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.