Tips on Writing a Progress Report

When a company starts a new project, it should understand every step of the progress, seeing what decisions the project team takes, and what should be improved. This is a reason why the company’s supervisors need progress reports. Simply put, a progress report is an update on the status of the project. If you write a good progress report, it will be beneficial not only for the company but also for you. The company will get the necessary information while you will be able to get the necessary assistance. Check out these tips at Writers-house.com blog to write a perfect progress report!

Writing Steps

1. First, write the heading. It should include the date of submission, the recipient’s name and position, your name and position, and the subject.

2. Write the introduction. Briefly describe the project, explain the purpose and the timescale of the project, as well as its key details.

3. Write the “work completed” section. You should explain what work you have already done. We recommend that you list the completed tasks in chronological order. Create a table with two columns. In the first column, specify dates. In the second column, describe the tasks. In this section, you should also include information on the most important findings.

4. Describe the problems your team has faced when working on the project. Explain how you have solved these problems or how you’re going to solve them. If these problems have caused any changes in the project, explain these changes. If you need any assistance, you should also address this issue in the same section.

5. Describe how you see the future of the project. We recommend that you create a brief outline of future tasks. Provide specific deadlines for all the tasks.

6. Write a summary of your progress report. In this section, you should provide only the most important details. Include short descriptions of problems, along with your suggestions on how to fix them.

Selecting the Topic

Choose the topic of your progress report depending on your recent work. Keep in mind that every time you outline tasks for the future, you also choose topics for your next progress reports.

Important Things to Consider

1. There are many common formats of progress reports, including periodic emails, verbal reports, formal reports with a strict structure, and memos. You can choose a memo format when preparing internal progress reports. When submitting a report to an external organization, we recommend that you choose a business letter format.

2. Progress reports’ purpose is to not only inform supervisors about the status of the project but also to help them in the decision-making process. The company’s management may want to revise or adjust their decisions depending on the problems described in the report.

3. Your report must be project-centered. It means that you should focus on the work done by your team, not on the supervisors’ expectations.

4. Your report must be concise and simple. Don’t write lengthy documents. Most often, progress reports are two to three pages long.

5. Keep in mind that the progress report will not only provide the supervisors with the necessary information but also demonstrate your professionalism.

Dos

• Be specific. Don’t be emotional and don’t make vague statements. Otherwise, you will certainly disappoint your supervisors.
• When writing the “work completed” section, use the active voice. This way, you’ll create a positive impression, emphasizing your team’s efforts.
• Be consistent. If one of your reports has a certain format, make sure that all the future reports will have the same format.
• Include charts, diagrams, and tables. Highlight the most important points so that your report will be easy to comprehend.
• Cite all of your sources. Don’t forget to give credits to any images.

Don’ts

• Don’t write your “work completed” section like a narrative. You should provide only the most important information, such as the outcomes and main findings.
• If there are any issues, don’t try to blame someone else. Don’t complain and don’t try to avoid responsibility.
• If a task is almost accomplished, don’t report that the work is done until it’s actually finished. Even if you’re one step from accomplishing the task, you never know what may happen. There is always a chance that something will prevent you from finishing the job.
• When writing about problems, don’t forget to suggest solutions.
• Don’t make your summary section too lengthy. Provide only the most important points and details.

Common Mistakes

• Using unnecessary phrases and words when describing the situation. Avoid such phrases as “tremendous success” or “complete disaster” because they are too vague, emotional, and useless.
• Sending reports at different time intervals.
• Downplaying the importance of problems or not mentioning them at all, hoping to solve them quietly. Always be honest about the progress.
• Filling a progress report with unnecessary details, calculations, etc., making it too lengthy.