6 simple steps to successful project reporting? It can be done!

Project reporting, also known as project reports, plays an essential role in project management. They enable you to communicate on the progress of your projects, schedules and budget, while giving you an overall view of your activity.

To ensure that these reports are relevant, you need to define the information to be included at the start of the project. However, it can happen that a modification occurs during the course of the project, so your entire plan is likely to change, which means you lose time.

Fortunately, thanks to analytical software and various reporting tools, it is now very easy to monitor, modify and analyse your project reporting in real time.

We'll help you create your project reporting in 6 key stages, accompanied by essential tools and ready-to-use Excel templates.

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Project reporting: definition

What is activity reporting?

Project reporting, also known as activity reporting, is a tool for periodically taking into account the various performance indicators for a project. It therefore contains a set of data and information that has been collected beforehand, sorted and presented clearly so that it can be analysed and used.

This information can be presented in different ways:

• diagrams (Gantt chart, Kiviat chart, etc.),
• pie charts
• bar charts
• tables (e.g. Kanban), etc.

So the relevance of this information and the way it is used and presented are more than essential to good project reporting. The aim of this reporting is to :

• facilitate the communication of quantified results
• help monitor the progress of the project
• present a clear and relevant overview of the project,
• make the data tangible and understandable.

What are the differences between reporting and dashboards?

Reporting and the dashboard are fairly similar in form, but the main difference lies in their objective.

👉 Reporting processes and exploits the raw data that project managers have previously sorted.

👉 The dashboard, on the other hand, analyses the data and transforms it into concrete information to facilitate decision-making.

How do you draw up a project report?

1 - Define the audience's objectives

The first stage of reporting is the most important; if the information presented is not appropriate, the whole report will be distorted and unsuitable. You need to ensure that your report contains exactly the information you want, no more and no less.

👉 Ask yourself the following question: what message do we want to convey?

💡 For example, if your report is about a commercial project, you need to define the project group's objectives and the target audience's needs beforehand. To do this, you can get in touch with the sales team, who will be able to define clear sales objectives and relevant sales KPIs.

2 - Collect the right data

Now that you know what type of data to collect and who it is for, you need to collect it. To do this, you can use ETL software, which extracts, transforms and processes your data to extract only the relevant information.

Although these tools are very effective, they are not always sufficient. Don't hesitate to ask around and don't limit your field of research.

👉 Compare the data collected with the reality of activities. This may enable you to delete unnecessary data, or add new ones.

💡 Using the same example as above, present the data collected to your sales team. You'll be able to get relevant feedback, which will enable you to adapt the report as best you can before going any further. Working together will enable you to build a better report.

3 - Converting data into information

To make the report clearer and more understandable for employees, this data needs to be transformed into concrete information.

💡 For example, several sales figures spread over a period X can be presented as a percentage increase or decrease, or even as a diagram.

In fact, displaying a whole list of figures without giving any guidelines won't be relevant to the reader, whereas giving a clear percentage will show them directly whether turnover is falling or rising, making them more responsive in their decision-making.

👉 Finally, avoid overloading the report with data. Too much information could confuse the reader, who won't read on or will feel lost. Focus only on the essential information.

4 - Add graphics and visuals

Now that your data has been transformed and your information properly summarised, add visuals and graphics to your content to make it easier to read. A report should be pleasant to read:

• in terms of content (relevant, appropriate and concise),
• in form (visuals, graphics, colours, etc.).

Use the right graphics for each type of information, and colour is also important. Everything must be done to make the document as pleasant to read as possible and to ensure that the information is correctly and pleasantly conveyed . Here's a quick guide:

Bar charts for comparing data

Bar charts are very easy to read and are very effective when it comes to comparing data. For example, to compare the distribution of employees according to different criteria (age, seniority, gender, etc.), or to segment customers according to different elements.

Line charts

Line charts are very easy to read and are suitable for time series data. The curve clearly shows the change in trend, making it perfectly suited to changes in turnover or sales.

Pie chart

The pie chart is a very useful way of comparing several percentage or quantity "shares". It is perfect for comparing the percentage of different products purchased within a company, for example: you can see at a glance which is the leading type of product.

5 - Set up a feedback system

It is very important to set up a feedback system within your corporate policy in order to study the way in which the message is perceived by its recipients and thus enter into a process of continuous improvement.

This feedback can be provided via several channels:

• questionnaires
• suggestion boxes
• quizzes
• via appropriate project management software, etc.

👉 Ask yourself the following question: how is the message perceived? This will enable you to check that the communication is transparent.

6 - Archive your information

Finally, it is important to archive your documentation and all your reports for future use and to keep a record of the various analyses you have carried out.

👉 Reporting is a treasure trove of information that will help you to be quicker and more efficient in your future projects.

Equipping yourself with a project reporting tool

Project management software

Project management software is the management tool best suited to reporting. Dedicated to task planning, resource allocation and activity monitoring, they bring together in a single platform all the functionalities required for good project management.

Project management software is an effective, intuitive solution that gives you the benefit of comprehensive reporting of all kinds:

Financial reporting

Track the costs of a project, whether carried out internally or externally. You'll benefit from financial visibility into the future, effective monitoring of the amounts committed, automated forecasting...

Activity monitoring reporting

You have access to a clear picture of the time spent by your teams on each project. This gives you an overview, enabling you to allocate the right resources to the right place.

Sales reporting

Track your sales using customisable dashboards and relevant sales management analyses and functions. This enables the steering committee and sales staff to make decisions and negotiate your sales on the basis of data updated in real time.

PPM (project portfolio management) software

Online PPM software has been developed to make project management processes practical and efficient. These solutions can speed up and considerably improve the monitoring of all projects carried out by a company. They are particularly well suited to companies managing a large number of projects at the same time.

🛠 Examples of PPM :

• AirSaas is governance software that gives you greater control and visibility over your project portfolio. By centralising your data within the tool, project managers save precious time in producing accurate, up-to-date reports. The solution even includes a one-click function for generating flash reports in your corporate colours, for transmission to your business sponsors.
  
  
• Project Monitor is comprehensive, simple and scalable project portfolio management software. Thanks to its customisable reporting and dashboard functions , you can benefit from personalised project reviews and analytical reports , updated automatically and in real time. The software transforms your data into usable information, to help you make decisions and save precious time.
  
  
• Triskell is a PPM integrated with the company's strategic management. In other words, it aligns strategy, capacity and operational execution. To give you a 360° view of your portfolios' performance, you can generate visual reports that can be customised to your needs in just a few clicks. And for better control of your data, Triskell integrates an easy-to-use, dynamic centralised repository into the solution.

Analytical software

As their names suggest, analytical software manages the majority of your analytical process, from data collection to sorting, and produces relevant reports.

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Project reporting, a real performance driver

As you will have realised, project reporting is an essential tool in your project management. Not only does it enable you to monitor the progress of your project in real time using appropriate KPIs and indicators, it also makes it easy to implement corrective actions or changes during the course of the project.

A genuine decision-making tool, your performance is improved and your responsiveness considerably enhanced. Reporting now holds no secrets for you - the choice is yours!