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What Should Be Included In Project Progress Reporting . . . & Avoided



In an effort to ensure staff completes their tasks timely, a manager will often ask for a progress report to assess the status of each job being handled in a department.

These will allow a supervisor or administrator to determine if the guidelines are being followed and, if so, whether changes need to be implemented for a better outcome. Those responsible for progress reports should find a clear, concise method for projecting the message those in charge are looking for.

In order to do that, it’s essential to understand the importance of project progress reporting, the purpose these serve, what should be included in them, and what should be avoided. Consider a few suggestions as we navigate through the do’s and don’t of this essential feedback.

Does Your Project Progress Reporting Provide Crucial Feedback

A project progress report should be a brief albeit informative formal document on the status of the task or job you or a team is handling for a business. Business leaders will typically expect a progress report to ensure the timeliness of the process.

By assessing the report, the manager can ascertain whether the job will meet the deadline. Usually, these will offer history on the job, milestones, and accomplishments to date and end with requests for any guidance needed from the leadership.

Writing an effective project progress report can not only communicate essential feedback to the business leader, but it can provide details among the various teams working on the project in different mediums.

This way, everyone remains on the same page and on the same timeline. Find out how to create a progress report at and consider these suggestions when writing your report.

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●      Use a single page for your communication

Business leaders anticipate a single-page document with only relevant details and essential updates. When presented with multiple pages of heavy content, managers and other team members will be more likely to miss the vital aspects of the context by skimming the brief.

If you want them to read the entire piece, grab their attention, make key points about what’s happening and what needs to be clarified, and be more concise. The managers and other teams don’t want to know specifics about how you’re making it happen, just the highlights of the fact that it is happening.

One key component is to keep the language readable and straightforward. You can bring it to a manager or other team members for their feedback. Take their constructive criticism and make the necessary improvements before it goes to the intended recipients.

  • Budget details will be part of the relevant facts

Supervisors want to know where they stand on the budget. The project manager needs to know where expenses stand currently and what the projection is down the road. You must compare the previous project report to where you stand now and then look forward.

Detail whether you feel things are heading over budget or believe it’s still well under the projected budget for the team and the leadership.

●      Go over the critical milestones

Often with work projects, teams will choose to break the job into milestones instead of facing it as one big obstacle. As they achieve each phase, they can feel a sense of accomplishment moving forward toward the deadline.

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It also allows them to determine a duration for each increment, enabling them to estimate how long the project might take and gradually how close they are to being finished.

●      Include a call to action for the individual you’re reporting to

Based on the sort of report you’re sending and who it goes to, you can include details on how the person can offer assistance.

For example, if you send the report to your business leader, you can request guidance or advice on what to do at this particular stage. You may be at a standstill and aren’t sure how to proceed.

With other teams, you can request help with a specific duty or ask for a reply so you know they read the report.

Final Thought

When creating your project progress report, you want to avoid droning on with details.

While the background is a component to include in the report, it shouldn’t be extensive. Most people reading the information will have a basic idea of the history, with this just needing a brief summary.There shouldn’t be a negative overtone; it should be positive and encouraging.

The report should be visually appealing and well-formatted so those who want to scan to the section that applies directly to them initially can do so and then go back later to thoroughly read through the content. Go here to learn how project progress reports benefit businesses.

The primary focus of a progress report should be the advances being made and any changes or improvements along with budgetary details, clear, concise, and to the point.

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