A progress report is an executive summary of the advancements a person (and his team) have made over the course of a specific project over a specific amount of time. A person may provide a report and explanation of the work completed, the resources used, any unexpected issues or occurrences that the project encountered (if any), the anticipated completion date, and other information pertaining to the project at hand.
A progress report is created to give the recipient (e. g. giving office heads, managers, or supervisors) a summary of the project’s overall status report This gives them a chance to assess your performance and, if necessary, make some changes. Additionally, they can be made aware of any issues that have affected or may affect the project.
- Don’t include too much static information about the background of the project.
- Do include the name of the sponsor and the project manager.
- Do keep the information to one page.
- Do include the top 5 risks and issues, including owner and mitigating action.
Why is using progress reports important?
Progress reports are crucial for keeping managers informed of developments and facilitating effective team communication. Progress reports can assist teams that collaborate on a single project to understand what other teams are doing. For instance, if a marketing team and social media team collaborate to design and carry out campaigns, the social media team may inform the marketing team about its posts through reports. Here are some reasons teams use progress reports:
What is a progress report?
A progress report is a formal document in which you outline the accomplishments of a project or task that you are working on with your team. In order to make sure that their teams are completing their work on time, managers and supervisors frequently ask their team members for progress reports. A project manager can gather and examine status updates to ascertain whether the group can finish the project on schedule. Progress reports frequently contain background information about the project, details about accomplishments and milestones, and requests for management’s help or guidance.
7 do’s when writing a progress report
Writing a good progress report can improve team communication and keep projects on schedule and within budget. Observe the following guidelines for writing a successful progress report:
1. Communicate using one page
Instead of creating a project report that takes up multiple pages in the document, concentrate on fitting all the necessary information on one page. One page for your progress report can help you condense the content and only include pertinent updates. One-page progress reports can also persuade team members and managers to read the entire document rather than skimming or turning pages.
2. Add relevant budget information
The project manager and other team members can better understand current and potential expenses with the aid of expenses and budget updates, which are a crucial component of progress reporting. Include details about the project’s expenses since the last progress report. You can also give a brief overview of all costs and indicate whether the project is on or off budget.
3. Cover crucial project milestones
Projects are frequently phased, which can help staff members understand how long the project might take and how close it is to completion. Including details about significant time-based or accomplishment-based milestones can assist readers in evaluating the project’s success. For instance, a software developer might mention that the cycle’s user-testing phase is where their current program is at.
4. List important achievements
In your progress report, highlight significant accomplishments to demonstrate the project’s success. Additionally, you can use accomplishments to recognize team members and give employees credit for their efforts. For instance, a social media expert might mention engagement rates and the 1000-follower milestone for a particular social media account. You might see in a progress report that the team sold more than 500 units in a single week, with the top salesperson selling more than 80 units themselves.
5. Show relevant project metrics
Measuring something with a metric gives you context by using data from the past. The total number of units produced, the time required to complete each task, and the efficiency of the methods are some metrics that a project might include. Depending on the specific project the progress report is for, the metrics you use can vary greatly. A progress report for a manufacturing project, for instance, might include data on material costs and time required to produce one finished unit, while one for recruitment efforts might include metrics like new hire rates and retention rates.
6. Create a call to action for the reader
You may include details about what the reader can do to assist, depending on the progress report and who you send it to. For instance, you might seek their advice if you’re sending your manager a progress report and you’re unsure of how to proceed with a project or solve a problem. You could request specific actions from your other team members when you send them the progress report to demonstrate that they have received it.
7. Consult with others before sending
It may be a good idea to speak with your team members or your supervisor before sending the progress report. For instance, your supervisor might want to review and give their approval before you send a progress report to an executive. You can also ensure the data is accurate and useful by including your team and getting their consent before sending the progress report to others.
6 don’ts when writing a progress report
The following actions should be avoided in order to produce a more successful progress report:
1. Include unnecessary information
The progress report should only contain information that the reader will find useful. Keep your report to one page in order to avoid including extraneous information. In order to ensure that all the information is pertinent and useful, you can also request that other team members review the report before you send it.
2. Cover the background extensively
While giving the project’s history and context can be useful, it’s important to concentrate more on the development than on the static details of the tasks. Despite the possibility that some of your readers are unfamiliar with the project, the majority of them are probably familiar with the essentials. Include a quick summary and concentrate on changes and improvements to avoid providing too much background information.
3. Add negative project components
Negative information may be best left out of the progress report because it typically demonstrates to others how the project runs. Failures, errors, and detrimental project effects on the business are examples of this. It might be acceptable to mention some delays or obstacles depending on the context, but it’s important to check with your manager and team members first.
4. Forget to enhance the visual appearance
Although the report’s content is crucial, it’s also a good idea to make it visually appealing. To achieve this, use appropriate font sizes, professional fonts, and uncomplicated color schemes. Making a report attractive can encourage readers to interact with the content more and remember more of what they read.
5. Use complicated or unclear language
Your progress report should be written in clear, concise language. By doing this, you can prevent misunderstandings with your coworkers or boss. It can also help encourage the reader to continue reading. You can evaluate your document’s readability using online tools, and you can also find ways to make it better.
6. Leave out headers to separate content
Use of headers and other tools to divide content is a good idea. Clearly defining each section of the report can aid the reader in finding the portion that pertains to them, whether you use shapes, lines, or various font sizes. This can be useful for those who scan it quickly before returning to finish reading it later. This can assist an executive or supervisor who receives your progress report in finding the information they want to read first.
Tips for writing an effective progress report
You can advance your career and demonstrate your abilities to managers and team members by creating a successful progress report. You can use the following advice to create a successful progress report:
Progress Report: How to Write, Structure, and Make It Visually Attractive
FAQ
What should you not do in a report?
A progress report is exactly what it sounds like: a written account of your progress toward completing a project. It lists the actions you’ve taken, the jobs you’ve finished, and the milestones you’ve attained in relation to your project plan.
How do you write a good progress report?
- Don’t start right with the introduction. …
- Writing a report without a clear structure. …
- Grammar & Stylistic mistakes in Recommendations. …
- Writing a report that is too short. …
- Not spending enough time on research.
