As a project manager, sometimes you may find yourself juggling different administrative tasks, particularly if you do not have a dedicated project support analyst on your project, depending on your organization setup and specific project need. Administrative tasks include gathering information, preparing for meetings and managing minutes, monitoring and recording action items, work schedule, status reports and agreements.
The key to success is to minimize the number of reports or consolidate your reports into relevant categories, which address the unique need of the stakeholder groups. Keep vital information such as project profile as a single source and use it in applicable reports.
Some organizations have automated enterprise project management systems, which generate reports on the fly and manage projects’ information (storage, distribution and work flow). The key challenge is the discipline to maintain quality data required by such information system in order to generate accurate reports.