More than just a status reportWhy Our Maintenance Reports Are a Key to Successful Collaboration

For us, a maintenance report is more than a table of numbers: it is a tool for communication, planning, and trust. It shows what we have done, where potential lies, and what topics are on the agenda for the next quarter - so our customers know their systems are in good hands.

1. Why we rely on quarterly maintenance reports

If Heraclitus were alive today, he would probably say, "The only thing that is constant in software is change." As it is, this quote comes from Jeff Atwood. Software is never truly "finished." As soon as it is in productive use, it must be maintained. For this, we are commissioned by our customers with maintenance agreements, so we regularly invest an agreed amount of time in the care, adaptation, and further development of the projects. Most of our customers do not want to or cannot be involved in the details of the content. That is why we, as a service provider, take on the reliable planning and execution of maintenance tasks.

To give our customers an overview of past and future maintenance tasks outside of the ticket system, we create quarterly maintenance reports. Our customers have the opportunity to review the work performed and influence future activities. The reports create transparency about the state of complex systems. Ultimately, they are an important tool for long-term collaboration.

2. What our reports contain

Our reports follow a clear structure. In addition to the classic figures on support times, they contain technical assessments, e.g., on the stability of the software components used, backup mechanisms, and security aspects. The overview of the software components used looks like this, for example:

This is supplemented by key figures from monitoring systems, such as an overview of error analysis using Sentry: Furthermore, there is an overview of test coverage:

An assessment of risks, challenges, and planned topics for the coming quarter completes the maintenance report.

3. How we prepare our reports

The reports are created quarterly as part of the maintenance routine. A report is prepared by at least two people. Unless the customer has specific requests, we set thematic priorities that we examine in more detail for the quarter. We check data from various systems, consolidate it, and evaluate trends. Every recommendation is discussed by our team before it is included in the report.

Over time, a nice side effect has emerged: The meeting in which our team prepares the report for a customer is an ideal opportunity to brainstorm and discuss ideas and development opportunities for the customer's projects. One deals intensively with a customer's project but is not entangled in detailed work, which allows for a comprehensive view.

4. The exchange with our customers

The report is discussed in a joint call. For our customers, this is the ideal opportunity to ask questions, set priorities, or initiate topics. For us, the report is a fixed touchpoint to receive feedback and develop new ideas. Our customers receive the reports as PDFs. Even less technically savvy customers understand where their system stands thanks to the structured presentation. We have often heard that the reports are very helpful in creating transparency for the topic of maintenance within the company or towards superiors.

5. Why transparency creates trust

Regular, understandable reports create security. They provide an overview of the state of complex systems and their future viability. Thanks to their regularity, customers can track developments over time and also intervene in a controlling manner without having to deal with the very technical details of the maintenance activities.

6. Conclusion: Working together on stable and future-proof systems

Our maintenance reports are not a mandatory document, but a reflection of our collaboration. They show what has been achieved, where we stand, and what opportunities and challenges await in the next quarter. This is how we ensure together that systems remain stable, secure, and developable in the long term.