If you’re a Project Manager or planning to start your career as one, sharing the reports is one of the responsibilities of your work. May times, PMs are confused about sharing reports to who, what, why, when and how. 

According to PMBOK, Reports are formal records or summaries of information. Reports communicate relevant information to stakeholders. Often reports are given to stakeholders who are interested in the project status such as sponsors, business owners, and/or PMOs.

In this article, let’s look at 3 important reports for Project Managers that needs to be shared consistently with all the relevant stakeholders.

Quality Report

As the name suggests, this project document includes quality management issues, recommendations for corrective actions, and a summary of findings from quality control activities. It may include recommendations for processes, project and product improvements. Inputs from Quality Engineers are highly valued for this report and one of the key contributors.

Use of Quality Report

  • Can be used during Retrospective meetings
  • Can be used as a baseline for improving quality

Risk Report

This project document is developed progressively throughout the risk management processes and summarizes information on individual project risks and the level of overall project risk. Risk analysis and management is one of the most important duties of Project Managers. 

Use of Risk Report

  • Risk Report is very important to foresee and mitigate any potential risks in the future
  • Keeps all the stakeholders aware of the project risks before, during and after the implementation of the project/program

Status Report

This project document provides a report on the current status of the project. It may include information on progress since the last report and forecasts for cost and schedule performance. It’s one of the most important reports for Project Managers and stakeholders alike.

Use of Status Report

  • Provides project visibility to all the stakeholders
  • Can avoid last minute surprises and ensure the timelines are being met
  • Gives confidence to the team members about their work being shared across

What other reports do you share with your stakeholders? Please let me know in the comments below!

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