What is progress report?
A progress report is exactly what it sounds like—a document that explains in detail
how far you’ve gone towards the completion of a project. It outlines the activities
you’ve carried out, the tasks you’ve completed, and the milestones you’ve reached vis-
à-vis your project plan.
A progress report is a written record of what has been done and what is left to do on a
Project. That is, it is a report of the progress that has been made on the project, which
is why it is aptly named a progress report.
Progress reports serve several functions. They can reassure the recipients that progress
is being made. Progress reports can also be used to establish and formalize duties of
team members, tie down a work schedule for a project, and discuss possible problems
in the project or its timeline.
A progress report is a report in which you are updating information about a project.
Progress reports make it possible for management and clients to stay informed
about a project and to change or adjust assignments, schedules, and budgets.
Which are the three types of progress report?
There are three major formats for a progress report:
Progress reports can come in many different forms, but there are three primary
formats that most people use for their progress reports:
Memo: Often, a short memo is all that is needed for a progress report that is shared within
an organization.
Letter or email: Sometimes, instead of a memo, people choose to write progress reports as
letters or, more commonly today, emails. Like memos, these types of progress reports are
generally short. However, unlike memos, letters and emails are reports that can be shared
either within or outside of an organization.
Formal report: Both memos and emails are pretty informal. But the third common format
is a formal report. This is a longer document, and it is often bound in a binder or
presentation folder. Formal reports are usually used for progress reports that are shared
outside of an organization.
What are the qualities for a good progress report?
A progress report is a report in which you are updating information about a project.
Progress reports make it possible for management and clients to stay informed about a
project and to change or adjust assignments, schedules, and budgets. These types of
reports are used for projects that have many steps from onset to completion and are
issued at regular intervals. If you are sending your progress report within your company,
send a memo, but if it is going outside of your company you should send a letter.
1. Tone:
A. Whether you are reporting good or bad news, your job in the report is the
same: you provide a clear and concise account of your activities.
B. Avoid defensive language. Even if you are behind schedule, maintain honest
communication.
C. There are instances where you may be tempted to either withhold information
or mislead your reader. This is unethical. Always respond honestly.
I. If the deliverable isn’t what you thought, describe the events that led
to the conclusion and explain how the deliverable will be different
than what you expected.
II. If you are running out of time, explain why you are behind and give
a new expected date for completion.
III. If you are going over budget, you must report this and explain why
you need more money.
2. Format:
A. Create a template of your first progress report for the entire project and use
that template for each consecutive report after the first.
B. Incorporate headings and subheadings to organize the report and maintain
the same headings for the duration of the project.
I. You may divide the headings under Project Information, Costs, Work
Completed, and Work Schedule.
II. Not only will this organization make reading the report easier for your
audience, but it will also help keep you on track while writing the
report
3. Content
The progress report has a subject line, an introduction, a body, a conclusion, and
possible recommendations.
A. Subject Line: Be specific—“Progress Report for XXX July 14, 2011.” Include
the subject line in all forms of communication—e-mail, memo, or letter. Even
if you are merely sending an email or message for the purpose of asking a
question or making a comment, use the subject line with the project name.
B. Introduction: The introduction includes the following:
I. The title of the project.
II. The date.
III. The names, titles, and contact information of the participants.
IV. The project status summary.
V. General information about the schedule, cost, and expected completion
date— reveal if you are on schedule or behind, etc.
VI. If this is the first progress report of the project, you will identify the project,
methods used, materials, cost, and completion date.
VII. After the first progress report, your introduction will contain only a
transitional introduction that briefly refers to the first report.
C. Body
The body includes the following:
I. A description of the status of the project in detail.
II. The cost to date as far as materials, labor, etc.
III. An estimate of the remaining costs of materials, labor, etc.
IV. A “Work Completed” section does the following:
a) Details what you have done up to that point.
b) Details what you have left.
c) Work schedule that details what you will do between certain dates.
d) Complications you may foresee.
e) Include tables, graphs, drawings, or charts to assist your audience
members’ understanding of the information and in presenting the
organization of schedules.
D. Conclusion: The conclusion includes the following:
I. A summary of the predicted schedule.
II. An explanation of future steps.
III. The reasons for any delay.
IV. A predicted completion date.
V. Recommendations:
a) Recommended actions related to the schedule.
b) Request for the next group of resources and workers.
c) An estimated delivery date for the necessary machinery, tools,
materials etc.
Organizational Patterns or Sections for Progress Reports
The recipient of a progress report wants to see what you’ve accomplished on the project,
what you are working on now, what you plan to work on next, and how the project is
going in general. In other words, the following three sections are key in any progress
memo or progress report:
Work accomplished in the preceding period(s)
Work currently being performed
Work planned for the next period(s)
Revision Checklist for Progress Reports
As you reread and revise your progress report, watch out for problems such as the
following:
Make sure you use the right format. Remember that for our course, you will be
providing your progress in a memo.
Write a clear opening paragraph reminding your recipient of the project you are
working on and that you are providing progress on that project
Use headings to mark off the different parts of your progress report, particularly
the different parts of your summary of work done on the project.
Use lists as appropriate.
Provide specifics—avoid relying on vague, overly general statements about the
work you’ve done on the final report project.
Be sure and address the progress report to the real or realistic audience—not
your instructor.