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5 Tips On Project Report
By Petrus Keyter

One of the more important tasks of a project manager is ongoing project reporting. This communication with all stakeholders, from the executive members down to the actual team members is very important in order to keep everyone on the project well informed. To assist you in effective project reporting, the following five tips are very important.

  1. Project status

    Produce a project status report on a weekly basis, where you can show the planned versus actual effort, percentage completion and also financial budget versus actual. Include all open risks, issues and changes. You may also want to include a summary of the next week’s tasks, upcoming milestones and deliverables.

  2. Project schedule and completed tasks

    You must on a regular basis show the project owner, sponsor and other stakeholders progress on project tasks. Produce a summarized view showing all tasks with percentage completed. You may also want to add this report as an appendix to your weekly project status report.

  3. Milestones

    Milestones are very important in projects, as this show when the major project deliverables will be delivered. Show the percentage completion of each milestone and projected completion dates. It is also a good motivational idea to get team members to focus on the completion of milestones, as these are the goals of the project and everyone enjoys achieving their goals rather than just completing individual tasks.

  4. Getting assistance

    Stakeholders on an executive level don’t always want to hear that everything is going well on the project. They rather need to know the truth regarding the project and if the project is falling behind for whatever reason, communicate this as soon as possible. Do not be afraid to ask the right people such as the project sponsor or project owner for advice and assistance in getting the project back on track again. Ensure that you let them know exactly what you need, being it finances, resources or time. This way you involve them in the project and they will feel more comfortable that they know exactly what is happening on the project.

  5. The truth and nothing but the truth

    Your project reporting at all levels must reflect the same information every time. This is sometimes referred to “one version of the “truth” and creates a feel of control with all stakeholders, as everyone sees exactly the same information on the different levels.

So there are the five tips on project reporting that will take the hassle out of having a focused and quality reporting process throughout your project.

Petrus Keyter has been in the IT and Technology industry for over 25 years and has been actively involved in web design and development, search engine optimization and marketing and website copy writing for the past 8 years. Another passion is also home and business organization and filing, especially around effective filing systems. If you have any comments or questions about this article, feel free to email us at info@pankey.co.za. http://www.pankey.co.za.

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