report may adversely affect the aforementioned activities.
The organization of the report is another point to harness. Reports can be organized if they are not made up of plain text. Long paragraphs can be tiring or boring to the readers, thus, important information should be kept short and simple. This can be done by using headings and subheadings as guides to the readers, as well as bullets to present information clearly.
Management reports may include numbers and figures, such as in team’s sales and expenses. This information is quantitative in nature and cannot be merely detailed in words. There has to be a way to express this kind of that and possible ways include tables, graphs, charts, and diagrams. These will not only present the data properly, but they will also enable readers effectively understand the relationship among the given figures.
The report has to be free from errors or mistakes; thus, it has to be reviewed after it has been written. It would be helpful to proofread for spelling errors and wrong grammar. Reviewing the report for these things will also reduce queries, need for clarifications, and additional documentation.
How Teamreporter helps at doing Reports for the Management
Teamreporter is a business application that uses scheduled report mails to reduce the number of status meetings a team has. It is free to use for teams with up to four members and signing up just takes less than minute.
Teamreporter’s interface is automated and easy to use, making it easy for team members to send and receive information to and from team leaders and members. Teamreporter will send e-mail notifications to the members of the team, asking them to submit a report containing their achievements, plans, and problems. Based on their responses, Teamreporter will generate a summary of data and will send it to the team the next day.
Team members can confidently use Teamreporter in any work flow or work environment, as they have the power to change the schedule of mail reports and the questions in Teamreporter’s interface. Aside from that, team members can also modify the list of recipients and the list of senders in Teamreporter’s list. In addition, Teamreporter can also be integrated to the existing applications used by the team.
Team leaders can also use Teamreporter to simplify their tasks. The report Teamreporter provides them give team leaders a clear overview of the team’s status and progress. Also, team leaders can also determine the members who perform well and those who need further assistance. Moreover, they can also use information from Teamreporter when they evaluate the team and its members, as well as in developing training modules.
Alternatives to Reports for the Management
While reports to management can be advantageous to the team, there are some alternatives that the business team can take into account.
E-mail reports or status updates are considered as one option to management reports. To make e-mail reports or updates, team members just need to have a laptop, a smart device, and a working internet access. With just one click, team members will be able to easily send and receive important information to and from team leaders and other members of the team.
Aside from doing reports, the team may also consider conducting stand-up meetings. These meetings are short meetings that aim to discuss essential information and updates with regard to the team’s status and progress. As compared to paper-based reports and e-mail reports, stand-up meetings are quick ways to identify the team’s achievements, problems, and plans.
Get Teamreporter - Free!
Teamreporter is free for small teams (up to 4 members)