Use this Excel template to streamline your status reports, improve communication with stakeholders and deliver your presentations with greater impact. There’s so much more a status report can do, and with this free Excel status report you can begin to take full advantage.
Get your free Excel Status Report template!
Why You Need Better Status Reports
You already know that a status report is a necessary task when running a project. If you don’t know, you’ll find out soon enough from your stakeholder or team members. They need information, and this is the best way to deliver it.
A status report is an essential document in project management. It’s a communicative tool to relate necessary information to clients, sponsors and/or team members. The current state of the project is captured in these documents.
It’s a great means to convey where the project’s at. And you want to have a mechanism in place that can respond in time to stakeholders or sponsors, who inevitably want things yesterday.
That schedule can be as leisurely as monthly or as intense as daily, though most likely you’ll be generating weekly status reports. Regardless of the frequency, you need a system in place that make status reporting simple without taking up too much time.
One of the great things about having a template for status reporting is that it gets much of the busy work done and out of your way. Even better is when you’re working with ProjectManager.com, which gives you the tools to automate much of the process. That frees you up for more important tasks.
Our project management software gives you the ability to create a status report with one click. You can customize and filter the report to capture only that information that you need or that you have to disseminate to stakeholders or team members.
Another great feature of our status reporting is that it provides a view into the planned and actual progress of your project. This allows you to address issues that may take the project off-track before they become insurmountable.
If you’re working on a portfolio, a status report is also crucial. With it you have access to all the projects, and can generate reports on each individual’s health and performance. This can be done as an overview, or if you’re interested in more granular data, you can drill down as deep as you need.
When you’re ready to run a report off of your ProjectManager.com software, you have the option to choose from any number of formats, including PDF, Excel or CVS, which can be easily emailed. If you want to share the information, you can do so with through collaborative online platform, and see the data in real-time.
With our free Excel status report template you can focus on pertinent information, offer clarity, collect a record of events and even address the bigger picture of the project. When you bring these reports online through collaborative project management tools, it’s easier to create and share.
How to Use a Status Report
It’s one thing to know that you need it, but another to learn how to use a status report. Thankfully, it’s a fairly intuitive process. You’ll be able to pick it up in no time. Here’s how you can create a status report.
1. Input Key Project Highlights
Add the key project highlights in the project information section. You’ll add the sponsor and date. Who is the project manager? You’ll have some space to add progress and achievements, as well. Think of it as an executive summary, especially if you’re presenting this information to stakeholders and sponsors. It’s a great opportunity to tell them what you need and when.
2. What Needs Immediate Attention?
Call out any items that need immediate attention. This is a way to remember what needs remembering, and have it communicated to those who need to know.
3. Note Milestones
Note milestones. This is where the heavy lifting is. The milestone is larger than a task but smaller than the project. Think of it as the points when a phase of work has been completed. It’s a smart way to note the progress of your project and whether it’s on schedule or not. It can also show executives that you’re on track. You can color-code this red and green, depending on whether you’re on- or off-schedule. It’s also where you can note who is responsible and add comments
4. List Key Risks and Issues
List key risks and issues. The template has room for five of them, and while most projects probably have more than that, this is where you want to write out the top-five. Prioritize, or you’re going to get bogged down. This is also a good way for stakeholders to know what’s going on with the project. They can see the real risks and issues, as determined by you. But follow that up with the actions you’re going to take in order to avoid or deal with them. Don’t use this as a forum to bring up bad news. Surprises are bad. Face to face is best when first identifying the risk or issue with your stakeholder.
5. What’s the Budget?
Address the budget spent and overall percentage spent. This doesn’t have to be a super-detailed line by line item account, but it’s a great place to note the overall expenditure and where the project is in terms of budget: behind, ahead or on target. A good rule of thumb is to this of this status template as the outline of a compelling story you’re telling about the project. No matter who your target audience is, you want to have them fully engaged.
How to Import Status Reports
Now that you’ve downloaded and created your status report, here’s how you can import it into ProjectManager.com. Our software makes it easy and saves time, so that whether you’re generating monthly, weekly, daily or even hourly reports you can do so without having it negatively impact on the project’s progress.
The ProjectManager.com software has been recently revamped to make it look better and function more efficiently, while adding many more functionalities. But it’s still simple to use.
One your landing page, on the upper left-hand side is the main menu. Click on it and a drop-down menu shows itself. Select the Import option, and you will then be asked to chose the file you wish to import, which can be either in Excel or CSV format. It’s as easy as that.
How to Use Status Reports in ProjectManager.com
1. Customize Your Reports
Once you have imported the static status reports template into ProjectManager.com you can do all kinds of things to customize the report for a specific audience. Filter the columns or the status of the project to deliver only that information that needs to be known.
2. Share Your Reports
The great thing about ProjectManager.com is that it’s cloud-based and online, so you can print out reports if you need to, but just as easily share the report via email or as a PDF or Excel spreadsheet.
If you’re curious about status reporting, there’s a ton of blog post and videos on ProjectManager.com. Every week there is a new tutorial video and a blog post that covers everything from software tools to leadership and planning, monitoring and reporting on a project. Here are a sample of some of the most relevant and recent posts that address the topic of status reporting.
If you enjoy these stories and have found that our free Microsoft Office templates are helpful, then you might want to visit ProjectManager.com and look over the great software features we offer. There’s lots of other free Excel templates, and you can even take a free 30-day trial run of ProjectManager.com, our award-winning project management software that has repeatedly won best project management app in the rating website GetApp, a division of Gartner’s.