What's the best performance report format and frequency for you?

1 Know your audience

The first step is to understand who will read your performance reports and what they expect from you. Different audiences may have different preferences, needs, and levels of detail. For example, a senior executive may want a high-level summary of the project status, while a technical expert may want to see the data and metrics behind your results. You should also consider the communication style, culture, and feedback of your audience. Some may prefer a formal and structured report, while others may appreciate a more casual and interactive approach. You should tailor your format and frequency to suit your audience and their expectations.

2 Choose your format

The format of your performance report depends on several factors, such as the type, size, and complexity of your project, the purpose and goal of your report, the availability and reliability of your data, and the tools and resources you have. There are many possible formats for performance reporting, such as dashboards, scorecards, charts, graphs, tables, narratives, presentations, videos, or podcasts. You should choose a format that is clear, concise, consistent, and compelling. You should also use a format that is easy to access, update, and share with your audience. You may need to use different formats for different audiences or purposes, or combine multiple formats to create a comprehensive and balanced report.

3 Set your frequency

The frequency of your performance reporting depends on several factors, such as the duration, pace, and volatility of your project, the urgency and importance of your report, the expectations and feedback of your audience, and the availability and reliability of your data. You should set a frequency that is realistic, relevant, and responsive. You should also set a frequency that is aligned with your project milestones, deliverables, and decision points. You may need to adjust your frequency depending on the changes and challenges in your project environment. You may also need to use different frequencies for different audiences or purposes, or supplement your regular reports with ad hoc or exception reports.

4 Follow best practices

Creating effective and valuable performance reports requires following certain best practices. You should define and measure KPIs that reflect your project objectives, scope, quality, cost, time, and risks. Additionally, you must collect and analyze accurate, timely, and relevant data from reliable sources. Comparing your actual performance with planned or expected performance is essential for identifying any variances, issues, or trends. Furthermore, you should explain the causes and consequences of your performance with evidence and examples. Additionally, you should recommend actions and solutions to improve performance and address any gaps or problems. It is important to highlight your achievements and successes while acknowledging challenges and lessons learned. Furthermore, use clear, simple language that avoids jargon and technical terms. Moreover, incorporate feedback from stakeholders to show how you responded to them. Finally, review and revise your performance reports regularly to ensure accuracy. Performance reporting is not a one-size-fits-all skill; it requires finding the best format and frequency for your project, audience, and purpose. By following these tips, you can create performance reports that are informative, engaging, and useful for your project success.

5 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?