Overview with tools, software, best practices and alternatives
What is Status Reporting?
Status Reporting pertains to the logical manner of sending and obtaining information and updates to and from the members of the team. This is done to keep team members and leaders updated on the status and progress of the team and the business.
Who does Status Reporting?
Teams that work together do status reporting. Members submit updates to their superiors to provide information on what happened within the day or within a specific time frame. In turn, superiors can also send status like new or changed information to their subordinates.
Why do Teams do Status Reporting?
Teams do status reporting for the following reasons.
First is communication. Team members report information and updates to the team leaders, to make them aware of what is happening to the team and the project. Also, status reporting allows team members and leaders to note the team’s accomplishments, progress, and problems. Overall, this reporting procedure serves as a light to all team members, helping them understand the events that are taking place within the team.
Another reason is data integrity. With the report information complete, accurate, recent, and organized, teams will be able to function independently in any setting. They will be able to formulate new ideas and plans, correlate information, make inferences, and make decisions. As a result, the team will be able to adjust its moves it the future.
How to do Status Reporting / Ways to do Status Reporting
Status reporting offers helpful and referential information about the performance, activities, standing, and development of the team, the project, and the team’s affiliates.
Reporting should involve complete, accurate, organized, and recent. Reports with these qualities are easier to understand and are less subject to having errors. Thus, team players will be able to maintain the continuity of information, as well as the team’s activities.
Status reporting is about presenting the status and development of the team and the project to the other members of the team, as well as to business affiliates. This implies that team members and leaders can include details on the team’s undertakings, achievements, plans, and problems. This way, they will be able to plot plans, employ strategies, and carry out actions.
Advantages of doing Status Reporting
Status reporting is highly suggestive to the team and to the project for the following reasons.
Communication stands as the primary goal of status reporting. Reporting information and updates allow team members and leaders to learn about the status and progress of the team. In addition, the accomplishments of the team can be presented, which can mark the milestones of the group. Also, important matters that need to be discussed among the group can be raised and clustered according to priority.
Another advantage of status reporting is the navigation of the business. The contents of the report enable team members and leaders to foresee events in the future, which can be favorable or not. The present content of the report may suggest members and leaders what to do to cope at present and adjust the future of the team and the business.
Disadvantages of doing Status Reporting
While status reporting can be suggestive to the team in many ways, there are also some events in which the reporting process can put negative impact to the business team.
One con of status reporting is time. The reporting process can be tedious and time-consuming at the same time. While it is vital for the status report to have complete, accurate, fresh, and organized data, members and leaders may not be able to have enough time to finish them on time, since they also have their regular or daily tasks and responsibilities.
Online status reporting is the second disadvantage. While the power of the internet can be used in sending information to the team easily and quickly, poor or absent internet connection will not make information dissemination possible.
Best Practices for doing Status Reporting
The utilization of reporting services helps team members and leaders to be adequately informed, updated, and aware of the status and progress of the team and the project itself.
To maintain the completeness and accuracy of information, team members may use a small notepad where they can write pertinent information to be included in the report, such as the team’s accomplishments, issues, and goals within a specific period of time. This way, they will not forget to include specific details in the report.
Another good practice in status reporting is the use of bullets, headings, and sub-headings. These elements help readers comprehend the report more effectively, as bullets list down information in a simplified approach while the use of headings and subheadings help the readers connect the report contents.
The kind of language used in the report should be one that can be understood by all readers of the report. This implies that words or terminologies that are quite hard to comprehend, such as jargons and acronyms, should be limited. Team members and leaders have to remember that the report is not a vocabulary contest, but an update to the team.
Status reporting may involve two types of information – qualitative or quantitative. Qualitative data refers to a descriptive type of information while quantitative data involves numbers and figures. The first can be presented in a narrative approach while the last can be presented using tables, charts, graphs, and diagrams.
How Teamreporter helps Teams at doing Status Reporting
Teamreporter is an application that uses scheduled report mails as a replacement to status meetings. Teams with less than four members can use the application for free and signing up for an account takes up to less than a minute.
Teamreporter’s interface is automated and user-friendly, allowing team members to send and receive information to and from other members of the team quickly and easily. The application sends them e-mail notifications, asking them to send information, such as the team’s achievements, plans, and problems. Based from the response of the members, Teamreporter will make a data summary, which will be sent the following day.
Teamreporter is flexible, allowing members and leaders to function with any work flow and environment. The users can change the questions in the application’s interface, as well as the schedule of the report e-mails. Also, members and leaders can change the list of members who need to send reports and those who will receive them. To add, the application can also be used in e-mails and web broswers, along with other applications that are used by the team.
Team leaders can also benefit from Teamreporter, as the report can give them a clear grasp or view of the team and the project. Also, team leaders will be able to use the application’s report in identifying members who perform well and those who do not. Additionally, Teamreporter’s report can be used by team leaders when they make their reports or their training modules.
Alternatives to Status Reporting
Status reporting is effectual in spreading information in teams; however, business teams can also consider some alternatives that the team can use or do when doing reports.
Status reporting thru phone calls can be an easy and quick way of providing information and updates to other members of the team. Team members and leaders may keep a phone that they will use to call one another to give information about the status and progress of the team or the project. In addition, reporting information thru phone calls is reliable when the case is an emergency, as it allows the team to act immediately to give resolution to the matter.
Another alternative to status reporting is the use of e-mail reports and updates. Team members and leaders will just need a desktop or a laptop, a smart device, and a stable internet connection. Just like making phone calls, status reporting via e-mail is reliable regardless of the location and time zone of the team members, making it reliable to virtual or asynchronous teams. The only pitfall is that e-mail reports need a stable internet access, which if poor or absent, may not allow members from sending reports.
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