We all hate the annoying, recurring task of drafting a change management report. Reports are awful, they’re the “paperwork” we all speak of with extreme distaste and ire. Well, yeah, that’s understandable, isn’t it? I don’t even like writing about report drafting, let alone having to make reports myself.
So, what is it I can even say, at this point, about the creation of a change management report? I just talked about this not long ago, and even then, the advice to give on this was pretty cut and dry.
But, new readers find our material all the time, and so as a result, sometimes I have to readdress tired old issues like this, because they don’t stop mattering. So, this is a bit of a redundancy, but if you’ve never read anything about drafting these documents before, then this advice is probably going to help you.
The first thing to remember is that these individual reports are communication about progress, forecasts, conveying input from those enduring the change, and to outline needs of resources, or recurring problems.
But, each report should have a cover sheet with the definition of the problem, the symptom, and the definition of the ultimate change being reached for, to hold in that point of reference for what it’s all about.
Otherwise, with so many small steps, everyone may lose sight of the big picture, and that is not constructive at all.
Next, you’ll want to include a glossary of all items being covered, so that the various people reading the report can jump right to the parts that matter to them. Bonus points for using HTML or PDF so that the glossary can do anchor links to take them right to what they want with a single click or tap.
After this, you’ll want to write up a short table of all major accomplishments and major problems defined in brief, so that people can get an instant look at how much success or how many problems are being encountered.
After this, you’ll want to outline the activities pursued in the last period, what they were for, and what your agenda and goals for the next phase really are.
You’ll want to close with a presentation of where everyone sits as far as progress through the entire change project thus far.
Now, beyond these things, another concern is how you deliver this report. Do it digitally, and email it to everyone, or use a cloud document handler where everyone can access it from their computer, their mobile or their tablet worry-free. This is just logic in this century.
Naturally, you’ll be having to print a hard copy of it as well, but only do it as far as that formality demands and no further.
This is really all I can say about the change management report concept. It’s a report, I don’t know what else there is to think of or to suggest. If you follow this advice, and you pick some readily available templates which work well for you, then you’ll do fine. A lot of good SaaS is out there that can make these tasks yet easier.
Chris is the Lead Author & Editor of Change Blog. Chris established the Change blog to create a source for news and discussion about some of the issues, challenges, news, and ideas relating to Change Management.