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How To Create Meaningful Monthly Reports

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Tips and rules of thumb to guide structure and content of any status report.

Published in: Business, Technology

How To Create Meaningful Monthly Reports

  1. 1. DCE Communications, LLC 1Copyright 2009 DCE Communications, LLC
  2. 2.  Author / Audience Relationships Purpose of Monthly Report Structure and Content Rules of Thumb Copyright 2009 DCE Communications, LLC 2
  3. 3. Mid-Mgmt Sr. Mgmt•Include Detail •Further •Condense Condense •Essential Detail Detail Progress, Issues & Plans Staff VP or C-Level Copyright 2009 DCE Communications, LLC 3
  4. 4.  Provide a Summary of progress for Management ◦ Projects, Programs, Imperatives and/or Areas of Responsibility Self-Auditing Tool for You ◦ Identifies areas of slow or no progress ◦ Helps determine whether you need increased focus or change in resources Progress = Accomplishment of Goal(s) ◦ Start something ◦ Complete something  E.g. Complete [development], Launch [product], Process [leads], Close [sales] etc. Copyright 2009 DCE Communications, LLC 4
  5. 5. Current •Progress for past month •By “Topic”, broken down by “Tasks” Month •Maintain optimistic toneUnresolved •Request Help or •Submit Plan to Resolve Issues •Build a Rational Case; Avoid emotionally charged language Goals •Delineate by “Topic” •“Continue” is NOT a goal(next 30-90 Days) •Track your Goals month-to-month Copyright 2009 DCE Communications, LLC 5
  6. 6. Highlight progress on all Topics Include accomplishments from last month’s Goals Relegate “features lists” to separate document(s)Include resolution of significant problems that occurred during the month Copyright 2009 DCE Communications, LLC 6
  7. 7.  Problems not resolved during past month ◦ Ask for help if required, or ◦ Submit plan to resolve issue  Reporting Problems with no Corrective Action Plan is just Whining State the facts and build a rational case for consequences of not resolving the issue ◦ Avoid emotionally charged language ◦ Abandon your inner “Chicken Little” Copyright 2009 DCE Communications, LLC 7
  8. 8. •No need to delineate Tasks By Topic •Use goal-oriented language; “continue” is not a Goal •Bullet Lists are best •Update these Goals in next month’s reportTrack Goals •Move accomplished Goals from this section to Current Month section as warranted •State reasons for Drop or HoldDrop Goal •Depending on policy, remove from next month’s Goals Copyright 2009 DCE Communications, LLC 8
  9. 9.  Be optimistic Limit Topics or Tasks per Topic to 5 Avoid emotionally charged language Think “goal-oriented”, use active voice Be brief but complete ◦ Use bullet lists where appropriate Copyright 2009 DCE Communications, LLC 9
  10. 10. Thanks for Your Time! DCE Communications, LLC Diane C. Einsele 805-277-4889Email: diane@dcecommunications.net See us on the Web at www.dcecommunications.com Copyright 2009 DCE Communications, LLC 10

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