Reporting—it’s what a project manager does. Regardless of your level of experience, whether you are a journeyman or an apprentice, you have created a project report, either by hand or using reporting tools. However, you might not be aware that there are various report types or how to tailor those reports to different audiences.
Top 5 Types of Project Management Reports
8 types of project management reports
There are several reports you can use at different stages of a project because they require many steps and a lot of planning. Each of these reports is intended to be used in order to successfully complete the project. Some common types of project management reports include:
1. Availability reports
It’s beneficial to comprehend the materials, team members, and other resources available to you before starting a project. To determine how much time each team member has to dedicate to a new project, an availability report shows how much work each member has. It can also mention the accessibility of necessary resources, for example, by outlining the equipment your company has available to install new hardware in an office. This can help you assess your resources and your needs so you can get ready before the project even starts.
2. Status reports
Status reports list tasks that have been completed, those that have not been completed, and tasks that the team is currently working on. These reports enable a project to remain on schedule or to change it as necessary to accommodate new project requirements.
3. Project health reports
A more appealing version of status reports is the project health report. They convert some project status data into visual representations that team members and managers can use to see both completed work and what still needs to be done. They can frequently quickly understand the information by skimming the report because it is visually reported.
4. Risk assessment reports
Reports on risk assessment classify and rank project’s anticipated and actual risks. By outlining potential obstacles and occasionally providing solutions to avoid them, they can aid teams in preparing to overcome them. Making a priority list of each risk and allocating the appropriate amount of time for each one will help the project stay on schedule.
5. Time management reports
Time management reports show how much time your team actually spends on each project-related task. By keeping track of time, you can compare the amount of time spent to schedule estimates, determine how much of your budget each task consumes, and make any necessary adjustments.
6. Project baseline reports
A detailed estimated schedule of tasks and the amount of time required to complete them can be found in a project baseline report. These reports, which are frequently presented as graphs, let you overlay the actual timetables your team uses throughout a project so you can contrast them with your estimate. You can learn how much time different tasks require and how to more accurately estimate them by keeping track of actual times against your initial estimate.
7. Summary reports
Summary reports are a combination of other report types. The contents of a summary can vary depending on the project, but they frequently include data on budgets, schedules, and risks so that managers and stakeholders can comprehend the overall situation and projected outcomes for the project.
8. Variance reports
Reports on variances compare initial projections of metrics, such as budget or expected profits from a project, with the actual amounts needed for the project. This aids managers and stakeholders in comprehending the true costs of various projects and their potential future profitability.
What is a project management report?
A project management report is a structured, frequently in-depth description of a project that includes details on the project’s current status and future plans. Among the information detailed in a project management report is:
Project management reports can serve several functions, including:
6 benefits of using project management reports
Project managers and company executives frequently use reporting as a tool because it has a variety of applications in business operations. The following are a few of the most typical advantages of using project management reports:
1. Allow for more accurate budgeting
Businesses can more accurately estimate the potential costs of each project by having a better understanding of the actual costs of various project components. In this way, businesses can confirm before starting a project that they have the funds necessary to finish it. This aids them in determining whether a project proposal is worthwhile given its expected profitability.
2. Create realistic schedules
Project reports can help businesses focus on taking on projects that fit into their schedules because they frequently include information about how long tasks actually take. Having accurate schedules also aids in developing realistic budgets and identifying potential problem areas.
3. Increase project visibility
Throughout the course of the project, project management reports assist in maintaining consistent communication among project managers, their managers, and stakeholders. By making the reports more visible in this way, more people with experience are able to share their insightful ideas and advice on how to boost project productivity, cut costs, or provide any other guidance that might help a successful completion.
4. Reduce risks to a project
Risks can be included in project management reports, which allows managers to plan for or even eliminate these risks. Considering potential risks in advance can reduce project costs, increase productivity, and speed up project completion.
5. Improve management
Project managers and executives can better manage a project by using all the information provided in project management reports. They aid those in charge in comprehending every facet of a project, enabling them to make adjustments as necessary, add tasks as needed, remove tasks as unnecessary, and communicate updated expectations to the team.
6. Improve for the future
Project management reports provide a wealth of knowledge that managers can apply to raise the caliber of upcoming projects. Each report may help ensure that the planning process of future projects includes the actionable information gathered from those that have already been completed by teaching what works best in projects or where improvements can be made.
What do you write in a project report?
- Executive Summary. …
- Set the scene for the report and describe its organizational format in the introduction.
- Body: It’s time to use your writing talents!
- Bring all of the report’s components together in a succinct and clear conclusion.
What are the types of project report?
Daily, weekly, monthly, and quarterly project status reports are some of the options. They streamline the process of obtaining and disseminating crucial project information.
How do you write a management report?
- Step 1: Plan before you start. …
- Step 2: Invest in automated tools. …
- Step 3: Use clear and objective language. …
- Step 4: Tell a story to engage readers. …
- Step 5: Define the metrics and KPIs to be used.
- Step 6: Establish a point of comparison.
What is a project report format?
The article should concentrate on the project’s specific goals, the methodology employed, and the key findings. Instead of titling the work with a general, topical phrase, be precise and highlight the explicit nature of the work.