PROGRESS REPORTS

1. PROGRESS REPORTS Reporting on the Project

2. 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.

3. 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.

4. Format • Memo format • Introduction, body, and conclusion sections

5. 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.

6. 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

7. Figure 1. Elegant memo abbreviated view.

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. Guidelines • Topic Handout

15. 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.