How do you create a top-notch performance report?

1 Know your audience

Before you start writing your performance report, it's important to understand who will read it and what they expect from it. Different stakeholders may have different interests, preferences, and levels of detail. To tailor your report to your audience, consider their goals and priorities, main questions and concerns, familiarity with the project and its terminology, as well as how they prefer to receive and process information. Senior managers may want a high-level overview of the project status while team members may need more specific feedback and guidance.

2 Define your purpose and scope

Next, you need to define the purpose and scope of your performance report. What are you trying to achieve with your report? What are the key messages and outcomes you want to convey? How often and how long will you report? The answers to these questions will help you set the tone, structure, and content of your report. You should also align your report with the project objectives, indicators, and baselines, so that you can measure and demonstrate your performance effectively.

3 Use a standard format and template

Organizing your performance report in a standard format and template can make it easier to read and understand. A common format is the PMBOK? Guide's Project Management Plan Update, which consists of an executive summary, performance analysis, variance analysis, forecast analysis, lessons learned, and appendices. Using a template guarantees consistency and completeness of your report, while also saving time and effort. You can customize the template to fit your project and audience needs, as long as you keep it clear, accurate, and relevant.

4 Write clearly and concisely

Creating a top-notch performance report requires clear and concise writing. To do so, use simple and direct language, avoiding passive voice, vague words, or complex sentences. Incorporate headings, subheadings, bullet points, and white space to break up your text and emphasize the key points. Charts, graphs, tables, or dashboards can be used to present data visually and effectively. Colors, icons, or symbols can indicate the status, priority, or severity of your performance indicators. Moreover, ensure a consistent and professional style, tone, and format throughout your report.

5 Proofread and review your report

Before submitting or sharing your performance report with stakeholders, it is essential to proofread and review it. Checking spelling, grammar, punctuation, and formatting is important, as well as checking facts, figures, and calculations for accuracy. Additionally, the logic, coherence, and flow should be examined to ensure there are no errors or inconsistencies. The report should also be aligned with project objectives, indicators, and baselines while adhering to reporting requirements, standards, and guidelines. Finally, you should seek feedback from team members, peers, or mentors.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?