After the plans for a project are set in motion, the team experiences various difficulties as it strives to reach the eventual deadline. While each person tries to focus on their role, the core details can start to overwhelm them, leading them to lose sight of their aim.
This is when project status reports become beneficial in updating the stakeholders and getting everyone back on track.
These studies allow insight into the project’s current status, where there might be obstacles, how to navigate these, and where to focus the most attention to move forward, plus looking at the successes that have been achieved thus far. It is brief, concise, and answers the question of whether the deadline is still feasible.
The status report might seem comparable to a progress report, but these are distinct in that the progress report is more specific to tasks and milestones reached. In contrast, status reports focus on the overall development and end result and how the team performs as a whole.
Consider these suggestions on properly constructing an effective status report for anyone the project involves.
How To Effectively Construct a Project Progress Report
Once a plan is developed for a project and work begins, progress reports can be created at regular intervals for senior stakeholders, and anyone involved in its progress. Go to https://www.curriculumadvantage.com/blog/progress-monitoring#:~: for guidance on progress monitoring vs monitoring progress.
Each progress report should offer fresh details, including “key performance indicators and metrics” as an example of information looked for by those with an interest in the project. Consider these suggestions when constructing a compelling report that satisfies those with a stake in the outcome.
- Consistent and concise should be the format.
When deciding on a format for the report, it should be consistent each time one goes out, allowing a straightforward comparison from one period to the next. Stakeholders are exceptionally busy with little time to read a lengthy, detailed document. It should consist of one to two pages of concise information.
Often graphics are more easily digested, like spreadsheets, bullet points, charts, or tables, readable at a glance. The regularity at which you report will depend on the depth of the project, and how you execute the reports will depend on the preference of those involved.
- The tactic should be an overview followed by summarizing each detail.
Because a progress report is a brief document that should be readily viewed and understood in a few minutes, the overview should open the report as this is the primary focus. Following that should be a summary of each detail to which those involved can return when they have more time.
- Disclose the person responsible for managing the project.
- Give details on the reporting period, which include milestones and deadlines.
- The budget, the funds available, and the resources to access
- What is the ultimate goal you intend with the project completion?
This date should be included each time a report is presented. This section should remain relatively consistent.
Head the report with the project name with a list of intended milestones describing what is involved with each and the team member in that role. Again, a graphic like a chart simplifies the information.
- Status is a crucial element of the report.
The primary part that each stakeholder wants to know is the project status, where it is, and whether it will meet the deadline. There are a couple of ways to show status. You can either use a percentage that is relatively straightforward or add more detail by referencing:
- Behind schedule
- At risk
- On track
When putting these on the chart, this part can stand out from the rest of the information by adding color coding for simple scanning. Leaving a section for comments will allow an explanation if the project is “at risk” so you can explain the obstacle.
- Make the obstacles stand out as a primary focus of the report.
These should be bullet points, as these are a fundamental focus when constructing a report. Obstacles that threaten the outcome must be addressed early to ensure the completion of sub-projects. In this section, you can offer suggestions on mitigating these risks.
In this space, stakeholders will expect requests for adjustments to the plan or added resources, which could mean extending the deadline to ensure the greatest success for the project. Read here how to manage a project effectively and successfully.
- Allow time for everyone to review the report and have feedback.
The report is only beneficial if the people that it is intended for read it and want to offer feedback. Once adequate time has passed, a meeting should be arranged to review the details with the stakeholders.
These people are responsible for adjusting the plan, extending the dead, or adding resources; they must know each detail.
It is an opportunity to celebrate successes thus far while holding each team member accountable for their roles, ensuring everyone aims for the goal, and looking for guidance on the report, whether there is a need for added or less detail.
Team members might feel the progress report is inaccurate in iterating their contribution. It is important to consider their input and how staff would combat obstacles hindering the project’s progress. The floor should be open to suggestions, feedback, and comments from anyone with a stake in the project.
