What Is a Status Report?
A status report is an analytical tool that collects information on the current state of your project. They’re used to capture the project’s current progress, which then allows you to communicate that data to the team, project manager and stakeholders in the form of charts and graphs.
Since the status report is just a snapshot of a moment in time, they’re not created only once. Status reports are taken repeatedly, throughout every phase of the project’s execution, as a means to maintain your schedule and keep everyone on the same page.
The true value of a project status report lies beyond its use as a communication channel. It also provides a documented history of the project. This gives you historical data, so the next time you’re planning a similar project, you can avoid any missteps or bottlenecks.
A status report is designed to serve all these needs. Project management software like ProjectManager.com facilitates the project status process and provides greater data to share via project status reporting. Sign up for a free trial to take your projects to the next level with in-depth reporting features.
Elements of a Project Status Report
The different elements of a project status report organize the different parts into a cohesive whole. The objective of a status report, of course, is to keep stakeholders informed and expose areas of the project that need greater organizational support.
To better communicate these things, be sure to touch on all the following when you compose your status report.
General Project Info
To start with, you’re going to need to just put down the basics. What is the project name? Who is the project manager? What are the number of resources? All this information is essential, if obvious, to track the paperwork. Don’t assume your stakeholder is familiar with all this information. It’s especially useful for when you’re doing historical research for future projects. Roll it into your status report template, if you have one.
General Status Info
Again, you’re going to want to stamp the report with data that will distinguish it from the deluge of reports that will be streaming into the project paperwork. So, here you want to include what date the report was generated, who the author is and so on.
Milestones are the major phases of your project. They’re a good way to break up the larger project into smaller, more digestible parts. The milestone review lets you note where you are in terms of meeting those milestones (against where you planned to be at this point) in the project’s life cycle.
Include a short summary of the forecasted completion date and costs of the project. Be sure to include the tasks that are facing issues, how those problems might impact the deadline and costs, what you’re planning to do to resolve these issues and what the results will be once you have fixed the problem.
Issues and Risks
List the issues that have arisen over the course of the project to date. What are they? How are you resolving them? What impact they’ll have on the overall project? Apply the same questions to the risks that you’re aware of. Have they shown up? If they have, what are you doing to get the project back on track?
It’s important to back your report up with hard numbers to prove the statements you’re making. You should have established the metrics for status reporting during the project’s planning phase. It’s impossible to know if your project is succeeding without measuring its effectiveness. These metrics are a way to show you’re on track and evaluate what, if anything, needs attention.
How to Make Status Reports in ProjectManager.com
Status report software is a tool to monitor and track project metrics in real time and then collect that data in a report that is easily shared with project members. ProjectManager.com is an award-winning tool that organizes projects and teams by monitoring and reporting on progress and performance. Click here to start a free 30-day trial.
Using the reporting feature of ProjectManager.com allows you to see the status of project milestones and summary tasks, if you filter the report to include them. Reports can be previewed before being exported to a PDF, Excel, CSV or printed. Every report can be customized by selecting the data and columns you want to include.
Here are all the reports you can create once you have the software.
Project Status Report
As mentioned above, the project status gives an overview of where your project currently is, and lets you determine if the project is on time and under budget. It shows the tasks that are due on the week it has been generated, and which are overdue.
Here’s a quick rundown of the options when generating a status report in ProjectManager.com.
Get the key elements to your project condensed in short to capture the highpoints in your schedule, budget and costs for stakeholders.
See which tasks are overdue and when their deadline is to never lose track of your progress and stay on schedule.
Milestones & Summary Tasks
Note which milestones have been completed to better track the project’s progress. View where you are in terms of completing summary tasks or subtasks on your schedule.
Planned Vs. Actual
Know your project variance by tracking the actual progress on the status report, which is compared to where you planned to be at that point in your schedule.
Here’s what a generated status report looks like with our software:
Portfolio Status Report
A portfolio is a collection of projects that one manages. They must work together in alignment with the overall strategy of the organization.
See the health of your full portfolio, and if they’re meeting their schedules and budgets. Get lists of your project managers, team and tasks to better determine your portfolio’s overall health.
Project Plan Report
The project plan is the map that guides your activity when managing a project. This report lets you know whether that plan is being met by your actual progress.
Keep your project on track and know how far you are from completion. Get an overview of your schedule and a list of all the tasks and when they should be done.
Different to the previous reports, which are static documents that are exported as a snapshot of a project, a dashboard can serve as a contemporaneous look into the project.
Get real-time status reports using our project dashboard. Every facet found in a status report is automatically updated across the six metrics of the dashboard for a high-view of your project’s performance.
Much like the project dashboard, the portfolio dashboard serves as a real-time view, except for a collection of projects rather than a single one.
Set up a portfolio dashboard by creating a folder in the overview projects section. Add projects you want to measure and your portfolio dashboard will track their costs, workload and more.
Status Report Formatting
To recap, objectives of status reports are to:
- Improve communications across the organization
- Simplify the communication process
- Keep stakeholders informed
- Deliver key messages to the intended target audience
- Improve organizational support for your projects or your team
If you’re reporting to stakeholders, you don’t want to bog them down in details they’re uninterested in. Keep your presentation light and to the point. Their time, like yours, is limited. Respect that. If they want to know more about a specific aspect of the project, then you can go in for the deeper dive.
How to Format Your Status Report
There are many ways to format your status report. You can put yours together in any number of ways. Naturally, depending on the type of report and who it’s for, will set you on a specific course. But there is usually a template to follow regardless of the path you choose to follow.
Like any report, you start with an introduction. Give a short overview of what is to follow. It would make more sense to compose this section last, so you can make an accurate summary of the coming content.
You next will want to list the accomplishments. Use hard facts, numbers and details, and how they reflect your progress to achieve the overall goals and objectives of the project. Speaking of goals, you’ll want to state them, too, especially the goal of the report.
Don’t neglect problems. Note the bottlenecks and roadblocks that are preventing you from being when you planned to be at this point in the project. Set expectations by detailing issues that could grow into problems that make it harder to reach your target. Also, write out how you plan to address and resolve these issues as they arise and what resources will be needed.
Best Practices for Presenting Status Reports
Whether you’re standing up in a boardroom or sending a weekly email update, it’s a good idea to know the best practices when reporting on a project’s progress before jumping into a presentation of your report.
Status reports are only a single facet in your communication plan. Don’t rely on it fully to communicate everything, but use it to deliver the right data to the right party at the right time.
Know Your Audience
Status reports are vehicles for communication, but if you’re unsure of the destination, then you’re not going to deliver the goods. Stakeholders want to know the big picture, while team members will be more interested in specifics.
Use the same format, distribution cycle and method. Don’t mix things up. That only disrupts the effectiveness of the communication aspect of the report.
When planning for the project, figure out how you’re going to measure its progress, and then stick to this method as you report on the project throughout its life cycle.
You want the report to be effective, so don’t obscure it with unnecessary details. Stay to the point, and just report on what needs reporting on.
Your audience doesn’t want opinions or unsubstantiated facts. Do the due diligence, and make sure that you’re giving only what your audience wants.
Like consistency, keeping standards of process and a template for reporting makes sure your report is clear.
There are project management tools that incorporate these best practices, streamlining the reporting process thanks to dashboards and automated reporting features.
Other Types of Status Reports
Status reports are just one of the many reports project managers use to keep updated on the progress of their projects. Status is more general, while others focus on specific aspects of the project. Some of the more common ones follow.
Every project is made up of tasks, often lots of them. You need a report to keep track of them all.
Get all your project tasks collected in one place. Filter the report to show the status of each task to see if there are any bottlenecks holding up progress.
Teams log their hours on timesheets to submit to managers for payroll. Timesheets are also another way to track progress on a project by monitoring the hours logged on tasks.
View the timesheet of selected team members and know the hours they worked over a range of time.
Keeping track of when your team can work, when they have paid time off or there’s a holiday is critical to scheduling and workload management.
Know instantly who has too much work on your team and if they’re available to work. Team members are listed in this report with utilization rates. This data helps you reallocate tasks.
The workload is the amount of tasks your team has been assigned. Keeping their workload balanced, so no one has too much on their plate, is how you increase productivity and morale.
See your entire team with the amount of tasks they’ve been assigned. Know if someone has too many or too few tasks and balance their workload to get more done and not burn people out.
The variance is the difference between what you planned for the project and where you actually are in its execution. This is how you know if your project’s on track or not.
Set the baseline on the Gantt chart tool when planning and get data on your current schedule. Then, compare it against where you planned to be at this point in the schedule.
Are Weekly Status Reports a Good Idea?
The importance of a status report should be clear, but how often should you generate them? In general, status reports are weekly; but it’s not unheard of to create daily or even monthly reports. How do you know which is right for you?
A daily status report is geared towards short-term goals. It’s a way to do a postmortem on the day’s work and learn lessons from what went wrong and what went right. It also will speak to the accomplishments from the day before, and what is on deck for the next day.
A weekly status report is more extended in that they cover the week’s worth of work, including what has been accomplished and what is left to do. They share similar content with the daily report, such as challenges and lessons learned, only over a longer timeframe.
A monthly status report is really only useful for projects with an extremely long duration. Otherwise, you’ll want to get more regular data. However, when the project is stretched over a great period of time, then monthly (or even quarterly) status reports are advisable. The contents tend to be the same.
Try Our Status Report Software for 30 Days
ProjectManager.com is a cloud-based software with one-click reporting that seamlessly integrates with planning, scheduling and tracking features. Get real-time data that can be filtered and shared across eight different project reports. With us, you can use one software for all your project management needs.
Companies such as the Bank of America, and organizations such as NASA and the US Postal Service, have used us to manage big and small projects. Over 10,000 teams worldwide get more control over their work and become more productive using our software.
If you want to simplify the reporting process, and are looking for a tool that with online Gantt charts, kanban boards to visualize workflow and a dashboard for a high-level view of project metrics, then try our tool free with this 30-day trial.
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