Overview with tools, software, best practices and alternatives
What are status reports?
Excellent communications between client, project manager and project teams often rely on the key role played by status reports on bringing everyone on the team on the same page by means of regular updates. A Status report is a document detailing a project’s improvements with regards to the the time, efforts and money that had been spent into it. It is a crucial link between the client and the workers, and keeps them harmoniously working together. Projects are always kept in close touch with its original budgetary and operational quotes by giving project managers the ability to immediately check lapses in operations as would be shown in the status reports. Status reports introduce a new picture of the project’s progress every time a status report is released. Important events sometimes comes to the light only by means of status reports, without which they could be forgotten or be not given the notice they merit. Intelligent analysis of a project’s status are greatly facilitated by status reports. Whether monthly, weekly or daily,a Status report ensures that the project’s progress will flow smoothly.
Who does Status Reporting and why?
All members of a project team are entitled to give a periodic assessment of their efforts and ideas by means of status reports. With project managers, status reports gives them focus on the overall situation, enabling them to identify potential problems and also conflicts of interests between the clients, project team members and other stakeholders in the project. Status reports gives them the power to resolve such situations before they get out of hand. With project team members, status reports makes them conscious of other things besides their task assignments. Things like for example, a software personnel being aware of the accounting department’s finances provides for a smoother arrangement between the two as they can avoid potential conflicts if they are aware of the each other’s situation. Status reports lie at the heart of daily Stand-up meetings and the derivatives that have arisen from it. They are central to all issues surrounding project development and management. And perhaps unnecessary sometimes ( for example between two team members who are always in face to face communication with each other, therefore has no need of status reports), status reports are still the best way when it comes to keeping everything under the scope of management and just in the right track. Even when a team member is sick or unavailable due to emergencies, things can still be maintained if there are status reports that record the situations’ events from the standpoint of other team members.
How to make a Status Report?
Making a status report about a project involves detailing a project’s current status, the decisions that affect it, the actions that took place within it, and everything else that has an effect on the project. Interesting points should always be included in the status report in order to make it more appealing to the minds of everyone involved.
Advantages and Disadvantages of making Status reports
Status reports influence everyone on the team in no small matter. Though inconsequential at times, over time they may prove to be most significant in terms of keeping the project running smoothly. Project managers can identify an ineffectual strategy in product development and management when he reviews the records of status reports over the course of many months or years. Records of status reports also may be used to enable the team to pick up from another point in the project’s progress as when something inimical happens – and inevitably they would. Core issues are tackled without ignoring the little things when they are reported. Although status reports are generally of great importance, they may preclude the Team from practicing face to face communications when it is possible
The best ways of making Status reports
How best to implement a design for a Status report? Project managers should always be on top of the situation when dealing with status reports. They are in charge of administrating the delivery of status reports in a way as to produce the optimal effect on the whole team. The team should remain on its primary interests notwithstanding other events taking place within their timeframe. Status reports should be recorded or archived to provide reference materials for some future contingencies.
Teamreporter – a good way to provide Status reports
Teamreporter app provides a simple yet efficient means of delivering status reports to everyone on the team. Easy to access ( via a short registration procedure ) , it puts anyone able to put up a team right on the seat of a project manager. With a few short steps, a weekly status updating report can be scheduled to be received by all team members through email. Teamreporter app is a web based email application that automatically sends everyone on the team a status update via email upon a brief setup procedure on its website described as follows:
- Creating questions that the team members will answer.
- Scheduling the sending out of email queries.
- Scheduling of team status updates to every team member.
- Adopting preset business scenarios.
- Prompting team members who forget their reports.
- Arranging an archive of team status reports
It has the following advantages:
- Ready in 5 minutes
- Free startup
- Accessible even to novice users and managers
- No IT software or hardware requirements
- Only email login required for team members
The promise of better delivery of status reports comes to mind with the use of Teamreporter.
Alternatives to making Status report
Without status reports, project teams will have to converse with each other by whatever means necessary to convey their side to other project team members. Face to face conversations are certainly good but it can sometimes be awkward in view of situations such as remote working. Team members will have to aggressively communicate by phone or otherwise without the benefit of status reports.
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