The importance of effective reporting
In the world of improvement, buy-in and communication are critical. Whether you're leading a small-scale process improvement initiative or managing a large-scale transformation project, having all stakeholders onboard and vital decisions made in a timely fashion can make all the difference in achieving your goals. Reports are a crucial tool in this regard, providing all manner of stakeholders with the necessary information to make informed decisions and track progress.
In this article, we'll delve into the top five reports that should be an integral part of every improvement project. These reports offer valuable insights, help share and overcome bottlenecks, measure success, and ensure lessons are learnt.
In summary our top 5 reports for every improvement project are:
- Highlight report (project on a page / A3)
- Detailed project report
- Learning and reflections
- Implementation plan
- Completion certificate
Highlight report (aka Project on a page, or A3)
A Project Status Report is your project's compass. It provides a high-level overview of where your improvement project stands at any given moment. This report typically includes key information such as reiterating your aim, summary of progress and outline plans for the next period. Here are some essential components of a Project Status Report:
- Aim statement
- Progress score and status update
- Outcome measure chart(s)
- Risks and challenges
- Plans for the next period
Regularly updating and sharing the Project Status Report with your team and stakeholders keeps everyone aligned and informed about the project's progress and potential roadblocks.
Detailed project report
Sometimes you need to share all the details of your project with a colleague. This is when the Detailed Project Report comes in handy. It will extract all the fields and data from your project into one report for you. It includes amongst other things these elements:
- Details from the project general page
- List of members
- Driver Diagram
- All measures and charts
- All PDSA cycles
Learning and reflections report
Continuous improvement is a core principle of project management. A Learning and Reflections Report captures valuable insights and experiences gained throughout the course of your improvement project. This type of report should include:
- What worked well during the project
- What didn't work as expected
- Key takeaways and recommendations for future projects
- Areas where processes or strategies could be improved
This report helps you avoid making the same mistakes in future projects and encourages a culture of learning and innovation within your organisation. It is good practice to start filling out this report during the testing stage of the project as lessons emerge and complete it once the project is being wrapped up.
Successful implementation of the results of an improvement project requires a well-rounded plan designed to incorporate your changes into 'business as usual'. Covering aspects such as documentation, staff education and ongoing investment this plan is a must if your project success is going to be sustained.
Such a report will normal cover:
- Standardisation and documentation
- Quality control
- Staff education and support processes
- Resource implications
- Maintaining staff engagement
Project completion certificate
Having a certificate of completion can serve as a great reward for staff to highlight learning, demonstrate success and support progression in their specific field. These certificate reports can then be generated when viewing the successful project and exported as A4 PDF files to be used in personal development reviews, evidencing competency or even count towards continuous professional development credits.
A few examples of where certificates have been used in Life QI are:
- On completion of a QI Training course
- When a project reaches a certain milestone
- Completed projects
- Junior Doctor QI Training
Finding and running project reports
Reporting on a project is done when viewing the project in question. You can access the range of report types (templates) available to your organisation from the ‘Actions’ button near the top right of the project. This help article explains the process step-by-step: Running a project report.
If you need help creating any of these reports for your organisation, please contact your Customer Success Manager, or the Life QI support team on firstname.lastname@example.org.
Effective reporting for effective improvement
Reports are not just paperwork; they are powerful tools that teams to steer improvement projects toward success. By regularly generating and reviewing these top five reports you can keep your project on track, make data-driven decisions, and ensure that your improvement efforts lead to meaningful and sustainable results. Remember, in the world of improvement, knowledge is power, and these reports provide the knowledge you need to drive positive change.