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What Is a Technical Status Report?
Whether a company is doing some research and development of new products and services for its end-users, or another company embarks on a project, no matter how simple or complex it can be, a technical status report will make things much more transparent to the people concerned. These are business documents that provide frequent updates to management and teams to help them understand the status of projects, challenges, and milestones reached. By distributing this sort of paper on a regular basis, adequate responsibility is practiced, and resources are matched when and where they are required. In the case of technical status reports, these documents provide impartial and fact-based information regarding technological research or initiatives. Because some projects require a lot of engineering or science, they might contain a lot of sophisticated material. Having a technical status report makes the contents much easier to comprehend.
What would be the advantage of opting to write a technical status report? Since there are complicated outcomes and numerous moving components among multiple participants in a project or technical research, checkpoints are essential, and they might take the form of drafting a status report. A technical status report for a project allows project managers or organizations to have a location where all of the project’s data is documented in a compact form that is easily comprehensible by the company’s intended audience, who might include stakeholders. More crucially, technical status reports provide information that is sent to higher management, which is then utilized to make critical choices that will affect the organization in the future.
What’s Inside a Technical Status Report?
Here are the key components that should be taken care of when a technical status report is being developed for a certain project or technical research that the company chooses to undergo:
How to Create a Technical Status Report
Here are the steps that should be followed when creating an effective technical status report document:
1. Choose an Approach
This is the first step to be done when creating this report document. When creating one, there are various approaches that can be followed. The approach that can be selected will entirely depend on the style that fits best on the writer. The top-down strategy and the evolutionary delivery technique are the two options. In a top-down approach, the entire report is arranged top-down, from title to sub-sections to conclusion, and each material will have its own chapter. This enhances time management and simplifies the thought process. In an evolutionary approach, the author writes and decides as the work goes in an evolutionary delivery strategy. This broadens his/her cognitive scope. When a new idea or inspiration hits, some components can even be added or modified.
2. Create the Structure of the Document
After selecting which approach can be one, it’s time to create the key components that should be included in the document, which are discussed in the section above. Some of the key elements of this section include the abstract, the introduction section, and the quality control section. The abstract section serves as the summary of the entire report and should be written in such a way that a person reading simply the abstract may receive comprehensive knowledge about the project. The introduction section marks the commencement of the project or technical study and should provide the context of the status report. The quality control section addresses any quality control concerns or deviations, as well as what steps were done to rectify out-of-spec circumstances.
3. Polish the Writing Style
After creating a rough draft of the entire document’s structures, it’s time to polish them in this step. What needs to be done here is to smoothen out the writing style of the document. Keep in mind when refining the writing style of the technical status report that informal words or slang terms must be removed, that a third-person tone is used consistently throughout the document, that abbreviations should be kept to a minimum, and that any long texts must be broken down into simpler paragraphs to keep the readers interested, that passive voice should not be present, and that proper page numbering methods should be observed.
4. Proofread the Report
After refining the writing style that is used in the entire document, it’s time to proofread the report, which is a very important step. This also serves as the last one. Proofreading the report is crucial since it allows the work to be seen from the perspective of the reader, and any minor errors made when typing could well be remedied. Check everything from the content to the layout and writing style employed while proofreading the full report. After proofreading the entire document, it may now be submitted.
What is one benefit of project reporting?
A significant benefit that can be had when status reporting is done effectively is that it keeps track of the health of a project. Tracking the health of a project is critical since the worst thing for a project is when the end is achieved only for the team to learn that they were off track the entire time. Progress reports are an excellent method to monitor the status of a project without requiring too much manual labor. Because these reports combine high-level summaries with key goals, everyone is aware of the project’s status. If the project gets off course, the team may rapidly and proactively correct it so that they can still meet the project deadline on time and on budget.
How is this report effectively shared?
Once the process of writing the technical status report is complete, it’s time to share it. The best practices to follow in order to do so efficiently include the option to schedule a report for dissemination and having the system automatically send an email to the target audience with an HTML, PDF, or Excel file attached. The report may also be stored and exported to certain file formats, as well as integrated into a dashboard.
When is a monthly technical status report suitable?
A monthly status report is really only helpful and appropriate for really long-term undertakings. Otherwise, a more frequent data collection strategy is preferable. When the project is spread out over a long length of time, however, monthly progress updates are recommended. The contents of this report are often the same as those of daily and weekly status updates.
No matter how simple or complicated the project or technical research can be, providing a respective technical status report is a very advisable practice since it encourages transparency not only among the team members of the project but also among the company’s stakeholders. These reports may be done through informal verbal updates or full-on project presentations. In this article, there are sample templates available regarding this document should you require further understanding or need a reference when you have to make one.