Project physical performance report and how to write?

 I had until the end of the day to prepare such a document on the project "Development of a web-store". The purpose of this article is to convey the benefits of regular reporting, describe the criteria for a "good" project status report, and share examples of reports and their templates.

Who needs a report on the status of the project and why?

Project Manager

First, no matter what they say, but the preparation of the report encourages the manager to regularly evaluate his project and himself as his "helmsman". Disciplines, in other words. If there is nothing to write in the report in the section "Results obtained" or "News on the project", then, you will agree, any responsible manager will feel somewhat uncomfortable.

Secondly, a properly compiled report helps the project manager in managing his team and the Customer (more on this below). At a minimum, the report informs the Customer and the project team that the project "lives", it is working and employed specific employees. Here are the sections that the project manager fills in.

Project customer

Why do the Customer need a report? For the Customer, a report on the status of the project is a way to be aware of the project without diving into the details. My customers do not always want to read correspondence, protocols, etc. documentation - there is not enough time. However, they all willingly read a brief summary of the project.

Project team member

Each project participant receives two things from the report: what happens outside his task area (in other groups, for example) and what tasks he faces for the next period. The overall status of a project is also useful if the motivation of its participants is collective and related to the overall project completion date.

People

Despite the fact that this group may not take part in the project directly, it often happens that there are "hidden stakeholders" in it. For example, the project provides for the rebranding of the company and the subsequent change of overalls of employees. The HR director is not part of the team of this project, but wants to know from what quarter you need to budget a change of work clothes.

What is a "good" report?

A good report should reflect:

• What has been done in the project since the last period? You can call it "News", "Key achievements", "Deliverables", etc. The essence is simple: after reading only this section, the Customer should immediately get an idea of the project and its status (current status). Convenient, do you agree?
• What are the challenges facing the project and its team for the next period? What and when to do with the indication of names. I will add between the lines: the name and surname of the employee opposite some entry in the report is very stimulating for the "characters" to read the document.
• Forecast of project implementation taking into account the current state of affairs.

 

What other sections might be in the report?

The list of sections in the project status report can be large, choose what you need.

1. Overdue tasks. This section reflects overdue tasks and their current completion dates, indicating the responsible and reasons for the deviations.
2. Timing and results of the project. The section informs about the project milestones and their current/baseline dates of achievement.
3. Problems and questions to the Customer. List of questions, risks, problems, etc., which require the participation of the Customer. An important section if you want to manage your Customer.
4. Schedule of project implementation by terms. This is a curve that shows the relative deviation of the timing from the basic project plan. If a negative trend is visible, then it's time to sound the alarm
5. Project budget and status. Both in general and in articles. If the budget is mastered quarterly and is associated with budgeting, then in the context of quarters. Be sure to specify the budget forecast for the next period. If someone uses "mastered volume", send me an E-mail, I really want to see.
6. Planned meetings on the project. It is relevant for projects in which the schedule of meetings is an important part of communications. For example, consulting projects. Specify the date, agenda and planned composition of the participants. 

 

A few more rules for a good report:

1. The report should be concise – from the practice of no more than two pages of text. I try to design the sections in such a way that they go from the most significant to the less significant. For secondary issues, I actively use attachments in the form of files (there will be a desire - open and read).
2. Use emails and colors. Even if it looks a little cartoon, but it is more likely that the report will be read to the end.
3. A good report should carry a "plot". It's hard to explain and not so easy to do. The author of the report must be in some way a journalist who writes an article about the murder of a famous businessman or politician. If the report did not cause emotions or actions in the Customer, then you have prepared a "just report". But if the Customer had a desire to write a letter, make 1-2 calls or simply "slash the management", then the report was a success.