Project status reporting is a standardized management practice, utilized as part of the project oversight process, to ensure that projects are completed on time and as planned.
As projects are executed, it is vital to have accurate information regarding “where things stand”. Status reporting is the means by which “progress” is quantified and documented, providing the basis for informed decision making as the project unfolds. And that’s the key to effective status reporting.... using the information reported to make decisions, solve problems and keep the project moving forward in a positive direction. Within the project management lifecycle, productive status reporting serves seven (7) key goals:
Status reports are most efficiently produced using standardized procedural and production “templates”, designed to save time and set realistic expectations regarding report timing, frequency, content and formality. Truly actionable status reporting will convey “where you are” in comparison to “where you planned to be” and “where you need to go”. It’s about quantifying work completed in measureable terms (typically percentages) and comparing that data to established baselines, all to determine whether the project is on track (and to take immediate corrective action if not).
In order to ensure that all key goals are met, status reports must provide the following types of information:
Projects do not occur in a vacuum. There is always an underlying “narrative” that determines how a given project will be perceived – from both a progress and “probability of success” point of view. As a project manager, you can either take control of the narrative, or you can let the narrative control you. It’s easy to guess which is preferable.
In order to take control of the project narrative (and to hold on to it as the project proceeds), status reporting must go beyond steps and templates to communicate actionable status information that is both timely and in context. What makes status information “in context”? Usability. To serve its intended purpose, project status reporting must keep stakeholders informed in a meaningful way – to make relevant decisions, take appropriate action and fulfill project roles and responsibilities. To “report” is to communicate, and project communication without purpose lacks productivity and value.
The key to timely, “in context” status reporting is to match reporting “means and methods” (i.e. status reporting procedures and templates) to stakeholder needs and interests. This is achieved through a four (4) point analysis:
This is where the art of status reporting truly kicks in - matching status reporting practices to stakeholder needs and interests (which can and do vary). In all likelihood, multi-layered procedures and template formats will be required to address varied needs with regard reporting frequency, level of detail, and related format possibilities (i.e. software produced reports, simple forms, formal documents, presentations, etc.).
Be sure to remember that, as a process, status reporting also has its downsides. If not properly sized, it can increase administrative overhead, it can lead to "information overload", and it might be perceived as "micro-managing". The art to productive status reporting is to minimize these downsides so that all true benefits can be realized. In actual practice, potential downsides will only be a factor when appropriately sized "status reporting" standards aren't clearly established and followed. (Also Read: Understanding Project and Process Deliverables)
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