Currently, I'm preparing progress reports for upcoming meetings. As this year progresses, I have been considering how to achieve a concise, straightforward way to ensure that each report delivered covers relevant information. If you are reporting to different organizations and in different portfolios, then ensuring you are communicating clearly and concisely will help make better use of your time.
There are numerous ways to draft your report. You may choose to use paragraphs, bullet points, or sub-headings. Some organizations may have a proforma template that each person or departmental manager uses.
From writing many progress reports over the years here are a few tips I have learned that might be helpful to consider:
- address report to the appropriate manager or board.
- be concise.
- be current (don't write on events or projects that are out-of-date, unless the historical value adds to the report).
- ensure you address the areas over which you manage.
- if part of your report, ensure any problems or challenges are noted and what you have done to address the issue, or what assistance you are seeking.
- include any future planning for your area of management. This may also include advising staff leave, travel plans, and project deadlines.
- choose an easy-to-read font in a suitable size.
- do not use slang or cliches.
- do not include favorite quotes, etc. Usually, reports are business based, even in not-for-profit, so keep your report looking clean and professional.
