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How do you tailor your contract performance report to different audiences and purposes?

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A contract performance report (CPR) is a document that summarizes the progress, achievements, challenges, and risks of a contract. It is an essential tool for contract management, as it helps to monitor the performance of the contractor, identify any issues or deviations, and communicate the status and expectations to the stakeholders. However, not all CPRs are the same. Depending on the audience and purpose of your report, you may need to tailor your CPR to suit their needs and preferences. Here are some tips on how to do that.

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1 Know your audience

Before you write your CPR, it is important to consider who will be reading it and what they want to know. Different audiences may have different levels of interest, expertise, authority, and involvement in the contract. Senior management may just need a high-level overview while project teams may require more detail and analysis. Clients may need to see the evidence of deliverables and outcomes while contractors may want to highlight any challenges and risks they faced. To tailor your CPR, ask yourself questions such as who your primary audience is, what their roles and responsibilities are in relation to the contract, what their expectations and objectives are for the contract, what their information needs and preferences are, and how they will use the CPR and what actions they will take based on it.

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2 Choose your format

The next step to tailor your CPR is to decide on the best format to present your information. Depending on your audience and purpose, you may opt for various formats, such as a written report, presentation, dashboard, or summary. The format should be in line with the level of detail, complexity, and interactivity that your audience needs and prefers. For instance, a written report may be more suitable for a thorough analysis of the contract performance, while a presentation could be more effective for a concise and captivating update. A dashboard might be more convenient for quick access to the key data, while a summary might be more helpful for an audience with limited time.

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Olga V. Mack

Non-Executive Director | Board Director | CEO | Digital Transformation Expert | Corporate Strategist | Governance Leader | LegalTech & Risk Innovator | 6X TEDx Speaker | Author | IBDC.D | Made in Ukraine ????
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When choosing a format for a contract performance report, consider the following factors: 1. Audience. Consider who the report is intended for and what information they need to see. For example, if the report is for internal stakeholders, a more detailed and technical format may be appropriate, while a simpler and more visual format may be more effective for external stakeholders. 2. Purpose. Determine the purpose of the report, whether it is to track progress, identify issues, or highlight successes. T 3. Frequency. Determine how often the report will be produced and how much data needs to be included in each report. If the report is produced frequently, a template format may be useful for consistency and efficiency.

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3 Focus on the message

The final step to customize your CPR is to consider the message you want to get across and the tone you want to use. Depending on your audience and purpose, you may need to emphasize different aspects of the contract performance, such as the achievements and successes that can demonstrate the value and benefits of the contract, or the issues and deviations that can illustrate the challenges and risks of the contract. Additionally, you may want to include actions and recommendations that can suggest solutions and improvements for the contract. The message should be clear, concise, and consistent, and reflect a tone that is appropriate for your audience and purpose. This could be positive and appreciative to build trust with the contractor, critical and constructive to provide feedback, or persuasive and influential to convince senior management or a client. By following these steps, you can tailor your CPR for different audiences and purposes, ensuring it is relevant, useful, and effective for your contract management.

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4 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?

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Allan Petchey

Senior Contracts Manager at West Suffolk NHS Foundation Trust
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One glance facts up front - everyone is too busy for the details or nuances so make it easy for them. Dashboard or RAG ratings are a great visual but they need to convey a key message of great or gross in one glance. The details behind the visual helps the reader understand the impact of the performance.

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How do you tailor your contract performance report to different audiences and purposes?

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1 Know your audience

2 Choose your format

3 Focus on the message

4 Here’s what else to consider

Contract Management

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