Reporting on the Project PROGRESS REPORTS Reporting on the Project

Short Report Purpose: to track activities and schedules for projects, to inform managers or executives of the project’s current status. Function: to provide chronological/task information on the project. When writing proposals, must include methods of evaluation. Progress reports are one way to evaluate a project.

Audience’s Needs for Report Managers use progress reports to evaluate employees running project and to keep track of finances or other details about project. Managers will need reports periodically during the life of the project.

Format Memo format Introduction, body, and conclusion sections

Memos Purpose: format for internal company reports on a variety of subjects: results of tests, announcements of meetings, additions to by-laws, etc. Format: mandatory elements— TO: FROM: DATE: SUBJECT: Use the format your company prefers for placement of these elements.

Memo Appearance Can construct own memo or use a memo template Find templates: Find templates (1): in Word 2007, click on New Office Document, which opens a dialog box. Click on Memo to choose a specific template. Choose from contemporary, elegant, or professional templates

Figure 1. Elegant memo abbreviated view.

Introduction Places report in context. For projects with multiple progress reports, introduction should review information from previous report. For this report, the group must explain what the project is and what the group’s tasks are. Coordinators report on the overall project and their supervisory tasks. This and the other sections of the memo must have headings.

Body Divide into sections based on tasks or time periods. Chronological order focuses first on time and then on the task. Timetable format is acceptable. Functional order focuses first on the task and then on the time. Sections should cover completed work, current and future work.

Body 2 Completed work: explain what work the group has already finished. Can include names of people responsible for completing those tasks. Current/future work: explain what the group is currently working on and what tasks will be undertaken in the future.

Specifics Provide details, reasons, or examples to support the information presented in the report. Add graphics if necessary. Remember visual variety: use lists, ample white space, bold or italics for emphasis.

Specifics 2 Two kinds of reports for this project Each group should report on its tasks. The coordinator(s) should also prepare a report from his/her/their point of view. From reading these reports, the person who green –lighted the project (me) will get a complete picture of how things are going.

Conclusion Overall evaluation/problems: first explain whether or not the project is progressing satisfactorily: on time, on budget, etc. If there are problems, explain them and offer solutions. Watch out for making promises that you can’t fulfill, like saying that the project will be completed ahead of schedule.

Guidelines Topic Handout

Group Work Groups should assign members to work on sections of the progress report. Evaluation of the report’s rough draft will be done within the group.