Secrets to Better Status Reports

ProjectManager.com

The status report is a key component to any good online project management software, and Jennifer Bridges, PMP, shows you how to make yours cleanly hit their target.

Here’s a shot of the whiteboard for your reference!

project management software gives you tools to make better status reports

In Review: Secrets to Better Status Reports

First, Jennifer noted that the secret to status reports is knowing your audience. However you present, whether one-on-one or in a group setting, different people process data differently.

She explained that people respond to a variety of different ways to deliver data:

  • Real-time online data
  • Printed reports
  • Raw numbers
  • Visual representations

Regardless of the type of information people prefer, Jennifer said that online project management software is the idea vehicle to deliver it. She compared manual versus using a software tool.

Manual

  • Takes longer
  • Room for error

Software

  • Saves time and effort
  • Customizable
  • Backup and archive

The bottom line, however you choose to give your status reports, is the tell a compelling story to hold your audience and get them engaged.

Pro-Tip: Now that you know some secrets to better status reports, how do you make them more impactful? One way is with graphs, because it provides information clearly and quickly. Here are six ways to make them more impactful.

Thanks for watching!

Transcription:

Today, we’re talking about secrets to better status reports. And I found the best kept secret is to know your audience. Think about it. Whether you’re presenting one-on-one or to a group, different people process data differently. So you wanna present the data and the status reports accordingly.

Some people like to view status reports online so they can see data more real-time. Some people like to print the status reports physically so they can write notes on them. So maybe, if you’re presenting to a group, you can do things like present the status reports on the screen visually, but also provide handouts or printouts so those who wanna take notes can.

Also, some people prefer to receive the raw data. And they may be able to take that data and work the numbers or even export that data into other spreadsheets that they wanna manipulate, or export that to incorporate into other systems.

Some people wanna see visuals or graphs so they can see how data trends. They may wanna see trending data that may be increasing, or decreasing, or maybe stay stagnant. Those insights help them with the project.

I also think the second secret is software. Of course, you can generate reports manually, but typically, it takes longer and it leaves room for error. And the worst thing that you wanna be doing is presenting status reports to either your project team, or your stakeholders with errors. Instead, we can use software.

Some of the benefits of software is it can save you a lot of time and a lot of effort. Because, think about it, that data is in the system, and most tools have a button for status reports and you just click the button. And then you can take the reports and you can format them, and customize them again for your audience.

If you’re presenting it to your team members, you can customize them at a different level. You wanna present them more detailed information for the project versus the stakeholders. You can customize those status reports to show a more high level, maybe the milestones.

And then you can also backup and archive the status reports. Either, maybe you wanna assimilate where they’d go back and view those, but also you can back them up for other team members to retrieve if they maybe missed your meeting.

But also a big point is to remember no matter how you present these data and who you present it to, you wanna tell a compelling story about the status of your project.

If you need a tool to help you generate better status reports, then sign up for our software now at projectmanager.com.

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