“Those who plan do better than those who do not plan, even though they rarely stick to their plan.” – Late Prime Minister of England, Winston Churchill
Project status reports are the required documentation of any project in any domain of any size. It is a summation of the A to Z of the successful completion of a project and is of value to all stakeholders including clients. Written well and clearly, it gives valuable information. Project status reports can also be sent out during certain phases of the projects to keep everyone updated, aligned, and assured in the project outcomes. Below are some tips on creating a project status report which will bring kudos to you.
Here is a guide on how to make a project status report:
1. Give a title to the report
Just like any name of a person or a book or a film, give the project a name. Keep it simple! You could use the name of the project.
2. Summary of the report
Start the report with a brief overview/summary of the project. It could be in the realm of 4-5 lines at the maximum. It’s to give the intended readers a list of the report.
3. Highlight achievements
The report should contain pointers of achievements or highlights. This indicates aspects of the project critical, successful, and of value to you/the client and so on. For example, survey results and so on.
4. Overview of key areas of the report
On the key areas of the project, mention a few highlights as bullet points that give an update on progress, achievements, and so on. This is before delving into details
5. Links to other documents and resources
For those who like to get into details of the projects, it’s always good to pepper your report with web links to documents and other research material /resources which they can access. For example, you could provide a link to an in-house survey on employee’s feedback.
6. Highlight issues and challenges faced
It’s always good to talk about the various issues and challenges faced during a project and the steps taken to mitigate or overcome the same. It gives the readers a glimpse into the hardships and the leadership in the face of storms. It is also a resource for future projects as a guide.
Its standard to end any report or document with a concluding page/paragraph summarizing the project and its journey.
8. Additional notes and references
This section includes anything you wish to bring to the limelight, thanks to certain people, references to sources or content, plans for the future. For example, thank you Devika and Malini for their hard work and inputs in preparing the report.
It’s always good to add images, graphs, charts for visual appeal, and relief. Plus, they add volume to content and are easy to understand. A great project management tool/app such as Projecleo can help a lot in this.
So, if you wish to stop a barrage of queries from different sections on aspects of projects (ongoing etc) then it’s always good to keep sending out project status reports. We hope our inputs listed above will help businesses and project managers to make concise, clear and crisp reports which will add value to the project and you over a course of time.