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8 steps to write an effective project status report

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Effective project status reports are the best way to keep your stakeholders aligned and in the loop during your project progress. These high-level updates proactively let your team know if a project is on track, at risk, or off track—so you can course correct if necessary to hit your deadlines every time. Learn how to create project status reports in a few easy steps, plus check out a template you can use right away.

It’s the end of the week and here you are again: having to dig through a variety of spreadsheets, emails, and tools to patch together an update of how your project is doing. 

Instead of manually assembling this information, use a project status report template to streamline this process for you. That way, you spend less time on unnecessary data gathering and more time on work that matters. 

Whether you’re gearing up for your first ever project status report or you’re looking for a better system than the one you currently use, this article will walk you through what a progress report is, how you can build one, and how to use project status reports to hit your project deadlines on time, every time. Here’s how.

What is a project status report?

Project status reports are timely updates on the progress of your projects. Written concisely, project reports offer high-level information about project progress, so team members get at-a-glance insight into what’s happening within the project. With a timely status report, you can ensure your entire project team and cross-functional stakeholders understand what’s on track, what’s blocked, and what’s coming next. 

Regularly sharing project status reports is important because they help you keep all project stakeholders in the loop and aligned on how your project is progressing. They answer the questions everyone has before team members even have a chance to ask them. They show and tell your team that you’re on track, making you (and everyone else) feel confident.

How often you share project status reports depends on your project’s timeline. Some projects benefit from weekly reporting, while others only need to be updated once a month. Schedule your project reports as frequently as is helpful for your stakeholders. These shouldn’t be reactive reports on things going poorly—rather, effective reports keep your team updated on the project’s progress, whether the project is on track, at risk, or off track.

The benefits of effective project reporting

Reporting isn’t just something you should do for the sake of doing it. Effective reporting has a variety of benefits. When you correctly report on project status, you effectively: 

Keep track of project health

The worst thing for a project is when you arrive at the end of the timeline and realize you were off track the whole time. No one likes being blindsided—and as the project manager, you’re empowered to make sure your team is aware of your project health at all times. 

Progress reports are a way to do that without too much manual work. Because these reports mix high-level summaries with some important metrics, everyone has a sense of the project's health. And if the project is off track? You can quickly and proactively fix it—so you still hit your project deadline on time and on budget.

Summarize project progress

Project status reports are not real-time reports. These reports are summaries of what happened during the past week, two weeks, or month of project work. They’re an opportunity for your stakeholders to stay informed on how well you’re sticking to the project plan . 

If you’re looking for tips on how to report on projects in real time, check out our article on universal reporting tools for every team . 

Reduce manual work

As the project manager, you already have enough on your plate. You don’t need to also spend hours every week or month grabbing data from different places. Project reporting tools make it easy to find all of this information in one place, and create a project status report with the click of a button. 

Share next steps and action items

Project status reports should go out to your project team, project sponsor, important stakeholders, and cross-functional team members. Because these are high-level reports, they’re appropriate for anyone who wants to stay informed about project progress. 

This is the optimal way to let everyone know what’s happening without getting into the details. If there are important project next steps or action items, share them here so everyone knows what to expect. 

Proactively identify blockers

If your project isn’t on track, your status report lets others know what the delay is and what you’re doing to resolve any blockers, allowing you to show off your proactive approach to getting things back to where they should be. Similar to the project risk management process , proactive status reporting helps you identify and overcome issues before they impact your project timeline.

Say goodbye to status meetings

The day of the status meeting is over. We now know these aren’t effective ways to spend your time. Unlike face-to-face meetings, project status reports are shared in a central tool that team members can check asynchronously when they want to. They can refer back to the information, or dig deeper into the project if necessary. Save your face-to-face meeting time for valuable meetings like brainstormings or all hands. 

Before you report: Combine reporting with effective project management

The biggest benefit of project status reporting is that it reduces your manual work, centralizes information, and makes it easy to keep everyone up to date. If your information is scattered across multiple tools, you can’t effectively use project reporting templates—you still need to manually open this Excel spreadsheet and that team email to gather your information. 

Instead, make sure you’re using project management software as your central source of truth. With project management software you:

Have a central source of truth so team members can see who’s doing what by when. 

Can easily visualize project information in a Gantt chart , Kanban board , calendar, or spreadsheet-style list view. 

Create status reports with the click of a button. 

Offer a place for team members who read the status report and want more details to look and find the information they need. 

Have access to additional project information, like your project plan, communication plan , project goals, milestones, deliverables , and more.

Naturally, we think Asana is a great option. Asana is a work management tool your entire team can use. Your cross-functional collaborators need a way to view past status reports. Your key stakeholders need a bird’s eye view of the entire program or project portfolio management progress. And your team members need a way to track individual work throughout the project lifecycle.

8 steps to write a great project status report

So, how do you go about doing project status reports? Be sure to create a clear structure you can use consistently for all future status reports. You should also make sure it matches with your project brief to keep your report on topic.

Follow this guide to understand what to include in your project status report, and watch as we put each step into practice with an example of an Employee Satisfaction project.

1. Build your report where work lives

Before you build your report, make sure you’re already tracking your work information in a project management tool. That way, you don’t have to manually grab information from a host of sources—instead, you can reduce manual work and create a report with a few clicks. 

Starting off with a project management tool makes it easy to capture dependencies and note upcoming tasks so you’re never blindsided about your project health.

2. Name your report

A great option is to simply use the project name for clarity. If you’re reporting on this project regularly, you should also include a date or timestamp.

Example project report title: February 2020 - Employee satisfaction initiative

3. Indicate project health

The project health is the current status of the project. Project health may change from report to report, especially if you run into blockers or unblock big project risks. Look for a project management tool that allows you to communicate the project’s status and whether or not it’s on track. One way to do this is to use a color coding system (green = on track, yellow = at risk, red = off track).

Example project health update: Project status is on track.

4. Quickly summarize the status report

Your project status report summary should be brief—about 2-3 sentences. The goal here is to give readers who may not have time to read the entire report a quick TL;DR of the most important facts. 

This is the first section of your report, so it’s the best place to: 

Include highlights

Flag major blockers

Note unexpected project risks

Example status report summary: Our survey results are in and being reviewed. At first glance, we’re seeing 80% employee satisfaction, up 3 points from the last survey. The Engagement Committee is working with the Executive team on what new engagement initiatives to implement in our key target areas, which include career growth and transparency.

5. Add a high-level overview of each key area

Depending on your project, your key areas may vary from report to report, or they may stay consistent. For example, in an Agile project that’s continuously improving, you’d likely use dynamic key areas that cover the things your team worked on during the last sprint. Alternatively, for an event planning project, there are a set number of key areas that you always want to touch on, like promotion, signups, and speakers. 

For each key area in the status report, add a few bullet points that give an update on progress, accomplishments, and upcoming work.

Example high-level overview of a key area: Survey results

70% of employees took the satisfaction survey.

Our overall satisfaction rating is 80%.

Only 57% of employees report having a clear path towards career advancement, down 5% since the last survey. 

41% of employees listed transparency as the number one improvement they’d like to see.

6. Add links to other documents or resources

While you shouldn’t include every little detail about how your project is going, some people will want to know more. For stakeholders who are looking for more in-depth information, provide links to documents or resources. This can include more specific project information, like links to specific project milestones , or the broader impacts of the project, like a reference to the business goals the project is contributing to.

Example: Include a link to the employee satisfaction survey , as well as to the larger company OKR around increasing employee engagement over the course of the fiscal year.

7. Flag any blockers the project has run into

All projects run into roadblocks. These can come in the form of project risks , unexpected increases to the budget , or delays that impact the project timeline . Keeping stakeholders in the loop when issues arise will help everyone adjust accordingly to stay on track. 

Example roadblock: The executive team wants to look at results before the engagement committee meets again, but won’t be able to do so for another three weeks. This will delay our overall project timeline.

8. Highlight next steps

These could include a list of next steps, kudos you want to give someone, or anything else you want to highlight.

Example: Thank you Sarah A. for sending out multiple communications to employees encouraging them to participate in the survey!

Template for creating your project status report

To quickly put everything you learned in the previous section to use, write your next project status report using this easy-to-fill-out template:

Report name:

Name your report. This can be as simple as the project name and the date of the report.

Project health:

Is the project on track, at risk, or delayed?

Include a short description of the most important takeaways from your project status report here. Keep in mind that busy stakeholders may only look at this section, so include any highlights or blockers the entire team needs to know about

Key area 1: High-level overview

Specific details about progress, accomplishments, and upcoming work.

Key area 2: High-level overview

Key area 3: High-level overview

Additional information and links: 

Link to relevant project details or higher-level project information that stakeholders might be curious about. This section is a chance for team members to dig deeper on specifics, or understand how the project initiative fits into your larger strategic goals . 

Are there any challenges you’re facing? How will you resolve them?

Additional notes or highlights:

Are there any additional things your team needs to know? What are the main next steps? 

Example project status report

While a how-to guide on writing project status reports is helpful, sometimes seeing a real-life example allows you to really see what your own update could look like, right? We thought you might agree, so here’s an example you may find useful:

Report name: Ebook launch

Project status: On track

Great progress this week! We are still in the concept phase, but Avery Lomax will be choosing a topic this week. Content and Design teams are standing by and ready to get started once we give the go ahead.

Planning team met to discuss an overall topic

We have three final ideas and will choose one on Friday

A brief is due to the Content team the following Thursday

The Content team is ready to start writing copy as soon as our idea is finalized

They are gathering pertinent company information that should be included

Design reviewed five ebook examples to determine the style they liked

They will be choosing a template by next Tuesday

Jen is out of the office all next week so please direct any content questions to Joy

Thank you to Henry for curating a huge list of topics for us to choose from!

Issues/challenges:

The e-book’s deadline is tight, as we all know. It’s critical that we’re all working in our project management tool to keep everyone organized and on track. Thanks!

Streamline reporting with a work management tool

The above report is clear and easy to follow. By building this report in a work management tool like Asana, you can automatically fill each section but the summary. Here’s what the above report looks like in Asana:

[Product UI] Example Asana project status report for an ebook launch meeting (Status Updates)

Project status reporting best practices

Now you know what to include in your project status report, but you may still have a few additional questions. As you’re creating status reports for your project, these best practices will help you formulate a winning update.

How often should you report out?

The frequency with which you send project updates depends on the type of project you’re running. If your project has a short timeframe, or if things are moving quickly, aim to send weekly project status reports. Alternatively, if the initiative you’re reporting on is a long-term project, you probably only need to send biweekly or even monthly reports. The most important thing is making sure your project stakeholders are up to date. 

When you use a project reporting tool, you can set a task for yourself to always send status reports on a certain day each week. These recurring reminders make it easy to keep stakeholders informed, whether you're sending weekly status updates or monthly progress reports. Either way, stakeholders will begin to expect your updates, which means less frequent check-ins from them (plus they’ll appreciate always being in the loop).

By sending regular reports, you can avoid multiple meetings related to a project (we all know unnecessary meetings have their own reputation ). Skip the check-in meetings and save your time for more important work.

Who should you include?

It depends on the project and who is involved, but typically plan to send an update to any stakeholders working on your project. You should have created a stakeholder analysis—outlining all stakeholders, sponsors, and team members—during the project planning process, but refer to your project plan if you aren’t sure.

Even if that week’s status report doesn’t affect a particular team member, you should still share it with everyone. It’s important for everyone to have a high-level overview. Team members who don’t need to review the report in depth can quickly skim your summary section, while others who are more involved can dive into the details you’ve provided. 

How detailed should you get?

A project status report shouldn’t offer every little detail. Let the work tell the story—you’re simply curating information and adding a little color. Think of a project status report as a top line message—just the most important pieces of your project that affect most of stakeholders should be included.

You should always indicate whether the project is on track, at risk, or off track, give a quick summary of what’s complete and what’s upcoming, then link out to other resources for people who want more details.

Where should you write your project status report?

The best way to draft and share status updates is with a work management tool . Look for a tool that offers an overview of your project, so your team has a central source of truth for all project-related work. That way, instead of managing projects in spreadsheets , you can keep it all—status updates, project briefs, key deliverables, and important project milestones—in one place. Your reports will be easily shareable, and stakeholders can look back on previous reports at any time, avoiding email overload on your end.

[Product UI] Example Asana Project Overview for a product marketing launch project (Project Overview)

Wrapping your project up: summarizing your work

The status reports we’ve been talking about are always sent during a project to keep everyone in the loop. However, once the project is finished, it’s smart to send out a final summary report. Think of this as the executive summary for your project. This is your chance to offer stakeholders a wrap-up to the project. Use it to officially close it out.

Again, it’s a high-level overview, but instead of including updates and statuses, you’ll provide a summary of how the overall project went. Here are a few questions to answer in a project summary report:

What were the goals of this project and were they met?

Was the project completed on time and on budget (if applicable)?

What successes should be highlighted?

What challenges did we run into?

What can we learn from this project to help us on future projects?

Keep every stakeholder on track with status reports that write themselves

If you’re looking to over-deliver on your next project, try sending project status updates. They keep you productive, efficient, and accountable, while giving everyone else a quick (and engaging) look into what’s been happening. 

Use the resources we’ve provided to create reports that give just enough information without diving into too much detail. Find a project management solution like Asana that has features designed specifically to help with status reports. You’ll save time and be as organized as possible.

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Project Status Reports

This guide to status reports is presented by projectmanager, the project management software trusted by 35,000+ users. make a status report in minutes.

ProjectManager's project status report page

What Is a Project Status Report?

What is the purpose of a project status report, types of project status reports, status report vs. progress report, how to write a project status report, project status report template, project status report example, what should be included in a project status report, what is project reporting software, benefits of project reporting software, must-have features of project reporting software, how to make project status reports in projectmanager, best practices for presenting project status reports, other types of project management reports, try our project reporting software for 30 days.

A project status report is a document that describes the progress of a project within a specific time period and compares it against the project plan. Project managers use status reports to keep stakeholders informed of progress and monitor costs, risks, time and work. Project status reports allow project managers and stakeholders to visualize project data through charts and graphs.

Project 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 status report for a project generally includes the following:

  • The work that’s been completed
  • The plan for what will follow
  • The summary of the project budget and schedule
  • A list of action items
  • Any issues and risks, and what’s being done about them

Related: 12 Essential Project Reports

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.

Because project status reports cover so many topics, they were historically time-consuming to create. Fortunately, modern project management software like ProjectManager expedites the all-important status reporting process. Try our automated project reports and simplify your project reporting.

ProjectManager's project status reports page

Create a project status report with just a few clicks with ProjectManager— Learn more.

There are several reasons why project managers create status reports. Here are some of the most important.

  • Help the project management team keep track of costs, tasks and timelines
  • Compare the budget and time forecasts with the actual costs and task duration
  • 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 with unnecessary details. Keep your status reporting presentation light and to the point.

the report of status

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  • Status Report Template

Use this free Status Report Template for Excel to manage your projects better.

You might create daily, weekly, monthly or quarterly status reports depending on your project management requirements. Here’s a quick overview of when it’s best to use each of them.

Daily Status Report

A daily status report captures what each member of the project team has worked on over the course of that day. It not only highlights what they’re working on currently but addresses any issues that are preventing them from completing their tasks. It includes a summary of today’s work and what was accomplished the day before.

Weekly Status Report

A weekly status report is like the daily status report except it covers a full work week rather than just one day. It includes the name of the project, the date of the status report, a summary outlining what work was done over that time period and the action plan for what to work on for the next week. There will also be a section to list any challenges, risk and mitigation plans to respond to them.

Monthly Status Report

A monthly status report provides a similar update on a project or projects but over a period of a month. It provides leadership with relevant information to better manage the project or projects. As with other frequencies, the team reports on what they’ve accomplished, the month is recapped and the next month’s activities are outlined.

Quarterly Status Report

A quarterly status report is a short and easily digestible snapshot of the project over a period of time, in this case, four months or a quarter of the year. It covers the same territory as the other status reports and is likely to include graphs and other visuals to make all the data easier to grasp.

There are many different types of reports you can generate when managing a project. Some of them are more for the project manager and others for the stakeholders, owners or clients to keep them updated.

We’ve been talking about a status report, but it shouldn’t be confused with a progress report. While a status report has data on the progress over the period of time which is being reported, there’s a wealth of other information beyond the mere progress of the project.

A progress report , on the other hand, details the specific tasks and milestones that have been completed to show that the project is making progress in sync with the project schedule. Like a status report, it’s used to keep managers and stakeholders updated.

Writing a project status report is an essential project management task. Whether you generate one weekly, monthly or quarterly, the steps are essentially the same. Here’s how to write a project status report:

  • Determine the objective
  • Target your audience (Clients, team members, sponsors, etc)
  • Choose the format and type
  • Collect your data
  • Structure the report
  • Make sure it’s clear

Because a project status report follows a basic outline, it can be helpful to use a project status report template. However, a project status report template is only a static document. Using project status reporting software integrates with all your project management tools for greater efficiency.

Free status report template for Excel

ProjectManager’s free status report template for Excel— Download now.

To better understand the process described above, let’s take a look at a project status report example. For this simple example, we’ll create a weekly status report for a home construction project using our free project status report template.

Imagine a construction contractor who is in charge of building wall frames, installing the insulation, electrical wiring, drywall and interior painting of a brand-new house. A status report example, following our free status report template, would begin with basic project planning information, such as the project name, new house, reporting period would be between Jan. 1-7, the report dated Jan. 9, project manager Joe Johnson and project sponsor Jack Dell.

project status report example, general information part

Next is the summary, which highlights the key accomplishments. In this case, it would be the installation of wall frames. The section after zooms into the progress of the project. It starts with smaller action items that are needed to build the wall frames.

These action steps also include the date when they were done and a RAG status. That is a red, amber and green indication of the level of confidence and control over that part of the project. The owner, or team member who did the work is named and any comments not already addressed can be added.

project status report example, showing key accomplishments and action items

Following that is a section on upcoming work. Here you can add the action items related to electrical wiring, such as marking locations for cable boxes, electrical outputs and threading cables through the wall frames. The section following that will list project deliverables , which in this case will be the wall frames, which are the tangible output that’s been completed during the reporting period.

project status report, showing project deliverables part

The next section is on the project’s health. It notes the budget spent over the period and what percentage that is in terms of the overall budget. There’s also an overview of the project schedule , scope and quality control and assurance.

project status report, project health section

The section after that lists the risk management issues. It lists the risk, its severity, response and owner. Maybe there’s a possibility that the materials or equipment required for electric wiring won’t be delivered on time. This risk would likely be high in terms of severity as it’ll impact the project schedule. To mitigate this, another company may be contacted to see if they’ll deliver on time. You’ll also note who on the team is watching over this risk.

You’ll conclude and add any recommendations if needed. This will provide stakeholders with a clear picture of the status of the project.

project status report example, showing risk management overview

How Do You Ask for a Project Status Report?

A project status update is usually distributed on a regular schedule, but sometimes people want to see a status report immediately. You can ask for a project status update via email, but you don’t want to come across as rude. To request a project status report, you should ask in a professional manner and place your request through the proper channels.

A friendly reminder is never a bad idea, as it maintains a connection, especially if you can offer something of value in return. If you’re using project management software , then you can always get an instant status report by checking the project dashboard that tracks various metrics.

The ProjectManager dashboard delivers your project status instantly. Pull from schedules, budgets, resources and more without the possibility of human error. Then, customize your display and filter information to show only what you want to see, such as remaining resources, project health, tasks and costs. A dashboard can be an excellent alternative to the traditional project status report.

ProjectManager's project dashboard is a visual tool to reflect your project status report

Get real-time project dashboards that you can easily share with stakeholders— Learn more.

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 project 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 is 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 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 other project management reports . So, here you want to include what date the report was generated, who the author is and so on.

Milestone Review

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.

Project Summary

One of the main purposes of the status report is to compare the project’s progress with the project plan estimates. To do this, include a short summary of the forecasted completion date and costs of the project . This allows project managers to control the project’s execution and measure success. Be sure to include the activities that are facing issues and how those problems might impact the project’s quality, resources, timeline and costs. Explain 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

Risks are all the internal and external factors that are a threat to your project. They become issues once they affect your project budget , timeline or scope. 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?

Project Metrics

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 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.

Project reporting software is used to automatically collect project data, analyze it, and display the results to help project managers make better decisions when managing a project. The software gathers information from different sources within the project and converts them in spreadsheets, graphs and charts.

Depending on the software, reporting data can be filtered to highlight areas of the project that you need to see at that time. Reports can be generated on various aspects of the project’s progress and performance, such as time, cost, workload, etc.

Reports are also used to keep key stakeholders, such as sponsors and clients, updated on how the project is doing, and therefore, should be shareable.

Having a quick and easy to use tool that instantly pulls up important project data, organizes and displays it simply and clearly helps you keep stakeholders updated. With all the information at your fingertips, you can also make better decisions.

Not all reporting software is the same. To get more bang for your buck, make sure that whatever tool you choose has the following features:

  • Converts complicated data into useful reports
  • Filters to show only what information you want
  • Allows you to create reports on specific time periods
  • Share reports and keep stakeholders updated
  • Update instantly for greater accuracy
  • Monitor actual progress against your plan
  • Report on program or portfolio of projects

Project status reports are just one of many reports that are offered by project reporting software, but you’ll also want to make sure the product you choose has the following features as well.

Dashboards icon

Get Instant Status Reports

As important as reporting software is, you also need to regularly check on the progress of your project as it occurs. A dashboard will provide that high-level view, collecting data and displaying it in graphs and charts to show a variety of project metrics.

Dashboards image

See the Most Current Info

Dashboards and reports capture the project at a particular time, and like a snapshot, capture a past point in time. However, if you’re working with an online reporting tool, the data it collects is displayed in real-time—and the decisions you make will be more informed.

Real-Time Data image

Generate Reports on Every Aspect

A status report is a key gauge of how your project is performing, but it’s only one perspective. For the full picture, you need to measure progress and more for many angles. Seek out reporting software that also measures task progress, workload, timesheets and more.

Diverse Reports image

Easy Export With Stakeholders

Creating reports is only the beginning. You need to share them with stakeholders, who need to have a broad strokes picture of where the project currently is. During presentations, you want to be able to easily print out a copy or export a PDF to email them.

Shareable image

Fast and Easy Reports

Making reports shouldn’t be time-consuming. It often means complex equations to figure out progress, variance, workload, etc. The best reporting software automates these functions, so you don’t need a math degree or even a calculator to manage your project.

Automated image

Gain Details for Actionable Insights

Dashboards are great for high-level views of the project, but reports must provide a deeper dive into that data in order for managers to make the critical decisions to steer the project towards a successful end. You want reports that are in depth and cover the entire project.

In Depth image

Project reporting software is a tool to monitor and track project metrics in real time and then collect that data in a report that’s easily shared with project members.

ProjectManager is an award-winning tool that organizes projects and teams by monitoring and reporting on progress and performance. Watch this video to get a better idea of how to create project status and other types of project management reports with ProjectManager.

Project management training video (nu29tru9qg)

Using the reporting feature of ProjectManager 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 some of the reports you can create once you have the project management 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.

Get the key elements of your project condensed in short to capture the high points in your schedule, budget and costs for stakeholders. You can provide project updates at any time for your team, clients and sponsors.

See which tasks are overdue and when their deadline is to never lose track of your progress and stay on schedule. ProjectManager allows you to assign activities to your team members and communicate with them in real time.

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.

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.

ProjectManager's portfolio management dashboard, ideal to communicate project status report

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, within budget 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.

Project Dashboard

Different from 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.

ProjectManager’s dashboard view, which shows six key metrics on a project

Portfolio Dashboard

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.

Whether you’re presenting your weekly status report in a meeting, 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.

Communicate

Project status reports are only a single facet of 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

Project status reports are vehicles for communication, but if you’re unsure of the destination, then you’re not going to deliver the goods. Stakeholders such as clients and sponsors want to know the big picture, while team members will be more interested in specifics.

Consistency

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.

Establish Metrics

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.

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 a 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.

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 status-reporting alternatives follow.

Tasks Report

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 roadblocks or bottlenecks holding up progress. You need to take care of issues before they affect your project’s timeline.

Timesheets Report

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 using online project management software.

ProjectManager's timesheets are a perfect complement to project status reports

Availability Report

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.

Workload Report

The workload is the number 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 number 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.

ProjectManager's workload management report

Variance Report

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.

ProjectManager 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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Status Report Resources

  • Project Reporting Software
  • Project Dashboard Software
  • Free Project Report Templates
  • Communications Plan Template
  • Project Dashboard Template
  • 5 Lifesaving Project Reports
  • How to Track and Report on Projects
  • What Are Project Deliverables?

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Status reporting 101: what it is and how to do it

When projects succeed, it’s because the people involved have done two things: stayed accountable for their individual responsibilities and communicated effectively with one another.

But how do you ensure your team focuses on their own tasks and keeps track of each other’s progress at the same time? That’s where status reporting comes in.

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the report of status

Status reporting ensures you keep projects of any scale on track—whether you’re tweaking your booking flow to make it easier for your users, or introducing customers to a whole new product. 

This article explains what a status report is, how these reports make it easier to execute difficult projects, and five simple steps to creating your very own .

Add depth to your status reports with customer insights

If your status reporting flags up customer dissatisfaction, use Hotjar to investigate why and find a solution.

What is a status report? 

A status report is a short, easily digestible document that answers the question: how’s our project going? Project owners create them at regular intervals—often weekly, monthly, or quarterly—to share how much progress a team is making toward a goal and whether they're on track with their initial timeline.

Status reports start by quickly recapping a project’s overall goals and the sub-projects leading up to it. They then assess whether these sub-projects are on track, at risk of falling behind schedule, or overdue. Finally, they discuss any emerging threats to the deadline, and suggest ways to overcome them. 

For example, suppose your project is to take your brick-and-mortar bakery into the ecommerce space . In that case, your status report could track progress on sub-projects like choosing an ecommerce platform, designing the site, listing your different cakes and breads as products, and hiring extra staff to manage order fulfillment.

#Status reports help you communicate your project’s overall progress

Status reports vs. progress reports

At first glance, ‘ status reports’ may seem identical to ‘progress reports’, but the two formats offer different areas of emphasis. 

A status report is a broad overview of an entire project compared to its plan. A progress report focuses more on specific tasks and milestones .

Status reports are vital documents to keep managers or clients abreast of important milestones in your project, ensure smooth group collaboration , and hit your goals on time. 

Why create status reports? 

The main purpose of creating status reports is to update major stakeholders—your boss, client, or investors—on your project’s health, or how it’s coming along. Your report should provide visibility at a glance, so higher-ups feel confident they’ll get the deliverables they requested. 

Whilst senior stakeholders are usually the primary audience for status reports, everyone a project touches can benefit from having an overview of what’s going on. 

Status reports are extremely useful to:

How often should you create status reports? 

Create your status reports at regular intervals so you can understand your progress over time. The amount of time you leave between reports will depend on the scope of your project and how many stakeholders are involved. 

For example, say you’re launching a newsletter for your business, which you expect to take three weeks—a collaboration between a copywriter, customer relationship management (CRM) specialist, and content marketing manager. This project has a few stakeholders and a short deadline, so you’ll need a weekly status report to keep everyone on track.

On the other hand, imagine you’re a large corporation migrating your entire CRM platform to a custom site. The project is expected to take two years and involves many stakeholders, including a team of engineers, UX writers, designers, and a steering committee. You’d need a monthly status report to keep all groups informed of the project's progress and ensure they’re spaced out far enough that there’s meaningful change to discuss every time.  

5 steps to writing an effective project status report 

Bear in mind that you can only create a status report once you’ve got a plan or a roadmap to mark progress against. 

Status reports are shaped by information — e.g. metrics and key performance indicators (KPIs) — most relevant to your project, so each one looks slightly different. However, these are the areas they generally cover, and the steps to creating one for yourself. 

1. Choose the style and delivery of your report  

It’s important to keep the style of your reports consistent, so you and your team can easily compare progress across different periods. 

With that in mind, you need to decide:

The length : major stakeholders are often busy people working across several projects, so try to keep your report to one to two pages or slides

The format : consider which formatting techniques you’ll use to make your information easy to digest. Charts, bullet points, tables, and spreadsheets are all great options. 

The cadence : decide whether it’ll be more helpful to report your project weekly, biweekly, monthly, or quarterly

How stakeholders will access it : you could circulate reports in an email, or add them to a cloud folder, like Google Drive or Dropbox. Alternatively, you could create your reports on a shared note-taking platform like Notion or Evernote.

💡Pro tip: charts and diagrams are an excellent way to make information easier to digest, especially for status reports that involve lots of hard numbers. A product experience insights (PX) platform like Hotjar creates these data visualizations for you automatically. 

For example, say your project is to increase user activity on your company website, and you want to demonstrate in a status report that the pages you’ve redesigned are more engaging than they were before. 

Install Hotjar’s tracking code on a redesigned page, and you’ll see a chart showing your current bounce rate compared to previous periods in your Dashboard . You can screenshot this and use it in your report—and stakeholders will understand your project’s status at a glance. 

the report of status

The Hotjar Dashboard provides a visual overview of your user metrics you can understand at a glance

2. Set the scene

A status report should start with an overview of your project’s scope. Summarize project details such as:

Goals: the deliverables you’re planning to produce 

Budget: how much money and resources you have

The reporting period: the project’s timeline and deadlines 

The project manager: who’s responsible for each deliverable

This structure probably won’t change between reports (unless you need to break from the initial plan), so keep it high-level. Be sure to include the date you submit or present the report, too. 

Beneath the project’s name, create a list of your sub-projects, or project milestones, with brief descriptions of what each one entails , and a note about who’s responsible for making it happen. You can do this with a chart. 

If you’re taking a brick-and-mortar bakery online, your chart might look like this:

#Tailor this status report template for your own projects

3. Describe the current status of the project 

Next up, communicate how your sub-projects are doing by adding a few extra columns to your chart. 

First up, you’ll need a column to appraise your overall progress . Some managers mark their projects as ‘on track’, ‘at risk’, or ‘behind schedule’, whereas others prefer to give progress a percentage. Whichever method you choose, color-code these fields as green, orange, or red for scannability. 

Second, create a column to add a comment to your progress assessment. This is useful for celebrating small wins and providing caveats—e.g. “The new website design is mostly on track, but we’re still waiting on feedback from our research lead to confirm it’s accessible for users living with disabilities.”

Third—depending on the nature of your project—include a column with budget information. Even a high-level overview of your spending goes a long way in giving stakeholders visibility: you ensure there aren’t any surprises at the end and provide evidence to stakeholders to negotiate more resources.

Conclude your report with a note on whether the project as a whole is ‘on track’, ‘at risk’ or ‘behind schedule’, and offer a few sentences as to why.

Deepen your understanding of your project’s progress

Use qualitative insights to supplement your quantitative data and add depth to your status reporting. 

For example, say you’re launching a business selling therapy for cats. The first sub-project is to validate that there’s a market for your idea by launching a one-page website about therapy for cats, with the headline ‘Launching Soon’. You can mark your sub-project as ‘on track’ when you see it has a high number of visitors—quantitative data. 

However, to make quantitative data more useful, you need to gather qualitative data about how users moved through the page. Use heatmaps to see where customers linger for valuable insight about what to do next. (Hotjar’s free forever plan allows you to create as many heatmaps as you like. 🔥)

For example, perhaps users hover over the section of your test website titled ‘Feline anger management skills’. Now, you know customers are particularly interested in this service and feed that information back to your team and stakeholders in your status report.

Equipped with this information, key stakeholders might decide to pivot the project slightly, developing this service before other areas of your business to give customers what they need and want the most .

Hotjar Heatmaps shows you which areas of your web page customers spend the most time on

Strengthen your status reporting with user behavior insights

Study the user behavior behind your status report results→create the most appealing version of your product possible.

4. Mention risks and issues 

One of the fundamental reasons to create a status report is to flag unforeseen complications before they threaten the outcome of the project. 

Devote a section of your report to discuss any roadblocks to your sub-projects, and suggest solutions on how to mitigate them. Use bullet points to keep this section skimmable.

This is also the space to ask senior stakeholders for anything else you need to complete the project on schedule —perhaps additional resources or changes to the plan. For example, if your sub-project to add all of your baked goods to your new ecommerce store is falling behind schedule, you might ask if you can hire a virtual assistant or extend your deadline. 

💡Pro tip: watch recordings to investigate issues in your status reports. 

Outlining threats to your project and suggesting solutions is a vital part of any status report. However, coming up with viable solutions is often much easier said than done. 

For example, say you’re bringing that brick-and-mortar bakery online, and you had a sub-project to make your first ten bread sales before adding product information for all of your cookies and cakes. However, you launched over a week ago and sold zero loaves. This is an issue you’d flag in your status report. 

To investigate the problem, watch recordings to see where your website visitors are clicking and understand why they’re not converting . You might see dozens of rage clicks on your 'Buy now' button—which would indicate users are clicking, but it’s not working. 

If that’s the case, you could suggest action items for the problem in your status report, like ‘Fix the "Buy now" button.’ Because this idea is based on a clear understanding of the problem, you’d be pretty certain the tactic would be successful.

the report of status

Analyze rage clicks with Hotjar Recordings to spot broken links and bugs on your site

5. Make time for feedback 

Reports are only useful if their intended audience reads and digests them. After you circulate your report, host a status meeting to go over it with your stakeholders. 

Discussing your report with teammates creates a space to celebrate key milestones together and keeps everyone accountable for their goals. What’s more, getting feedback on your report helps you identify any blind spots in your reporting: listen carefully if any colleagues think you’ve over- or underestimated their progress, and consider any ideas they have on how to combat the issues you’ve flagged.

Also, solicit feedback from project stakeholders like your manager or clients. If you run into a problem down the line and need to ask for more resources, they’ll be the ones to sign off on it, so it’s important to keep them abreast of developments. You can also ask them whether your report includes all the information they want to see. 

Regularly producing reports encourages you to polish your end delivery: if you’re only focused on implementation, you might waste time and budget on tactics without knowing if they delivered impact.

Status reports keep your team on the path to success  

To ensure a project doesn’t end up dissolving into a heap of unforeseen complications, you need to pause and take stock of your progress from time to time. That's why regular status reporting should be a part of any major initiative.

Don’t underestimate the power of this humble document. Status reports can help you stay on track and ensure that the effort your team puts in translates into real value for your customers. As a tool to maintain team alignment, stay accountable for goals, and keep one eye on your customers’ satisfaction, status reports are every project owner’s best friend. 

FAQs about status reports

What is the main purpose of a status report.

The main purpose of a status report is to keep a project on track, by communicating how it’s currently going. Status reports do this in three main ways: 

They keep important stakeholders (i.e. bosses or clients) informed of a project’s progress, so they can offer more support if necessary

They identify any issues that threaten the project’s end goals, so the team can solve them

They keep the project on track by ensuring everyone involved stays accountable for their part of the plan

What are some of the benefits of writing status reports?

As the person responsible for bringing a project to completion, any status report you create will be just as useful for you as it is for your teammates. 

First, taking stock of your project helps you maintain good relations with your major stakeholders, ensuring they understand what’s going on under your leadership and why you’re making the decisions you’re making. 

Second, they help you understand how your different sub-projects are going and which of them need more attention or resources to pan out according to plan. 

Third, they help you keep track of the little wins on the way to success, so you can celebrate them with the team members responsible and keep everyone motivated to deliver the outcomes you need for a successful project. 

Fourth, your status reports are a useful paper trail to look back on when you come to review this project. These status updates help you understand what went well and how you can grow as a project manager.

What makes a good status report?

What a ‘good status report’ looks like entirely depends on your project and industry, but in general, good status reports are:

A well-observed overview of a project: featuring relevant statistics and insights, and accurately communicating the status of different sub-projects

Honest about problems: setting out the risks threatening a project with transparency, and suggesting solutions

Easy to digest: only one or two pages long, using formatting techniques like charts, diagrams, and bullet points to make them scannable

Consistent: created at regular intervals, and including similar project information—like the schedule and budget—every time, so it’s easy for stakeholders to compare progress across periods

Progress report

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CBP Releases January 2024 Monthly Update

WASHINGTON — U.S. Customs and Border Protection (CBP) released operational statistics today for January 2024. Migrant encounters along the southwest border were significantly lower than experienced in December. CBP monthly reporting can be viewed on CBP’s Stats and Summaries webpage .

“As a result of seasonal trends, as well as enhanced enforcement efforts by the men and women of CBP and our international partners, southwest border encounters between ports of entry dropped by 50% in January. We continue to experience serious challenges along our border which surpass the capacity of the immigration system,” said Troy A. Miller, Senior Official Performing the Duties of the Commissioner. “CBP remains on the frontline in preventing fentanyl and other dangerous drugs from entering our country, enforcing our nation’s laws and interdicting 34% more fentanyl and 68% more cocaine than the previous month.”

CBP continues to work closely with U.S. Immigration and Customs Enforcement and U.S. Citizenship and Immigration Services to quickly process individuals encountered at the border and remove those who do not establish a legal basis to remain in the United States, utilizing consequences strengthened by the Circumvention of Lawful Pathways Rule.  Since May 12, 2023 to January 31, 2024, DHS has removed or returned over 520,000 individuals, the vast majority of whom crossed the southwest border, including more than 87,000 individual family members. The majority of all individuals encountered at the southwest border over the past three years have been removed, returned, or expelled.  Total removals and returns since mid-May exceed removals and returns in every full fiscal year since 2013.

Below are key operational statistics for CBP’s primary mission areas in January 2024. View all CBP statistics online. 

Ensuring Border Security and Managing Migration  

CBP has taken significant steps to surge personnel and resources to impacted areas and address challenges we have experienced across the southwest border. CBP continues to expeditiously process and remove individuals who do not have a legal basis to remain in the country. We are working together with our domestic and foreign partners to jointly limit disorderly migration across the region, offering lawful pathways and cutting out ruthless smugglers who continue to spread falsehoods and show disregard for the safety and well-being of vulnerable migrants. CBP is targeting and disrupting transnational criminal organizations and smugglers who take advantage of and profit from migrants.

In January 2024, the U.S. Border Patrol recorded 124,220 encounters between ports of entry along the southwest border, a decrease of 50% from December 2023.

CBP’s total encounters along the southwest border in January 2024 were 176,205, a decrease of 42% from December 2023. Total encounters include U.S. Border Patrol encounters between ports of entry, as well as individuals who presented themselves at ports of entry (including those with CBP One appointments, detailed further below).

Among CBP’s 176,205 total southwest border encounters in January 2024, encounters with single adults decreased by 35% compared to December 2023, encounters with unaccompanied children decreased by 37% , and encounters with family unit individuals decreased by 51% .

CBP continually analyzes and responds to changes in migration patterns, particularly irregular migration outside of legal pathways and border crossings. We work with our federal and international partners to combat human smuggling. The fact remains: the United States continues to enforce immigration law, and our borders are not open for those without a legal basis to enter the country. Migrants attempting to enter without authorization are subject to removal under Title 8 authorities.

CBP’s message for anyone who is thinking of attempting to circumvent lawful pathways to enter the United States is simple: don’t do it. When noncitizens cross the border unlawfully, they put their lives in peril. The U.S. Border Patrol has undertaken significant efforts in recent years to expand capacity to aid and rescue individuals in distress. To prevent the loss of life, CBP initiated a Missing Migrant Program in 2017 that locates noncitizens reported missing, rescues individuals in distress, and reunifies decedents’ remains with their families in the border region. In January, the U.S. Border Patrol conducted 245 rescues, totaling 1,611 rescues in FY 2024 .

View more migration statistics and rescues statistics .  

CBP One™ App   

The CBP One™ mobile application remains a key component of DHS’s efforts to incentivize noncitizens to use lawful, safe, humane, and orderly pathways and disincentivize attempts to cross between ports of entry. In January, CBP processed approximately 45,000 individuals through appointments at ports of entry utilizing advanced information submitted in CBP One™

CBP One appointments accounted for 87% of noncitizens processed at ports of entry;  demonstrating that noncitizens will follow an orderly process when one is available. Since the appointment scheduling function in CBP One™ was introduced in January 2023 through the end of January 2024, 459,118 individuals have successfully scheduled appointments to present at ports of entry using CBP One™  instead of risking their lives in the hands of smugglers. The top nationalities who have been processed are Venezuelan, Mexican, and Haitian.

A percentage of daily available appointments are allocated to the earliest registered CBP One™ profiles, so noncitizens who have been trying to obtain appointments for the longest time will be prioritized. CBP is continually monitoring and evaluating the application to ensure its functionality and guard against bad actors. 

CHNV Parole Processes

Through the end of January 2024, over 357,000 Cubans, Haitians, Nicaraguans, and Venezuelans arrived lawfully and were granted parole under the parole processes. Specifically, over 75,000 Cubans,  144,000 Haitians,  64,000 Nicaraguans, and  92,000 Venezuelans were vetted and authorized for travel; and over  74,000 Cubans,  138,000 Haitians,  58,000 Nicaraguans, and  86,000 Venezuelans arrived lawfully and were granted parole.

As Safeguarding Communities by Interdicting Narcotics and Dangerous Drugs

As the largest law enforcement agency in the United States, CBP is uniquely positioned to detect, identify, and seize illicit drugs before they enter our communities. CBP’s combination of interdiction and intelligence capabilities, complemented by its border search authorities, scientific services, non-intrusive inspection equipment, and canine detection teams, places it at the forefront of the U.S. government’s efforts to combat illicit fentanyl and other dangerous drugs.

CBP continues to conduct operations, including Operation Apollo, which target the smuggling of illicit fentanyl and other dangerous drugs. These operations leverage intelligence and investigative information to target drug traffickers’ supply chains and interdict items required in the production of illicit fentanyl, including precursor chemicals, pill presses and parts, movement of finished product, and illicit proceeds.

Nationwide in January, fentanyl seizures increased 34% and cocaine seizures increased 68% from December to January.

To date in FY 2024 through January, CBP has seized 7,000 pounds of fentanyl. CBP has stopped more fentanyl in the last two years than in the previous five years combined, and we continue to optimize our intelligence and field operations to stop these deadly substances from reaching American communities. 

Additional CBP drug seizure statistics can be found on the Drug Seizure Statistics webpage .

Facilitating Lawful Trade and Travel and Promoting Economic Security 

 As international travel continues to increase, CBP is leveraging technology to streamline efficiency and increase security at air and land ports of entry. Travelers are encouraged to utilize CBP’s mobile apps to enhance their travel experience, including the Global Entry Mobile Application and Mobile Passport Control , as well as new Global Entry Touchless Portals at nearly all international airports across the United States, which protect passenger privacy and expedite arrival processing by eliminating paper receipts.

Travelers arriving by air into the United States increased 14% from January 2023 to January 2024, and pedestrians arriving by land at ports of entry increased 2.6% over the same period.  

CBP works diligently with the trade community and port operators to ensure that merchandise is cleared as efficiently as possible and to strengthen international supply chains and improve border security. In January 2024, CBP processed more than 2.7 million entry summaries valued at more than $267 billion , identifying estimated duties of nearly $7 billion to be collected by the U.S. government. In January, trade via the ocean environment accounted for 44% of the total import value, followed by air, truck, and rail.

Consumers are encouraged to be alert to the dangers of counterfeit goods especially when shopping online as they support criminal activity, hurt American businesses, and often have materials or ingredients that can pose serious health and safety risks. Every year CBP seizes millions of counterfeit products worth billions of dollars had they been genuine. In January, CBP seized 1,814 shipments that contained counterfeit goods valued at more than $718 million . More information about CBP’s intellectual property rights enforcement is available at https://www.cbp.gov/trade .

View more travel statistics , and trade statistics . 

Protecting Consumers and Eradicating Forced Labor from Supply Chains     

CBP continues to lead U.S. government efforts to eliminate goods from the supply chain made with forced labor from the Xinjiang Uyghur Autonomous Region of China. In January, CBP stopped 424 shipments valued at more than $236 million for further examination based on the suspected use of forced labor.

Intellectual property rights violations continue to put America’s innovation economy at risk. Counterfeit and pirated goods threaten the competitiveness of U.S. businesses, the livelihoods of American workers, and the health and safety of consumers. 

View more UFLPA enforcement statistics , and intellectual property rights enforcement statistics.  

Defending our Nation’s Agricultural System     

Through targeting, detection, and interception, CBP agriculture specialists work to prevent threats from entering the United States.  

CBP issued 6,248 emergency action notifications for restricted and prohibited plant and animal products entering the United States in January 2024. CBP conducted 102,987 positive passenger inspections and issued 898 civil penalties and/or violations to the traveling public for failing to declare prohibited agriculture items.   

View more agricultural enforcement statistics . 

U.S. Customs and Border Protection is the unified border agency within the Department of Homeland Security charged with the comprehensive management, control, and protection of our nation’s borders, combining customs, immigration, border security, and agricultural protection at and between official ports of entry.

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How to Write a Status Report

Last Updated: June 19, 2023 Fact Checked

This article was co-authored by Amber Rosenberg, PCC and by wikiHow staff writer, Jennifer Mueller, JD . Amber Rosenberg is a Professional Life Coach, Career Coach, and Executive Coach based in the San Francisco Bay Area. As the owner of Pacific Life Coach, she has 20+ years of coaching experience and a background in corporations, tech companies, and nonprofits. Amber trained with the Coaches Training Institute and is a member of the International Coaching Federation (ICF). There are 7 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 1,282,995 times.

A status report might seem like a chore, but it can be a great opportunity to communicate about a project with management. In order to keep everyone in the loop, it’s really important to make sure you present everything clearly. Put the most important information in a summary at the start of the report. Provide specific details about the project's budget and timeline, then describe accomplishments and challenges. Keep your writing clear and concise. Your manager will appreciate an organized report that is brief, but informative.

Status Report Example

the report of status

Gather budget and scheduling information.

The budget and schedule are the most important parts of most projects.

  • The overall information for the project will likely be broad. Find out what smaller things must be done to achieve the ultimate goal. For example, if your goal is to produce 1,000 T-shirts and your budget is $500, you need to know what materials are needed to produce the shirts and whether they are already on hand or must be ordered.

Break down large goals into smaller ones.

Splitting up larger goals allows you to better evaluate your progress.

  • For example, if your goal is to produce 1,000 T-shirts in 4 months, you can break that goal down into smaller goals of 250 T-shirts each month. If the team produced 300 T-shirts in the first month, you could report that you were ahead of schedule.

List major accomplishments.

Put accomplishments at the top, focusing on milestones.

  • If you're working on a team, talk to other team members about what's going well with the project. Include as many names in your report as possible.
  • Use specific numbers where you can, as opposed to generalities.

Brainstorm fixes for problems.

If you recognize issues with the project, don't try to hide them.

  • For example, if your project is ahead of schedule but behind on budget, you might suggest speeding up production, adding another employee to the project, or boosting the budget.

Identify key milestones and projections.

Using the current status of the project, predict when you’ll reach the next milestone.

  • For example, suppose you produced 250 shirts in 28 days. You might predict that the next 250 shirts will be completed in 28 days from the date of the status report.

Add any notes that are important to the project.

Recognize people who have contributed a lot to your project.

  • For example, you might write "The project is ahead of schedule, in large part, thanks to the diligent efforts of Sally Sunshine. Sally worked overtime 3 days last week."

Ask if there's a template you should use.

Many companies have a standard template that they use for all status reports.

  • If there's not a specific template, there may be one you can use in your word processing app. You can also find sample templates online by searching for "status report template." Make sure any template you download will actually work for your project. You may want to let a supervisor look at it first.

Start with a clear heading.

Check if your...

  • For example, your heading might be "August 2018 Parker Shipment Status." A report for the next month would be "September 2018 Parker Shipment Status."

Write an executive summary on the first page.

Managers are busy and may not have time to read your entire report.

  • For example, the executive summary for "August 2018 Parker Shipment Status" might be: "The Parker Shipment is ahead of schedule. However, we've used 50% of our budget with only 30% of the total shipment produced. Speeding up production may help decrease costs."

Organize your report in sections.

Long blocks of text can take too long to scan, and are cumbersome to read.

  • For example, you might have one section for accomplishments, another for challenges, and a third for solutions.

Start your report early to give yourself more time.

Find out when status reports are due and carve time each day to work it.

  • If you're working on an ongoing project, you can create a "template" for your status reports that you'll use each time. This will be much easier for your manager, because they'll know exactly where to find the information they need in each report.
  • If you need to update figures included in the report before you turn it in, leave yourself reminders to do so.

Tailor your report to your manager's style.

Organize your report so that the important things your are front and center.

  • For example, if you know your manager likes to read a chronological story, you might start with a section headed "This Week's Progress," followed by another labeled "What's Next."

Optimize your report based on the method of delivery.

Consider how your status report will be read.

  • For example, if you're sending a digital file using email, you might want to make sure any visual elements can be viewed on a mobile device.

Proofread and edit your report.

Keep your sentences short, and eliminate unnecessary words and repetition.

  • Your writing should be concise and direct. Avoid using a lot of jargon, which can make it seem like you're trying to hide something or don't know what you're talking about.
  • Read your report aloud. If you stumble over a sentence, that's a clue that your writing is not as clear as it could be.

Create visual elements, if desired.

Some managers prefer visual cues as to how a project is doing.

  • For example, you might put a green traffic light next to the budget, to indicate that costs were being managed well. If you're a little behind schedule, you would put a yellow light next to the scheduling section.

Community Q&A

Community Answer

  • Once you've sent out your status report, follow up on it. If you don't hear back from your manager or other team members, seek out feedback. Speak to people one-on-one, rather than sending out a mass email. Thanks Helpful 0 Not Helpful 0

Sample Status Reports

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Be Proactive

  • ↑ Amber Rosenberg, PCC. Pacific Life Coach. Expert Interview. 8 March 2022.
  • ↑ https://www.indeed.com/career-advice/career-development/how-to-write-project-status-report
  • ↑ https://www.projectsmart.co.uk/how-to-report-status-on-a-project.php
  • ↑ https://pressbooks.bccampus.ca/technicalwriting/chapter/progressreports/
  • ↑ https://www.innovation.ca/sites/default/files/essential_documents/ppr-template-en-apr2016.pdf
  • ↑ https://www.linkedin.com/advice/1/how-often-when-should-you-send-project-status-reports
  • ↑ https://www.indeed.com/career-advice/career-development/weekly-report-template

About This Article

Amber Rosenberg, PCC

To write a status report, write a clear heading that includes the name of the project and the dates the report covers. Open the report with an executive summary to provide the most important information at a glance. Then, break the rest of the report into sections to allow for easier reading. Make sure to include budget, scheduling information, a list of major accomplishments, and potential fixes for problems. Finally, consider using a visual element for quick access to information, such as a green light next to a schedule that's on time. For more tips on creating executive summaries, read on! Did this summary help you? Yes No

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The Ultimate Guide to Project Status Reports

By Kate Eby | May 18, 2017 (updated January 23, 2023)

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In this article, you’ll learn the elements that go into successful project status reports, depending on your audience. You’ll also hear from business leaders on what makes the most effective project status report. In addition, we will share examples of templates you can customize to create your own reports.

What Is a Project Status Report?

A project status report is a document that summarizes a project’s overall progress against the projected project plan. 

The goal of a project status report is to keep all stakeholders informed of progress, to mitigate issues before they arise, and to ensure that the project will land within the designated time frame.

A project status report helps to improve communication across an organization, as everyone is kept in the loop on how the project is progressing. It also helps to simplify the communication process with a single, formalized report that everyone can refer to to stay up to date. 

Additionally, a project status report improves the organizational support for your project by maintaining tight communication among team members to ensure all goals and objectives are met.

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The Purposes of Project Status Reports

One of the many benefits of using a project status report is that it forces an organization to agree to certain project milestones and measures of progress at the very beginning of that project. A project manager gathers those important criteria and creates a project status report that will prove useful to everyone who needs to see it.

Project status reports also facilitate the following:

  • Create and enable buy-in from stakeholders
  • Provide transparency into the progress toward milestones
  • Help identify issues and risks, so course correction can happen quickly
  • Pinpoint the progress of work done by individuals, teams, and resources, so you can rotate out and bring in staff in a timely manner. For example, UX designers start early in a web design project by mapping out the site architecture and wireframes. The work of copywriters and designers follows, and so on.
  • Provide a high-level gauge of project health
  • Prevent unpleasant surprises (to team members, clients, and stakeholders)
  • Furnish a method for keeping project members and leaders accountable
  • Provide a paper trail 
  • Prevent scope creep
  • Present the right information to the intended audience(s)

Chris Daniel has overseen projects for major corporations and the U.S. government and runs a training program for project managers to study for the PMP certification. He says that project status reports haven’t changed much in the past couple of decades, a fact illustrating that the basic elements of a status report remain relatively unchanged.

the report of status

“The basics are critical to include in any project status report. It’s especially important to show how budget and scope are tracking, as well as any risks and roadblocks that may have come up.” - Chris Daniel, CEO of Regroup Consulting and project management trainer. He continues, “Starting with a template is fine, but of course the first thing a project manager is going to do is modify it to reflect the relevant details of that specific project.” 

Project Status Codes

Project status codes are streamlined codes or phrases that identify where a project is in its overall progression of the project. 

Project status codes can quickly help team members and stakeholders identify whether a project is active or dormant, as well as what stage of the project plan it is on.

Types of Project Status Reports: Know Your Audience

Project management experts recommend a weekly status report (WSR) for immediate team members and stakeholders, a monthly or bi-monthly status report for high-level managers and stakeholders, and a periodic, ultra high-level status report for CEOs, directors, and others who want to see highlights and top wins.

You can use any format, including Microsoft Word, Microsoft Excel, Google Sheets, Microsoft Project, and more. Next we’ll take a closer look at each type of project status report and its relevant audience.

The Weekly Project Status Report

In general, a project manager maintains this report at all times, even before it’s due for regular delivery, so if a manager wants to see it, the project manager can provide it within an hour.

The usual audiences for this report include the project team members, the project manager’s manager, a resource manager, and perhaps the main stakeholder. 

The weekly project status report should include as much pertinent detail as possible and contain more detail than reports delivered to other audiences. The goal of the weekly project status report is to give those most involved in the project a thorough view of how the project is progressing. The report tracks the budget, indicates milestones, enumerates risks, etc.

The Monthly Project Status Report

A monthly or bi-monthly project status report can help higher-level managers feel engaged and in control of projects that their project managers are running. This audience doesn’t require the same level of detail that a weekly report does (for instance, who is doing what or how long it takes). 

This audience wants the best high-level view of the project’s progress. Higher-level managers are interested in tracking the budget, the spend, the quality of deliverables, and the nature of risks or roadblocks. Note that if a project manager does have a significant risk, setback, or roadblock, they shouldn’t wait for the monthly report to communicate that problem to their manager. Nothing in these monthly reports should be hugely surprising to these executives, except possibly nice wins, efficiencies, and compliments from fellow stakeholders. These high-level executives need to feel informed, so if their managers ask them about their projects, they’ll be equipped with the top-level talking points. Being up to date also allows decision-makers to take action, if necessary.

The CEO-Level Project Status Report

While not every project or company may require this kind of project status report, many project management experts think the CEO-level report can be key to buy-in and visibility from the top echelons of a company’s management.

Chris Daniel mentions key elements to making this particular type of status report a success. “This audience is responsible for multiple projects, so they want to see only the truly top-level highlights,” Daniel notes. “For the impact you want, you’ve got to have the sizzle. That means you need to build a visually appealing deck (in PowerPoint or Prezi) that calls out data visually. You should also include accountability for action items — who is doing or will be doing what moving forward.

“Interpreting the data from your previous weekly or monthly reports is also critical for this audience. The CEO is looking to the project manager for guidance and recommendations,” Daniel continues. “This report should have a maximum of six or seven slides. Anything else can go into an appendix. And it’s critical to include a Frequently Asked Questions slide of about five questions, so a project manager can demonstrate he has already anticipated questions and provided succinct answers.”

The Monthly Team and Resources Status Report

If your company and teams are handling multiple ongoing and overlapping projects, it’s also useful to create a separate team and resources status report. The audience for this report includes resource managers, team directors, and others managing various types of resources. 

This report should capture the work of different resources. It should also indicate when resources are due to roll off or join the project. For example, after UX designers create wireframes, they may reduce the hours they’ve devoted to a web project, while developers begin to increase their hours, taking the information from the wireframes (and design and content) and beginning to build web structure and pages.

This report gives resource managers insight into when their staff members may be devoting more or less hours to your project, so they can allocate resources appropriately.

The Stoplight Project Health Status Report

This kind of project status report is gaining popularity as many companies realize that packing endless data points into weekly or monthly reports only burdens the project manager. A wide range of businesses are transitioning to a more simple project status report.

This newer report visually represents the health of a project by color-coding different elements with a traffic light image: green for on-budget and on-target; yellow for potential risks being posed; and red for true roadblocks, overspending, and the like.

the report of status

Chad Sauter is the Director at Conway MacKenzie and has managed projects for many years. Sauter comments that his company used to require extremely detailed project management status reports but now finds  them unnecessary: “We try to stay away from complex reports now. This gives us more time to spend on actually working on the projects,” he says.

Sauter’s company uses a red/yellow/green status report for nearly all its projects. “We won’t waste any time talking about elements that are green or in good shape. The color-coding gives everyone a quick sense of what is and isn’t urgent to address,” he concludes.

Skot Carruth, CEO of Philosophie Software , agrees that simpler is better: “Successful projects require trust and close collaboration. When you start overloading project managers with reporting requirements, they become more like machines than creative problem solvers.

“When PMs know their goals and metrics,” Carruth continues, “they can simply tell us if they are on track or not. When they aren’t, we’re here to help them instead of punish them… Incorporating values such as trust and collaboration are more important to successful project management than any reporting tool.”

the report of status

“When PMs know their goals and metrics, they can simply tell us if they are on track or not, and when they aren’t, we’re here to help them instead of punish them.” - SKot Carruth, CEO, Philosophie Software

Many executives believe that when detailed status reports are necessary, it’s vital to be able to capture dependencies. “These can be time-intensive to identify, but that level of insight is important for problem-solving. In recent years, budget, costs, and time/scheduling have become front-and-center in status reports,” Sauter remarks.

In summary, a weekly project status report captures the critical developments and activities of a project and is usually delivered to those closest to the project, i.e., team members, client stakeholders, managers of the team members, etc. Delivered with less frequency and detail, higher-level project status reports target those in the company who want to be kept apprised of a project’s health but not its minutiae. CEOs and other high-level executives want to see only highlights, especially with callouts on cost savings, stellar performance, and other positive elements.

How to Track Project Status

To track project status, follow these easy steps to ensure your project is completed on time:

  • Create a Project Plan or Project Outline: Before you officially start your project, create a rough outline of your project from start to finish, including all key details, resources, and time constraints.
  • Determine Specific Goals: Identify what you want to accomplish with this project, whether it be a new marketing campaign, a product deployment, etc.
  • Document Key Milestones: Determine key parts of your project timeline that you want to pay specific attention to — and that you need to hit on time.
  • Establish Clearly-Defined Deadlines: Ensure you and your team have a good sense of all the deadlines that must be met in order for your project to land on time.
  • Check on the Project Regularly: As your project kicks off, continue to check in on the progress regularly, referring to your project plan to check progress against projected timeline.

Get started with a free downloadable project status template .

Project Status Reports in Project Management

Project status reports are very commonly used in project management to track and manage a project as it moves through its timeline.

As a project manager, you may want to answer the following questions within your project status report:

  • What are the goals of the project, and will we be able to meet them?
  • Will the project be completed on time and on budget?
  • What successes should be highlighted?
  • What challenges could we potentially run into?
  • What learnings should we try to get from this project?

Challenges with Project Status Reports

Creating project status reports can be challenging and risky. Here are some of the risks to consider when creating project status reports and status report templates:

  • Forecasting Costs, Scheduling, and Estimating Are Guesswork: Project managers can still only make educated guesses about these components of a report.Risks Can Be Identified but Not Always Quantified: For example, a company might know that another project will be starting during the time frame of your existing project, but no one may know the exact timing or breadth of that second project. If it’s smaller, the risks it poses to your project in terms of staffing and other resources may be minimal. If it’s larger than expected, it could pose a significant risk.
  • Going Simpler Is a Strong but Risky Trend: There’s a greater chance of overlooking details that may be or become important.
  • You Might Leave a Key Person Out: Even under the most well-intentioned circumstances, not everyone who needs to may have buy-in or visibility.
  • You’re Relying on the Strength of Your Report: Any report is only as useful as the information that goes into it, as well as the actions taken as a result.

Elements of Project Status Reports

To make project status reports as useful and relevant as possible, there are key components that you should include. You may add more types of information, but these are the mission-critical elements that a project manager should be aware of:

  • Project Details:  List project name and project code, if applicable
  • Team: List project manager and other key team members
  • Status Date: Also include cadence (weekly, bi-weekly, monthly, etc.)
  • Schedule of Project: Have you met all of this period’s milestones?
  • Scope: Has the project stayed in scope during this period?
  • Budget: Is the project on, under-, or over-budget?
  • Quality: This may not be applicable to every report during every period, but it’s worth capturing if there are issues.
  • Dependencies: What factors are the team waiting on before being able to move forward?
  • Issues and Roadblocks: What roadblocks have come up during this period? Give a brief description of what they are, what you’re doing to remedy them, and who owns them.

These components may vary depending on the audience, but at the very least, the detailed weekly project status report should contain these elements. Moreover, the project manager should be able to speak about any of these factors if asked.

How to Create a Status Report

It’s critical to get clarity on project goals, budget, milestones, deliverables, and team members from the outset.

That way, a project manager can guarantee that weekly and monthly status reports are always rolling up to and supporting the mission and vision of the entire project, even as staff members need to accomplish detailed tasks on a weekly basis. 

It’s also crucial that the template establish explicit buy-in and measurement from the beginning. As a project progresses, small tweaks are to be expected, but the major cornerstones of monitoring should not change significantly. 

At the same time, you can set and reset expectations as needed, as unforeseen circumstances arise and require attention.

Lastly, a project status report should be sharable, but the project manager has final ownership.

Benefits of Project Status Report Templates

You can save a lot of time by using templates to create project status reports. Of course, all project reports require tweaking and editing to properly reflect the project’s individual ingredients, but a template can be a strong starting point. There are several benefits to using project status report templates:

  • Free: Many templates are available free online.
  • Printable: You can distribute reports for meetings, huddles, and those stakeholders who would like a printable copy.
  • Professional Appearance: Using a template that’s already been designed to look professional gives a project manager leverage.
  • Clean Design: As mentioned above, project status reports should be easy to scan and intuitive to interpret, even for those who are several places removed from the project.
  • Customizable: The most useful templates will allow a project manager to add and subtract fields and items as needed for each project.
  • Collaboration Features: Web-based templates can give all team members access to the status report, so they can see where things stand, as well as contribute updates, if desired.
  • All Tasks in One Place: A template can ensure that you’re hosting every piece of a project in one place.

Project Status Report Templates

While using templates to create project status reports can be a true time-saver for project managers, it’s important for PMs to plan ahead and customize the template to fit the needs of the whole project. This way, the status report template you created at the beginning of a project can remain relevant and useful throughout the course of that project.

Here are some project status report templates to help get you started:

Weekly Project Status Report Template - Excel

the report of status

Download Weekly Project Status Report Template

Excel | Smartsheet

Project Management Dashboard Template - Excel

Project Management Dashboard Template

‌ Download Project Management Dashboard Template

For additional options, check out our collection of free project report templates.

Best Practices for Project Status Reports

To create the most effective project status report that keeps everyone up-to-date on the most relevant project information, take these tips into consideration:

  • Write a first draft — then correct it.
  • Edit your status report as needed.
  • Make everyone aware of the status report, along with any updates.
  • Ask for feedback on how to provide the best view of project status.
  • Use consistency across all project status reports.
  • Report on metrics that matter most to the project — and to key stakeholders.
  • Use visualization, like charts and graphics, when possible.
  • Avoid adding too much detail.
  • Make the status report accessible to everyone, at all times.

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The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

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Create Useful Project Status Reports: A Comprehensive Guide

Anne M. Carroll Avatar

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Our content and product recommendations are editorially independent. We may make money when you click links to our partners. Learn more in our  Editorial & Advertising Policy .

An important and required responsibility connected to running a successful project is writing and delivering useful and comprehensive project status reports. Everyone, including project team members, stakeholders, management and CIO or CEO-level sponsors will have some level of interest in the details of work in progress.

There will be different audiences who need to know about and understand certain details of a project, so one report may be rewritten with varying language and format to satisfy those needs.

Read more: How to Write a Project Report

What Is a Project Status Report?

A project status report is a summary of the details of a project as it progresses along the timeline, including key milestones and goals with defined deadlines. The project manager writes this report with input from team leads and key team members.

The project manager is expected to understand these details and be prepared to speak to this progress on a regular basis, answering related questions throughout the project lifecycle.

Read More: What is Project Management? Definition, Types & Examples

What Is Included in a Project Status Report?

Standard project status reports should include some or all of the following:

  • A summary of project details, including program and project name, start and launch dates
  • A list of key team members, stakeholders, and project owners
  • The status date and cadence of the report (daily, weekly, monthly, quarterly)
  • A summary of the project scope and budget
  • A timeline of key and cross-project dependencies (if any) to show what must occur before something else can start
  • Call-out of key issues and blockers to address, and what is being done about them

Benefits of Project Status Reports

Project managers write status reports to keep all project stakeholders up to date with the latest progress and details as a project moves forward. At a high level, it is a quick reference of key milestones and transitions between phases in the timeline.

Benefits of this report include creating easy visibility into successes and identifying blockers as they unfold. It also keeps communication simple and open across the organization.

Read more: Biggest Mistakes in Reporting Digital Marketing Project Results to Clients

Project Status Reports vs Project Health Reports

The differences between project status reports and project health reports are important to note, and may not be clear or obvious to those receiving these reports.

To recap, a project status report is a formalized report provided to project stakeholders that regularly reports on project status as a project moves through a project plan. It identifies things that have been completed and what is left and open. Over time, this report spells out a documented history of the project, from project kickoff to project completion.

The project health report is a separate report that identifies issues and risks in a project as they come up over time, so they can be addressed early. One benefit is to save time and money with early intervention and attention.

This report is different from the view of daily or weekly execution of tasks, in that it provides a higher view of the overall status; there is less task-based detail. It can also list and compare all active projects assigned to a project manager for a larger program view.

Project Status Report Cadence

The frequency of when to send project status reports can vary depending on the project and audience. The standard weekly status report traditionally follows and includes details from that week’s work, showing status updates and changes from the following week with new goals and action items identified for the following week.

A monthly report may be required to highlight what has been done month to date to C-level and executives to assist with the project planning, budgeting, and juggling of team resources decision-making for the upcoming months.

Some weeks it may make sense to check in with individuals separately, forgoing the weekly organized status meeting to just provide an updated report. The choice to do this instead comes when things are moving along and the project has hit a point where, for example, development is underway in a multi-week sprint and there isn’t much change from the previous week, as the teams tackle technical details day to day.

Project status reports empower project managers and teams to stay on top of project details, manage tasks and issues,` and continue to plan ongoing work intelligently and effectively. Grab a template to start, and customize the format and information to fit your needs. This will keep your projects running smoothly, and everyone involved aware of the latest details and status.

Read next: Best Reporting Software and Tools for 2021

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Project Management

Create an effective project status report: tips & examples.

Sarah Burner

ClickUp Contributor

July 18, 2023

As a project manager, you might feel like an unsung hero. Not only do you manage teams, tasks, budgets, and timelines, but you’re also in charge of presenting your progress to stakeholders.

No pressure, right? 

Instead of sweating bullets when it’s time to show the CEO what you’ve worked so hard for, generate a project status report. This report summarizes the work completed so far and the next steps—which is a real lifesaver for weekly PM meetings. 

In this guide, we’ll explain what a project status report is, what to include in it, and how to generate better reports. We’ll even throw in a few project management status report examples and templates to cut down on the time you spend generating status reports. 

Because at the end of the day, it’s about working smarter, not harder. 💪

What is a Project Status Report?

1. keep your stakeholders happy, 2. boost team collaboration, 3. speed up project timelines, 4. identify issues asap, 5. make better decisions, 6. improve communication, a detailed—but succinct—executive summary, visual progress of the project, the overall project schedule, insights into the project budget, common challenges and blockers, well-communicated next steps, all the project kpis and metrics, step 1: understand project stakeholder needs, step 2: schedule it regularly, step 3: start gathering data, step 4: start from a comprehensive project status report template, step 5: update as you go.

A project status report is a detailed document that gives key stakeholders an overview of an important project’s current status. Project managers usually prepare these reports on a regular basis and share them with team members, management, or clients. 

Instead of running through tasks at breakneck speed, creating project reports forces you to stop and think about how you’re completing projects. You look at projects retroactively and proactively, which streamlines the project lifecycle.

Project Management Status Report Template by ClickUp

It doesn’t hurt that a solid report will also keep stakeholders happy.

The goal here is to keep everyone informed about a project’s progress. If you’re doing client-facing work, project status reports assures clients that you’re hard at work.

And if you generate solid status reports for your weekly check-ins, don’t be surprised if your boss gives you a hearty slap on the back. 🤩

Benefits of Using a Project Status Report in Project Management

Sure, you could throw together a few talking points before your next check-in meeting. But that doesn’t look nearly as professional as a proper report on the project’s progress. 

With the right template or project view, it takes no time at all to generate a solid project management status report. In just a few clicks, you or your project managers generate a quality doc that comes with a host of benefits. 

Is your boss chomping at the bit for status updates? Do you have a client who’s desperate for results? 

Project status reports quell anxious clients’ worries and show your boss that you mean business. They’re a solid project management tool that updates everyone on project milestones and your overall progress.

Milestones in Gantt view

Plus, you can use a great project status report as a tool for performance tracking. This not only shows how the project is doing but also justifies the efforts of everyone on your team. 

Teamwork makes the dream work, but it’s complicated to manage a large group. Fortunately, project status reports get everyone on the same page and boost team collaboration . 

Instead of allowing project to-dos to float away into the ether, a status report gives everyone clear action items. It provides structure and accountability to motivate your project team to do their best work. 🙌

ClickUp Docs, Chat, and List view in ClickUp

Plus, regular reports can even boost team morale. Visualizing success and completed milestones puts the emphasis on your team’s accomplishments instead of focusing solely on upcoming tasks. And recent data shows that recognition improves employee well-being

Nobody likes project delays. While you can’t avoid all hiccups, regular project status reports keep your team accountable to the project schedule.

ClickUp Gantt Chart View Product Example

Status reports offer much-needed structure to the project management process, which cuts down on wasted time and effort. Keep tabs on your timeline with a project tracker .

From there, it’s as easy as exporting your data to give everyone an in-depth report in just a few clicks.

Risk identification keeps your project budget in line and tasks on time—provided you spot potential risks early enough. Project management status reports should include a section on challenges and roadblocks so you can discuss them with the project team.

This gives you a chance to gather at mission control and come up with a solution for at-risk tasks ASAP. ⚒️

Instead of scrambling to deal with unexpected side quests, anticipating issues keeps your team focused and productive. If you’re in a highly regulated industry, it can even help with risk management, which your legal department will love.

Sometimes project management requires going with your gut, but 9 times out of 10, you need to justify your decisions with data. Regular status reports provide enough project information to support data-driven decision-making. 

Project status reports include important metrics that tell you if it’s time to course-correct or if everything’s A-OK. Quantify project success with metrics like: 

  • On-time completion
  • Working dates
  • Percent completed
  • Client satisfaction

ClickUp Dashboard

Ideally, you should look at data from previous reporting periods to identify trends. For example, if you frequently go over budget on certain types of projects (or with, ahem, particular clients), you may need to increase your bid on the next project—or find some serious cost-saving opportunities. 

Whether you’re chatting with your boss, client, or team members, a project status report supports transparent communication. Not only does it format all project details in a digestible way with pretty colors, but it also encourages your team to communicate more frequently. 🌻

If your boss wants a clearer picture of the project’s health, a project management status report spells everything out in black and white to reduce the risk of misunderstandings.

What to Include in a Project Status Report

As you gear up to create your first project status report, you might wonder what you need to include in the report itself. You don’t want to overlook important information, but you also don’t want to overwhelm everyone with a 20-page novel.

Try to strike a balance between sharing information and keeping things short and sweet. Make sure your project management status report includes the following key elements. 🔑

The executive summary should offer high-level information with the report highlights. This is the “tl;dr” project summary that your CEO will look at 60 seconds before the status meeting, so don’t phone it in. 

Project status report: ClickUp Executive Summary Doc Template

Even though the summary comes first, you need the information in the rest of the report to write it. This is why you should always write the executive summary last. 

Your team will read the entire report if they want more details, so keep the summary brief—no more than six sentences. Get started with a well-documented guide by using the ClickUp Executive Project Status Template .

The progress section details your current status and completed milestones and deliverables. People have short memories, so reminding everyone of what you’ve accomplished so far is a great nod to your team’s stellar work. ✨

This is the section where you brag about your team’s accomplishments. Call them out with pretty Gantt charts and graphics visualizing your deliverables or project goals.

clickup goals feature

A progress bar, line graph, or checked boxes will definitely draw your boss’s eye to the right places. The progress section of a status report should pick up from the last report.

If you create project status reports on a quarterly basis, it’s easy to forget where you left off. Always compare your current report to previous reports so you don’t overlook anything.

ClickUp Calendar View

Projects live and die by deadlines. This area of the project status report should include the overall project timeline and provide updates on where you’re at right now. Note if you’re ahead of schedule, right on track, or (gulp) falling behind. 

Instead of listing the schedule with text, create a visual dashboard , Calendar view, or Gantt chart to make it easier for everyone to digest complex timeframes in less time.

After meeting deadlines, budget management is your biggest responsibility as a project manager. Whether it’s the client or upper management, your project status report should analyze the project’s financial performance. 

Again, try to visualize this as much as possible. For example, if you’re budgeting based on percentages, note how much of the project budget you’ve spent with a pie chart. Use this section of the report to also forecast how you think budget spend will look going forward.

What’s in your way right now? This is your chance to speak up.

Instead of letting problems quietly simmer in the background, call them out. For example, if the client didn’t give you the right information for the project, note it here. Or if your team doesn’t have access to the right tools to move forward, call it out. 📣

The entire team will gather to review the project status report, so this is your chance to look at roadblocks and project risks together.

Unless you’re 100% done with a project, you’ll need to spell out what comes next. In this section of the project status report, clarify the tasks and milestones you still need to complete. 

But don’t just list the tasks. Add a dash of accountability by assigning next steps to specific team members, along with due dates. This way, you have a very clear path moving forward—plus accountability—so no one has to wonder what they’re responsible for.

Finally, every project status report should include a section just for metrics. You’re free to weave these metrics throughout the report, but even then, some folks might want to see a high-level view of project performance in one place.

Listing your metrics in one section makes it possible to monitor them over time. Look at averages over the course of the project, plus how this report compares to past reports, to see if you’re on track. 

Every project is different, but it’s good to track metrics like: 

  • Cost performance
  • Time logged
  • Gross margins
  • Customer satisfaction
  • Productivity
  • Successful due date completion

The less you can make this look like a wall of boring numbers, the better. Use a project report template with pretty graphics to make your metrics pop.

How to Create a Project Status Report With Helpful Examples

At this point, you might have an idea of what to include within the project status report. But how do you put it all together? 

There’s no need to DIY your own project report. Just follow these steps—and follow proven examples and templates—to create project status reports in no time at all. ⏲️

There’s no need to add a deluge of data to your project status reports. All you need is the information that matters most to project stakeholders.

Know your target audience. What do they need to see? What do they actually care about? 👀

For example, if you’re a programmer but your stakeholders are non-technical managers, this isn’t the time to expound on the complexities of Javascript. Your project sponsor only cares about features and functions, so create a meaningful, jargon-free report that helps them make decisions more quickly. 

Project reports aren’t something you create when you feel like it. This needs to be a regular part of your workflow to understand the overall project health. Add it to your task management solution so you don’t forget. 

It’s also a good idea to set up a recurring calendar invite with all key stakeholders so you review the status report on a consistent basis.

Every project health report should be unique. Pull the most relevant data from your systems to update the report before you review it with the team. 

You could plug in project data manually, but we’re willing to bet you’re too busy for that. Create a custom dashboard to track everything so you don’t lose your mind juggling every task, project, and person.

You don’t have to do this alone either. Ask your team members to contribute their insights. Project management software doesn’t always tell the full story, especially with qualitative data. Invite your team to share insights by a certain date so you can include them in the report.

Some project managers build reports out of Excel spreadsheets or Google Docs, but that requires a lot of copying and pasting. Instead, generate a report from data in your project management system so it’s click-and-go. 

Of course, you need to use a project status report template based on the type of project you’re working on. Your organization will have its own quirks, but it’s good to account for the nuances of these project types:

  • Daily status reports: It takes a lot of effort to generate daily reports, so a template will save you a ton of time. Since it’s likely a quick turnaround, keep daily reports as short and relevant as possible. You’ll probably need to adjust this one in real-time so you don’t miss anything
  • Weekly status reports: Your team will probably pick the same day each week to chat about project progress. Weekly project status reports are common for intensive, client-facing projects, so pay a lot of attention to your schedule, budget, and next steps
  • Monthly status reports: These are common if you’re doing a marketing project where you need time in between status reports to track KPIs and metrics
  • Quarterly status reports: Keep quarterly reports very high level. It’s easy to get into the weeds when you have three months’ worth of data to look at, but focus only on the most important takeaways

The ClickUp Project Status Report Template

Project Status Report Template by ClickUp

Understanding the report’s frequency makes it much easier to choose a template. From here, it’s as easy as plugging your data into a template with sections, graphics, and gorgeous color coding that’s ready to rock and roll.

For example, the ClickUp Project Status Report Template is actually a Whiteboard that you convert into a status report in just a few clicks. 

Use the template to: 

  • Organize projects by certain labels, filters, or tasks
  • Automatically generate project health charts and graphs
  • Share tasks, due dates, and budget details with the team and key stakeholders

The project status report template even comes with customizable statuses, fields, and views so you can make it your own. Instead of jumping between your project management software and your status report document, you keep everything within the ClickUp platform to significantly speed up the time it takes to generate reports. 

That’s an all-around win, wouldn’t you say? 🏆

A project status report is a living document. The information within it should change regularly to reflect the current status of the project, but it’s OK to change your template. 

Gather feedback from all stakeholders to see if they find the updates helpful. If they don’t think the progress report is useful, you may need to add or trim sections.

But don’t take it personally: if these changes make the report more engaging, it’s worth adjusting the reporting process.

Create Project Status Updates in One Click

Successful project management is an art. It might look like everything is going smoothly to your boss, but a project status report shows just how much work you and your team put in to make this happen. 🎨

Keep your team on the same page, reassure stakeholders, and create more structured project plans with a project status report template. 

While templates are a good start, they still need data. ClickUp Dashboards speed up reports by linking your project mission control center to your reports, templates, chats, and a lot more.

Build your next status report in ClickUp: Create your own Dashboard right now— it’s Free Forever !

Questions? Comments? Visit our Help Center for support.

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Designing an Effective Status Report Template for Project Tracking

September 3, 2023 - 10 min read

Wrike Team

In project management , tracking the progress and performance of projects is essential for ensuring successful outcomes. One of the key tools that project managers rely on for this purpose is a status report . A well-designed status report template can provide valuable insights into project status , highlight potential issues, and facilitate effective communication among team members and stakeholders. In this article, we will explore the importance of a status report, the elements of a comprehensive report, the steps to design a template, and tips for making your status report more effective.

Understanding the Importance of a Status Report

A status report serves as a snapshot of a project's progress at a given point in time. It enables project managers to assess how well the project is meeting its objectives, identify any potential risks or issues, and make informed decisions to keep the project on track. Furthermore, status reports provide stakeholders with the necessary information to evaluate the project's performance and allocate resources effectively.

The Role of Status Reports in Project Management

Within the realm of project management, status reports play multiple crucial roles.

  • Serve as a means of communication, allowing project teams to share updates on project tasks, milestones, and deliverables. By keeping all team members informed, status reports promote collaboration and help team members stay aligned with project objectives .
  • Act as a tool for accountability. They enable project managers to track individual and team progress, ensuring that tasks are completed in a timely manner.
  • Facilitate transparency and enable stakeholders to monitor project progress. By providing concise and accurate information, these reports help stakeholders understand the project's current state and make informed decisions regarding resource allocation , timelines, and potential adjustments to project scope.

Key Elements of a Comprehensive Status Report

A comprehensive status report should include essential elements that provide a holistic view of the project's progress and performance. These elements typically include:

  • Project Overview Section: This provides a brief summary of the project, its objectives, and the timeline.
  • Detailed Task Updates: This outlines the progress and completion status of individual tasks within the project. It includes information on task dependencies, anticipated and actual completion dates, and any challenges encountered.
  • Risk and Issue Tracking: This highlights any potential risks or issues that may impact the project's success. It includes an assessment of the severity of each risk or issue and proposed mitigation strategies.
  • Resource Allocation: This gives an overview of the resources allocated to the project, including personnel, equipment, and budget. It also includes any changes or adjustments made to resource allocation during the reporting period.
  • Key Milestones: This illustrates the key milestones achieved during the reporting period and provides an overview of the remaining milestones to be completed. It also discusses any changes or adjustments made to the project timeline.
  • Next Steps: This talks about the next steps and actions to be taken to move the project forward. It includes any follow-up tasks, meetings, or deliverables that need to be completed.

Steps to Design a Status Report Template

  • Before designing a status report template, identify the specific reporting goals and objectives. Consider what information you want to convey, who the target audience is, and how frequently the report will be generated. For example, if your reporting goal is to provide updates on project progress to senior management on a weekly basis, you may want to include sections on milestones achieved, tasks completed, and any issues or risks that need attention.
  • Consider the level of detail required for each goal. Some stakeholders may only need high-level summaries, while others may require more granular information.
  • Identify the key metrics you need to track. These metrics will depend on the nature of the project and the specific priorities of your stakeholders. Examples of key metrics include project progress, budget utilization, resource allocation, and customer satisfaction. 
  • When identifying key metrics, consider the SMART criteria: Specific, Measurable, Achievable, Relevant, and Time-bound. For instance, if one of your reporting goals is to monitor project progress, you can track metrics such as the percentage of tasks completed, the number of milestones achieved, or the overall project timeline compared to the planned schedule.
  • Consider the level of detail required and the best way to present complex information. For example, if your stakeholders prefer a visual format, you can include charts or graphs to represent key metrics and project progress. This can make it easier for them to quickly grasp the overall status of the project. On the other hand, if your stakeholders prefer a more detailed textual format, you can provide comprehensive descriptions of project activities, milestones, and any challenges encountered.
  • AConsider the frequency of the report and whether it needs to be standardized or customizable. Some stakeholders may require weekly reports, while others may prefer monthly or quarterly updates. 

Essential Components of a Status Report Template

A status report is a crucial tool for keeping stakeholders informed about the progress of a project. To guarantee its effectiveness, the report should include the following essential components:

Project Overview Section

The project overview section serves as the foundation of the status report. It provides a high-level summary of the project, giving stakeholders a clear understanding of its objectives, key milestones, and overall timeline. By setting the context, the project overview section enables stakeholders to interpret the detailed updates that follow.

For example, if the project is to develop a new software application, the project overview section would outline the purpose of the application, the target audience, and the expected benefits. It would also mention the major milestones, such as the completion of the design phase, development phase, and testing phase.

Detailed Task Updates

The detailed task updates section is where project managers provide a comprehensive update on the progress of individual tasks. It includes information such as task descriptions, current status, anticipated and actual completion dates, and any challenges or dependencies impacting task completion.

For instance, if one of the tasks is to conduct user research for the software application mentioned earlier, the detailed task update would provide information on the progress of the research, such as the number of interviews conducted, key insights gathered, and any obstacles encountered. It would also highlight the anticipated completion date and whether there are any dependencies on other tasks.

Risk and Issue Tracking

Risks and issues are inherent in any project, and tracking them is vital for managing project risks and mitigating potential negative impacts. In the risk and issue tracking section, project managers outline any identified risks and issues, their severity, and proposed mitigation strategies.

For example, if there is a risk of resource constraints for the software development project, this section would highlight this risk, assess its severity, and propose strategies to mitigate it. This could include reallocating resources, seeking additional funding, or adjusting the project timeline.

Tips for Making Your Status Report More Effective

When it comes to creating a status report, there are several key factors to consider in order to make it more effective and impactful. In this section, we will explore some tips and strategies that can help you improve your status reports and ensure that they provide valuable insights to all stakeholders.

Keeping It Simple and Clear

One of the most important aspects of a status report is its clarity. It is crucial to avoid using excessive jargon or technical terms that may confuse or alienate stakeholders. Instead, strive to keep the language simple, concise, and easily understandable by all parties involved.

Moreover, it can be helpful to utilize visuals such as charts or graphs to present complex data in a clear and easily digestible manner. Visual representations can enhance understanding and make it easier for stakeholders to grasp the progress and performance of the project at a glance.

Regularly Updating the Report

Consistency is key when it comes to status reports. Establishing a regular reporting cadence is essential to ensure that the report is updated consistently and provides up-to-date information. Regular updates not only help stakeholders stay engaged but also provide timely insights into project progress.

By updating the report on a regular basis, you can keep all parties informed about any changes, challenges, or achievements that have occurred since the last update. This allows for better decision-making and ensures that everyone is on the same page regarding the project's status.

Encouraging Team Participation in Report Generation

An effective status report is not solely the responsibility of the project manager or the reporting team. It is important to involve the entire project team in the status reporting process. Encouraging team members to contribute updates and share their perspectives can greatly enhance the accuracy and completeness of the report.

By involving the team in the report generation, you not only create a sense of ownership and accountability but also gain valuable insights from those directly involved in the project's execution. Team members can provide unique perspectives, highlight key accomplishments, and identify potential roadblocks or challenges that may not be apparent to the project manager alone.

Design Effective Status Report Templates with Wrike

Designing an effective status report template is key to successful project tracking. With Wrike, you can easily design and manage your status report templates. Wrike allows you to create individual folders for each project, serving as a central hub for all relevant information and updates. Beyond just designing status report templates, Wrike offers a comprehensive suite of tools designed to streamline your workflows, foster collaboration, and drive productivity. From real-time communication to intuitive task management features, Wrike provides everything you need to design an effective status report template for project tracking. Ready to design effective status report templates and boost your project tracking success? There's no better time to start than now. Get started with Wrike for free today.

Note: This article was created with the assistance of an AI engine. It has been reviewed and revised by our team of experts to ensure accuracy and quality.

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Occasionally we write blog posts where multiple people contribute. Since our idea of having a gladiator arena where contributors would fight to the death to win total authorship wasn’t approved by HR, this was the compromise.

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In this instance, an organization failed to involve all relevant stakeholders in the process map template development process. As a result, key perspectives and insights were left out, leading to incomplete and ineffective process maps.  Strategies for Resolving Issues in Process Map Templates To overcome challenges associated with process map templates, organizations can adopt proactive measures and reactive solutions.  Proactive Measures for Effective Application Proactive measures involve planning, preparation, and clear guidelines for the application of process map templates. Organizations can define a standardized approach to capturing processes, so that all relevant information is included. This includes identifying the key steps, inputs, outputs, and decision points within a process. Also, organizations can involve all stakeholders in the process of creating and using process map templates. By including representatives from different departments and levels of the organization, a more comprehensive and accurate representation of the processes can be achieved. This collaborative approach can also help in gaining buy-in and support from employees, leading to smoother implementation. Finally, regularly updating process map templates based on feedback and changes is another proactive measure that organizations can take. As processes evolve and improve, it is important to reflect those changes in the templates. This ensures that the templates remain relevant and up-to-date, facilitating effective communication and understanding of the processes. Reactive Solutions for Existing Problems When issues arise during the implementation of process map templates, reactive solutions become necessary. It is important to address these problems promptly to minimize any negative impact on the organization's operations. One reactive solution is to revisit and refine the process map templates. By conducting a thorough review, organizations can identify any areas of confusion or inefficiency and make the necessary adjustments. This may involve simplifying complex processes, clarifying unclear steps, or reorganizing the layout of the templates for better readability. In other cases, businesses may encounter specific pain points that require targeted solutions. This could involve conducting root cause analysis to identify the underlying issues and implementing corrective actions. Seeking expert guidance, such as consulting with process improvement professionals or engaging in process mapping workshops, can provide valuable insights and recommendations for resolving these problems. Implementing Process Map Templates for Maximum Efficiency Successfully implementing process map templates requires a step-by-step approach that ensures seamless integration and maximum efficiency. Step-by-Step Guide to Process Map Template Implementation Identify the processes they want to map and determine the desired outcome. By clearly defining the processes and their intended goals, organizations can ensure that the templates accurately reflect their unique business needs. Once the processes are defined, select an appropriate process mapping tool or software to simplify the creation and maintenance of templates. There are various software options available that offer user-friendly interfaces, drag-and-drop functionality, pre-built symbols and shapes, and the ability to easily connect and link process steps. Involve all relevant stakeholders in the design and review process to ensure alignment and gather valuable input. This includes individuals from different departments, such as operations, IT, and quality assurance.  Tips and Tricks for Successful Implementation Throughout the implementation process, organizations should consider the following tips and tricks: Regularly communicate the purpose and benefits of process map templates to all stakeholders to foster understanding and buy-in. This communication can be done through meetings, presentations, or even internal newsletters.  Confirm that process maps are easily accessible, up to date, and properly documented. This includes storing the templates in a centralized location, such as a shared drive or a cloud-based platform.  Incorporate feedback from end-users to continuously improve the templates and address any emerging challenges. End-users are the individuals who will be utilizing the process map templates on a day-to-day basis. Their input is invaluable as they can provide insights into any difficulties or areas for improvement. Provide training and support to users to ensure they understand how to effectively use and interpret the process map templates. Training sessions can be conducted to familiarize users with the software or tool being used, as well as the specific processes and symbols used in the templates.  Evaluating the Success of Your Process Map Template Application Regular evaluation is crucial to determine the effectiveness of the process map templates and identify areas for improvement. For one, establishing key performance indicators (KPIs) allows organizations to measure the impact of process map templates on efficiency. Examples of relevant KPIs include reduced cycle time, increased productivity, and improved customer satisfaction. Also, recall that process mapping should be viewed as an ongoing and iterative process. By regularly reviewing and adapting the templates to reflect changes in the organization or the external environment, businesses can ensure that their processes remain optimized and aligned with their goals. Illustration of a process map template Overall, process map templates play a vital role in enhancing operational efficiency by providing a clear visual representation of workflows. However, challenges can arise during their application. Organizations can overcome these challenges by adopting proactive measures, implementing reactive solutions, and following a systematic approach to implementation. By regularly evaluating the success of their process map template application and continuously improving their processes, organizations can maximize efficiency and achieve their desired outcomes. Resolve issues in applying process map templates effortlessly with Wrike. Start your free trial now and pave your pathway to efficiency. Note: This article was created with the assistance of an AI engine. It has been reviewed and revised by our team of experts to ensure accuracy and quality.

The Comprehensive Guide to Creating a Time Blocking Template

The Comprehensive Guide to Creating a Time Blocking Template

Time blocking can help you manage your time more effectively and increase productivity. By allocating specific time periods for different tasks and activities, you can focus your energy and attention on one thing at a time, leading to greater efficiency and better results. Let's explore the concept of time blocking, the benefits it offers, the basics of creating a time blocking template, and provide you with a step-by-step guide to creating your own personalized time blocking template. Additionally, we will share some tips for maximizing the effectiveness of your time blocking system. So let's dive in and learn how to make the most of your time! Understanding the Concept of Time Blocking Time blocking is a method of scheduling your day by dividing it into focused blocks of time dedicated to specific tasks or activities. Rather than attempting to multitask or juggle multiple priorities simultaneously, you allocate uninterrupted time for each task, allowing you to give your full attention and energy to it. Imagine starting your day with a clear plan of action, knowing exactly what you need to accomplish and when. With time blocking, you can create a roadmap for your day, outlining the tasks and activities that need your attention. With time slots, you can eliminate the guesswork and uncertainty that often comes with managing your time.Imagine starting your day with a clear plan of action, knowing exactly what you need to accomplish and when. With time blocking, you can create a roadmap for your day, outlining the tasks and activities that need your attention. By assigning specific time slots, you can eliminate the guesswork and uncertainty that often comes with managing your time. This approach helps you prioritize your activities, manage your workload more efficiently, and reduce the likelihood of feeling overwhelmed by countless demands on your time. Whether you're a student, a professional, or someone looking to improve their time management skills, time blocking can be a game-changer in helping you achieve your goals. The Benefits of Time Blocking The benefits of time blocking are numerous and far-reaching. Here are some of the key advantages you can expect to experience by incorporating this technique into your daily routine: Enhanced Productivity: Time blocking helps you make the most efficient use of your time by concentrating on one task at a time. This focused approach eliminates multitasking and allows you to complete tasks more quickly and with better quality. Improved Time Management: By allocating specific time slots for each activity, you gain a clear understanding of how you spend your time and can make better decisions about how to prioritize your tasks. Reduced Stress: With a well-structured time blocking system, you'll experience less stress and feelings of being overwhelmed as you have a clear plan in place, so that you have enough time for all your responsibilities. Increased Accountability: Time blocking creates a sense of accountability as you commit to dedicating specific time slots to each task. This makes it easier to track your progress and stay focused on your goals. Eliminate Time-wasting Habits: By consciously allocating time for each task, you become more aware of how you spend your time and can make adjustments to ensure that you're investing it in activities that align with your priorities and goals. The Concept of Deep Work According to Cal Newport, author of Deep Work: Rules for Focused Success in a Distracted World, time blocking is effective because it promotes deep work. When you intentionally schedule a chunk of time to work on a single task or problem, you bring all of your mental resources to the table for that singular activity. You are not spreading yourself thin by attempting to multitask and solve more than one issue at a time. By "single-tasking," you are able to retain your focus and engage in a state of deep work.  Common Misconceptions About Time Blocking Time blocking is a technique that has gained popularity in recent years, but like any productivity method, there are some misconceptions associated with it. Let's debunk a few common myths: Time blocking is rigid and inflexible: While time blocking does involve planning and structure, it can be adapted to fit your needs. You can allocate flexible time slots or incorporate buffer periods to allow for unexpected tasks or circumstances. Time blocking limits creativity and spontaneity: On the contrary, time blocking can actually enhance creativity. By allocating dedicated time for brainstorming or creative activities, you create a supportive environment for innovative thinking. Time blocking requires a complex system or tool: While there are various time tracking apps and tools available, all you need to get started with time blocking is a pen, paper, and a calendar or planner. Don't let these misconceptions hold you back from exploring the benefits of time blocking. With a little experimentation and customization, you can find a time blocking system that works best for you and helps you optimize your productivity and time management! The Basics of a Time Blocking Template Now that we have a solid understanding of what time blocking is and the benefits it offers, let's explore the essential elements of a time blocking template. Your time blocking template serves as your roadmap for the day, guiding you through your tasks and activities. Here's what you need to keep in mind when creating your template: Essential Elements of a Time Blocking Template A well-designed time blocking template should include the following key elements: Time Slots: Divide your day into specific time slots, typically in hourly increments, depending on your preferences and the nature of your work. Consider your natural energy levels and peak productivity times. Task List: Create a list of tasks you need to accomplish during each time block. Prioritize your tasks based on importance and urgency. Breaks and Downtime: Remember to include breaks and downtime in your template. Taking regular breaks helps to refresh your mind and maintain your focus. You can take a short walk outside, meditate, or enjoy a cup of tea. Flexibility: Allow for flexibility in your time blocking template. Some tasks may take longer than anticipated, and unexpected interruptions or emergencies may arise. Create time blocking templates efficiently with Wrike's comprehensive guide. Begin your free trial today and maximize your time management skills. Note: This article was created with the assistance of an AI engine. It has been reviewed and revised by our team of experts to ensure accuracy and quality.

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the report of status

How to write a project status report that works for your team

Amy Rigby

Contributing Writer

When you’re juggling multiple projects with several stakeholders, it’s easy for things to feel out of control. You try to rein it in with strict deadlines, frequent meetings, and maybe even a bit of micromanaging . But what if the fix were as simple as a one-page document?

Meet the project status report, your new favorite tool for improving communication and ensuring the project is a success.

What is a project status report?

A project status report is a short document or memo usually put together by the project manager to update and inform stakeholders (teammates, leadership team, or clients, for example) about the progress of a specific project.

It can be delivered as a PDF, an email, a Slack message, or a more formal report created within a project management software. The project status report is sent on a regular basis—think weekly, biweekly, or monthly. It is brief, clear, and direct.

A project status report can include:

  • Project name
  • Reporting period
  • Status (on track, off track, at risk)
  • Achievements 
  • Important metrics
  • Action items/next steps
  • Praise/shoutouts
  • Stakeholders/project roles

Why does it matter?

According to Project Management Institute , “ the most crucial success factor in project management is effective communications to all stakeholders .”

Not only does a project status report communicate progress, but it also helps you and your team see the roadblocks and understand where some teammates might be overloaded—helping you better manage the project. 

On top of improved communication, a project status report can:

  • Reduce the number of pesky “Hey, do you have an update on this?” Slack messages and emails you get.
  • Decrease the number of meetings you’ll need to hold to bring everyone up to speed.
  • Identify and correct issues before they derail the entire project.
  • Increase collaboration and trust with your team and stakeholders.
  • Reassure clients that you’re staying on top of things.

So if you want to succeed (and who doesn’t?), mastering the project status report is paramount. Let’s dive into the tips you need to nail your next report.

How do you write a project status report? Tips for nailing an effective status update

Use a project status report template or software.

Because this is a regular communication, create a template to save time and make your life easier. It can be as simple as an Excel doc or PDF. To really step it up, though, and gather all the necessary metrics in one place, invest in project management software .

the report of status

For instance, quickly understanding workload is a breeze with Trello’s Dashboard view . It visualizes key metrics for your project—including cards per due date status and cards per member—through bar graphs, line charts, and pie charts. For advanced reporting in Trello, you can use a third-party tool like Bridge24 .

Identify all of the stakeholders

Figuring out who the project status report should be sent to is obviously important for delivery, but it’s also crucial because it will shape how you craft the report. Knowing your audience is the first step to writing anything effective.

Stakeholders usually include:

  • Project team
  • Cross-collaborative team

It may make sense to create a separate status report for each audience. For instance, if you’re designing a website for a client, you might create a status report for your internal agency team and a separate one for the external client.

Develop a regular cadence

Your project status report delivery schedule depends on project complexity, duration, and how quickly things are changing. Generally speaking, the longer, more complex, and more volatile a project is, the more frequently the stakeholders will need updates. If you find that a weekly project status report ends up looking the same week after week, then consider changing it to monthly. 

Cover the timeline, scope, and budget

These are the key pieces of any project, so it’s crucial to give a specific status update for each part:

  • Timeline. Is the project on track to be delivered on time? If not, when is the new expected completion date? If you need to move the due date back, explain why.
  • Scope. Is the project within scope? Be sure to include if new deliverables have been added.
  • Budget . Is the project within budget? Include the overall budget, plus how much has been spent thus far.

Highlight achievements and milestones

What has your team achieved during this reporting period? Brief bullet points work fine, but quantify when possible. If applicable, try to show the positive impact these achievements have already had for your team, project, organization, or client.

Include important metrics

What metrics did you and your stakeholders decide would define success for this project? Include the latest metrics to cross-reference with the previous status reports. Examples of these metrics include conversion rate, sales, employee engagement, or number of new hires. Compare these metrics with the ones from your last update, and provide percentage changes if possible. 

Call out blockers

Blockers are those issues that are holding you back from making progress on your project. It could be that a team member hasn’t completed a task they own, or it could mean that supply chain issues have prevented you from purchasing necessary materials to complete the project. Regardless, it’s critical that you call out any blockers in your project status report. This gives a realistic view of what’s going on with the project, and most importantly, allows people to step in to remove the obstacles. After all, you can’t fix it if you don’t know it’s a problem. 

Indicate the overall project status

Based on the previous step, determine if the overall project status is:

  • On track (green) – There are no issues holding the project back.
  • At risk (yellow) – There are some roadblocks to delivering the project on time, on budget, and on schedule—but we have the solutions and are working on them.
  • Off track (red) – There are some roadblocks to delivering the project on time, on budget, and on schedule—and we are still trying to find solutions. This requires immediate attention. 

Just because a project status isn’t green doesn’t mean your team is failing.

“You need to have reds and yellows,” explains Adriana Girdler on her project management YouTube channel. “If I come across a project that’s always in green status, I question it in saying ‘I don’t know if they actually know what’s going on’ because I’ve never come across a project that is constantly 100% in green status.”

To ensure clarity, however, it’s wise to define your status markers . “Yellow” to one person might mean that there’s a minor roadblock, but to another, it could mean immediate intervention. It’s best to quantify as much as possible. For example, you might decide that if a project goes more than 15% over budget, it’s a red status.

Share praise and shoutouts

Close on a high note by showing your appreciation for everyone who contributed to this project status report’s achievement, and be sure to call out each individual’s contribution.

This can do wonders for team morale and bonding. 2022 research by O.C. Tanner found a causal link between recognition and connection. In a study of 6,000 employees, it found that “failing to recognize a colleague led to the lowest rating of future support, colleague connection, and connection outside of work.” On the other hand, providing higher levels of recognition predicted higher levels of future support and connection.

Outline action items and next steps

When stakeholders are done reading a project status report, they should have no doubt as to what the next steps are and if they need to take any actions. List items that need to be completed, and give each item an owner and a due date.

Be flexible

Yes, we just gave you tips on what to include in your project status report, but here’s the thing: it’s your report, so choose to include (or exclude) anything you like! What works for my team doesn’t necessarily work for your team, and that’s okay. If it’s not helpful for you to quantify the timeline using percentages—leave it out. If you want to include a summary of project quality—go for it. Customize based on your unique needs.

Project status report example

Tips are great, but we all know examples are better, so here’s one to drive the point home. Let’s say you’re managing a website redesign for a client and want to update your internal team on the project.

  • Project name: Website Redesign for Client – Internal Team
  • Summary: The website is still on track to launch on September 1, but we’re at risk of some scope creep due to the client requesting more revisions than originally planned. We’re working with the client and our designer on this and expect to resolve it by the end of this week.
  • Timeline: 75% completed
  • Scope: Client has requested a third round of revisions, despite our original agreement of two. We’re working with the client and designer to ensure we have an accurate understanding of the client’s vision to avoid any further revisions beyond three.
  • Budget: $15,000 of $20,000 spent
  • Status: On track
  • Achievements
  • Finalized the homepage copy with client
  • Created second round of mockups in Figma
  • Client reviewed mockups and provided feedback for tweaks on design
  • Photographer delivered headshots for team page
  • Waiting on client to provide detailed feedback so we can better understand the need for a third round of revisions
  • Designer is out on vacation for the next two weeks, so we’ll need to adjust the timeline to ensure we have mockups ready to build before in time for launch
  • Our budget allowed for only two design revisions. We’re working with the client to increase the budget for a third revision.
  • Action items
  • Copywriter to write mission statement, values, and About Us
  • Designer to send us new deadlines for third round of revisions
  • Creative director to schedule client call next week for feedback on designs
  • Copywriter did an excellent job at the homepage copy. Client loved it!
  • Photographer delivered headshots way ahead of schedule, and they look great!

Project status report: Not just a superfluous step to forget

As a project manager , creating calm out of chaos is kind of your thing. While creating a regular report can feel like an unnecessary addition to your already full plate, remember, this simple document can cut down on meetings and messages, clear up confusion, identify and resolve issues quickly, and ensure everyone’s on the same page. Knowing that, who wouldn’t want to add a project status report to their PM toolbox? 

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How to create a project status report [template & examples].

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Key takeaways

  • A project status report summarizes a project’s progress, key achievements, challenges, and future steps.
  • Types of project status reporting include daily, weekly, monthly, and quarterly, each serving different purposes and audiences.
  • Project status reports provide transparency and alignment among team members and stakeholders.

In this article...

What is a project status report?

A project status report is a summary of a project’s progress. This report also highlights the project’s key achievements. It outlines the challenges faced and defines the steps ahead.

A project status report is critical for informing all stakeholders about the project’s health. It updates everyone on any issues or risks and the corresponding actions to address them. It’s a snapshot that captures the essence of the project within a specific duration and presents a clear picture of where the project stands regarding its goals.

The importance of a project status report lies in its ability to provide transparency and alignment among team members and stakeholders. By regularly sharing these reports, project managers can maintain engaging communication and prevent misalignments that can derail the project. 

Key elements of a project status report

A project status report typically includes key elements such as the project name, date, and overall project status.

Project name

The project name is the most basic yet paramount element of a project status report. Specifying the project name is particularly important in organizations with multiple projects running simultaneously. The project name should be concise but descriptive enough to convey the essence of the project at a glance.

More than just a formality, the date indicates when a report was compiled and gives context to the information presented. It is essential for understanding the timeline and currency of the project’s progress. Regularly updated dates on sequential reports also help track the project’s development as it courses through the phases of project management .

Overall project status

This section provides a high-level overview of the project’s current state. Common status indicators include:

In addition to these key elements, incorporating the following additional components can substantially add more value to your project status report:

How to write a project status report?

The effectiveness of a project status report largely depends on its clarity , accuracy , and relevance to the audience. Tailoring the report to meet these criteria can significantly enhance its utility and impact.

1. Choose the appropriate report type

This step involves selecting your report’s proper format and type based on the project requirements and stakeholder preferences. For instance, some prefer a detailed analysis, while others simply need a high-level overview. The report can also be daily, weekly, monthly, or quarterly. The choice depends on the project’s complexity, the stakeholders’ needs, and the frequency of reporting required.

2. Tailor the report according to its purpose and audience

Once you’ve chosen the report type, customize it to suit its purpose and audience. This means highlighting the information that is most relevant to the stakeholders. For example, executives might be more interested in the project’s overall progress and budget status, while team members might need more detailed information about specific tasks.

3. Collect essential data about project progress

This involves gathering all the necessary information about the project’s progress. This data can include completed tasks, milestones achieved, budget status, and any issues or risks. Accurate and up-to-date data is critical for making informed decisions and keeping stakeholders informed.

4. Strategically arrange the project status report’s components

Organize the information logically and efficiently. Typically, a project status report includes:

The arrangement should facilitate quick understanding and highlight the most critical information first.

5. Incorporate charts or graphs for better data presentation

Visual elements like charts and graphs can make the report more engaging and easier to understand at a glance. They are particularly useful for showing trends, comparing figures, and summarizing complex data in an accessible way.

6. Summarize key accomplishments and next steps

Conclude the report with a summary of the significant achievements during the reporting period and outline the next steps. This helps provide a clear picture of where the project stands and what is expected moving forward.

Free status report template download

Download our status report template for free:

Types of status reporting

In project management , understanding the various types of project status reports is essential for tailoring updates to the specific needs of a project and its audience.

This type of report provides an in-depth, day-to-day update on a project’s progress. It is appropriate in fast-paced environments where conditions change rapidly. A daily report typically includes details about the tasks completed that day, any issues encountered, and immediate next steps. It keeps the team and stakeholders in the loop about the project’s daily developments.

A weekly report offers a snapshot of the project’s progress over a week. It’s more comprehensive than a daily report and less detailed than a monthly one. This type of report usually includes information about the key accomplishments, any risks or issues that have arisen, and plans for the upcoming week. It’s ideal for informing stakeholders about ongoing progress without overwhelming them with daily details.

Monthly reports provide a broader overview of the project’s progress. They provide insights into the overall health and trajectory of the project. They typically include updates on milestones, budget status, and any changes in project scope. This report is useful for tracking long-term progress and making strategic decisions, as it provides a more comprehensive view of the project’s status over a more extended period.

Quarterly reports are the most extensive and are used for a high-level overview of the project’s progress over three months. They are ideal for strategic planning and review by senior management and stakeholders. These reports often include detailed analyses of project performance, budget, risks, and opportunities. It also provides a documented review of the goals and objectives for the next quarter.

Project status report examples

Example 1: software development project.

A software development project’s status report might provide updates on individual features and sprint capacity:

  • The current sprint focused on developing the user authentication module.
  • We completed 70% of the planned tasks, with the remaining 30% carried over to the next sprint due to unforeseen technical challenges.
  • Key accomplishments include the successful integration of the two-factor authentication feature.
  • The next sprint will focus on completing the user authentication module and starting the user profile management feature.

Jira is an ideal choice for software development projects. It offers real-time tracking of tasks and issues and integration with reporting tools for automated report generation. It also provides detailed insights into project progress to help create an accurate and efficient report.

Example 2: Marketing campaign project

A project status report for a marketing campaign project might include details about milestones that have been completed simultaneously:

  • This week, we finalized the creative concepts for the upcoming social media campaign.
  • The team successfully negotiated with three key influencers for campaign endorsements.
  • Next steps include finalizing the content calendar and launching the campaign across various social media platforms by next week.

Organizing tasks and ideas visually in a marketing campaign project enhances clarity and creativity, making tracking progress and brainstorming innovative strategies easier. This is where Trello stands out. Trello can be an excellent choice for managing marketing campaigns because of its intuitive Kanban board and card system. 

Example 3: Construction project

Many construction project managers focus their status reports on how much has been built and unforeseen delays that affect the overall timeline:

  • The current focus is on the structural framing, which is 40% complete.
  • Delays due to weather conditions have been mitigated with adjusted schedules.
  • Upcoming tasks include completing the framing and beginning the roofing phase by the end of the month.

Robust project tracking features and real-time collaboration tools are necessary to prepare a status report for a construction project accurately. Smartsheet can be an excellent choice for this task because it can streamline the management of timelines, resources, and budgets. Its integration with various construction management tools guarantees comprehensive and up-to-date reporting.

Continue reading about the features and practical applications of Smartsheet: How to Use Smartsheet for Project Management

The benefits of a project status report

In project management, project status reports offer a multitude of benefits:

Overall, project status reports are necessary to maintain the health and direction of a project and to secure its successful completion.

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the report of status

How to Write a Project Status Report (with a Template)

Learn how to create status reports that align your team and keep projects on track. We’ll cover the essentials and offer a shortcut for better reporting.

the report of status

Before you close your laptop for the weekend, there’s one thing that can set you up for a smooth next week: a project status report.

Getting into the habit of creating status reports for your projects is a proactive way to stay ahead of possible issues and keep your team aligned.

Instead of sorting through emails, checking in with team members, and reviewing individual task statuses every time you need to check on a project’s progress separately, a status report brings all that information into one central location.

In this guide, we explain why status reports are important, provide a step-by-step guide and example, and reveal a shortcut to writing more effective reports.

What is a status report?

A status report provides a 360-degree view of a project’s progress. It tells you how things are going, what’s coming up next, and what potential issues you need to address so you know what to expect and are not caught off guard.

What is the main purpose of a status report?

A status report acts as a diagnostic tool that spotlights a project’s health and trajectory and keeps all stakeholders informed and on the same page. It’s an indispensable tool in project management, as it helps you make informed decisions based on the current state of the project.

4 reasons you need to write status reports

Understanding a project’s pulse empowers a project manager to steer their team and project to success. Here are four core reasons every project manager should practice writing status reports:

1. To track project health

A status report gives you a benchmark to compare with your current project standing. Consistently monitoring a project’s progress helps you determine whether that project is on track. It prevents you from veering off course and helps you spot any deviations before they become major issues.

‎2. To keep stakeholders aligned

A big part of project success is a well-organized and high-functioning team. With nearly  40%  of project teams made up of 6 to 10 people, it can be a challenge to keep everyone updated at all times.

A status report does just that — and in one single document.

3. For proactive risk management

While  risk management  is vital to safeguarding projects,  one-third  of project managers do not regularly engage in it. Having a status report helps you identify potential risks earlier and mitigate new ones from developing. It also provides a foundation for a contingency plan if challenges do arise.

4. To set expectations for milestones

Because a status report lets you track progress as the project unfolds, you can set accurate  project milestones . Your team knows what to anticipate and can prepare accordingly for upcoming tasks.

What to include in your project status report

An effective status report requires a clear structure and focus. Here are the key elements you should include in yours:

Project info

The project info covers the basics. It lists the project name, the person managing it, and the period the report is intended to reflect. This simple info sets the context for everything that follows in the report.

Project status

The project status offers an immediate gauge of where your project currently stands. It categorizes a project as “on track,” “at risk,” or “off-track” to give key stakeholders a snapshot of the project’s health.

“On track” projects reassure stakeholders that things are progressing as planned, while “at risk” ones signal potential challenges that need closer attention.

Project summary

The project summary is a high-level view of the entire project. Think of it as an executive summary that informs the stakeholders of what the project entails, its main objectives, and its overall progress.

A summary helps those who aren’t involved in the project’s day-to-day operations quickly grasp the project’s purpose without getting bogged down in the details.

Milestones and KPIs

Milestones act as checkpoints to assess how the project is going against the planned timeline. Include both completed and pending milestones, as the former offers clarity on achievements, and the latter focuses on upcoming goals.

Key performance indicators (KPIs) are metrics that measure the project’s performance. They offer quantifiable evidence of how effectively the project team is achieving its objectives.

‎When setting KPIs, make sure they are SMART — specific, measurable, achievable, relevant, and time-bound. This ensures that the benchmarks for success are clear and actionable.

Risks and issues

Unexpected problems can arise in any project. Candidly addressing these in your status report helps ensure that minor hiccups don’t escalate into major obstacles.

Here, it’s crucial to list any current or foreseeable risks and issues to give stakeholders a heads-up and allow them to take proactive measures to resolve them.

Project metrics

The project metrics show the tangible aspects of your project, such as its budget and completed tasks. Concrete data grounds the project in measurable reality, offering a clear reference point for stakeholders.

These metrics can help you gauge the effectiveness of your team’s efforts and budget allocation and make informed decisions moving forward.

How to write an effective status report

Now that you’re familiar with the components of a status report, let’s get into how to write one that’s effective.

1. Determine your audience

Who will be reading your report? Senior management, team members, stakeholders, or clients, for instance?

Determining your audience will help you tailor the report’s tone, content, and depth to meet their specific needs and expectations.

A good way to do this is by listing potential recipients of the report and determining the primary and secondary audience. Your primary audience will be those who directly use the information in your report, such as the project team members, while your secondary audience, which can include other department heads, will only have a peripheral interest.

2. Choose the right format

Your status report’s format will determine if the information is digestible and accessible to your intended audience. Here are some aspects to consider:

  • How often will you be sharing updates?

Daily, weekly, monthly, or quarterly? The frequency of updates will be influenced by the nature of the project, the pace of change, and your stakeholders’ preferences.

  • How detailed does the report need to be?

A daily report might be brief, with just the essentials, while a quarterly report could be more comprehensive.

  • How will the report be presented?

Depending on the audience and purpose, a written document might be enough for a small team. However, for larger meetings, a visual presentation that can be shared and discussed may be more suitable.

  • What visuals best convey your data?

Incorporating charts, graphs, and other visuals can make complex data easier to understand. Visualization is especially useful for showing progress over time or comparing metrics.

3. Collect the data

Before drafting the report, make sure you have all the relevant data. These details will help you paint a clear and comprehensive picture of the project’s current status. Be sure to collect data on:

  • Timeline updates:  Track where you currently are versus key milestones.
  • Task updates:  Determine which tasks have been completed, which ones are ongoing, and which ones haven’t yet been started.
  • Budget updates:  Monitor the current expenditure compared to the allocated budget.
  • Team feedback:  Gather insights and suggestions from team members about the project’s progress.
  • External stakeholder feedback:  Gather comments and concerns from external stakeholders that can influence the project’s direction.
  • Resource utilization:  Determine whether resources are being used efficiently.

4. Discuss any risks and current issues

Being upfront about risks and ongoing challenges not only keeps stakeholders in the loop but also fosters a culture of trust and openness within your team.

If you’re not sure where to begin, start by assessing the likely impact of each identified risk. Which ones have the potential to get out of control? Which team members will have to step away from other tasks to put out a work ‘fire’?

Assessing the impact will help you prioritize which risks need immediate attention and plan appropriate responses. Doing this also empowers your team with the necessary information to solve problems.

‎Additionally, take a look at our guide to creating a  risk management plan . It breaks down what risk management is and provides insights into how to identify, access, and manage risks.

5. Outline next steps

Outlining the next steps or action items in a project is crucial to maintaining momentum and keeping your team aligned. Everyone knows their responsibilities and can prepare for their upcoming tasks.

An outline of the next steps improves team efficiency, minimizes confusion, and holds team members accountable. But remember to prioritize these steps based on their expected impact on the project’s success, as this can help in resource allocation and time management.

Motion streamlines this process for you by  automatically prioritizing  your most important tasks and integrating them into each team member’s schedule.

6. Distribute and follow up

Distributing your status report is just as important as creating it. Make sure the report reaches all relevant parties to keep everyone aligned.

When everyone on the team is on the same page, they can collaborate more effectively — driving the project’s success.

After distribution, schedule timely follow-ups with project stakeholders to gather feedback. This feedback loop will help you identify areas that require attention, improvements, or adjustments in future reports.

Project status report template

Use the following project status report template for your own report:

Project:  XYZ-12 Product Launch Campaign

Reporting period:  November 1, 2023, to November 15, 2023

Project manager:  Ken

Project overview:

Our design agency is responsible for executing a comprehensive product launch campaign for our client, XYZ Electronics. The campaign aims to create awareness, generate buzz, and drive pre-launch sales for their upcoming flagship smartphone, the XYZ-12.

Project status:

Project on track

Milestones achieved:

  • Market research and competitor analysis completed
  • Marketing collateral design in the final stages
  • Social media and email marketing strategies finalized
  • Pre-launch website development underway

Upcoming milestones and KPIs:

  • Launch teaser video production (Due: November 20, 2023)
  • Begin influencer marketing campaign (Due: November 25, 2023)
  • Pre-launch website goes live (Due: November 30, 2023)
  • Social media engagement target: 100,000 impressions and 5,000 engagements by the end of the month

Risks and issues:

  • Potential delay in influencer marketing due to scheduling conflicts
  • Technical challenges identified in website development (additional resources have been allocated to address them)

Project budget and resource status:

The project is currently within the allocated budget, with 60% of funds expended as of the reporting period. Resource allocation has been effective, with no reported resource shortages.

Team feedback:

Feedback from creative leads has been positive regarding the quality of design work.

External stakeholder feedback:

XYZ Electronics remains satisfied with the progress and anticipates a successful campaign launch.

Next Steps:

  • Monitor influencer marketing campaigns closely to ensure timely execution
  • Continue website development with an emphasis on resolving technical issues
  • Prepare for the launch phase, including coordinating with logistics regarding product availability

How project management software helps with status reporting

Project management software  simplifies the status reporting process by streamlining the entire reporting experience.

Here’s how Motion makes this happen:

Centralized storage

Did you know that  50%  of project managers spend one or more days manually collecting and combining data for project reports?

Having a platform that centralizes storage comes in handy while preparing for a status report.

‎Motion keeps all your project information, including tasks, attachments, notes, comments, and team schedules stored in one place. It becomes exponentially easier for project managers, or even team members, to find and gather the data they need to create an effective status report.

Easily track project progress

Tracking project  and task progress becomes transparent and efficient with Motion. We provide a clear view of your projects so you can see what everyone’s working on and when. You can even select a format display that works best for you, such as board view or list view.

‎This transparency facilitates better collaboration, as it updates everyone on each other’s progress and aligns project teams with project goals.

Moreover, we offer deadline alerts to remind you of upcoming tasks and warn you when a deadline is on track to being missed. But the best part? We then reschedule that task to a more optimal time — automatically.

Delegate tasks for the next steps

Task delegation is a breeze with our automated system. Once you have the next steps outlined for your status report, Motion automatically delegates tasks to the appropriate team members.

When unexpected priorities or changes come up, we re-prioritize the tasks and create a new, optimized  team schedule . There’s never a moment of uncertainty about what to do next.

Start status reporting with Motion today

Use Motion to create a project status report that leads to project success. Start your  free trial with Motion  now.

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Project Status Reports: Templates & Examples

Fahad Usmani, PMP

September 16, 2022

Project Status Report

A project status report is a project management document that details the status of a project. It’s a project reporting tool that outlines the project’s health and provides vital data to project stakeholders such as clients, sponsors, and team members.

Project managers communicate the project status to management and key stakeholders through a project status report. A status report is a part of project performance reports.

A status report shows the complete project information in its current state. These reports are prepared throughout the project life cycle to help keep the project on track and stakeholders informed.

A project’s status report can include the following:

  • Completed work
  • Achieve milestones
  • Budget and timeline summary
  • A list of things to do
  • Any hazards 
  • Risk responses
  • New identified risks

The significance of the project status report extends beyond a communication channel. It offers a written account of the project’s past and provides you with previous data so you can plan for potential future bottlenecks.

The Purposes of Project Status Reports

Project status reports serve the following purposes:

  • Help the project team maintain a record of expenses, tasks, deadlines, etc.
  • Boost internal communication within the business
  • Reduce communication complexity
  • Deliver important messages to project stakeholders
  • Boost project support within the business
  • Help locate problems and dangers to enable immediate route modification
  • Mark the progress

Types of Project Status Reports

Project status reports can be weekly, bi-monthly or monthly. You can share the weekly report with the project team to stay updated and the bimonthly or monthly report with other stakeholders, such as upper management and the client. 

You can use Google Sheets, Microsoft Project, Microsoft Word, Microsoft Excel, or any other tool to prepare the status report.

The Weekly Status Reports

The project manager updates this report daily to keep track of the project. 

A few recipients of this report are the following:

  • Project team members
  • Top management
  • Resource managers
  • Project sponsor

The weekly project status report has more information than other reports. It covers all essential details so that stakeholders directly involved with the project get a complete picture of the project’s status, including hazards, milestones, spent cost, and elapsed duration, among others.

The Monthly Status Reports

Monthly status reports are usually for higher-level management and sponsors so they know what is happening with the project.

These stakeholders require a comprehensive overview of the project’s development. They are interested in tracking budget, spending, deliverable quality, hazards, obstacles, etc. 

However, if the project manager faces any issues, they should not wait for the monthly report. Instead, inform management immediately to get management buy-in when issues occur.

How to Track the Project Using Project Status Report

The following can help ensure the project stays on the right track:

Create a Project Outline or Plan: Make a preliminary blueprint of your project from beginning to end, including all necessary elements, resources, and duration, before formally starting the project.

Establish Specific Objectives: Decide what you want to achieve with this project, such as launching a new marketing campaign or a new product.

Identify Critical Milestones: Identify important project milestones to ensure they are achieved on time and meet all project objectives.

Establish Deadlines: Ensure that you and your team know all the deadlines. 

Verify the Project Status: Regularly verify the status of your project as it gets underway by comparing it to the anticipated timeframe that should be found in your project plan.

Challenges with Project Status Reports

Reporting project status is challenging. Therefore, keep the following points in mind while preparing a project status report:

  • Scheduling, estimating, and forecasting costs are uncertain, and project managers have limited information on these parts of the status report. Risks can be identified but not quantified accurately.
  • Simplifying the project is not always the right strategy. There is a higher likelihood of missing significant details.
  • Ensure the data are valid and correct. Incorrect data can lead to false reporting and affect the project objective.

Elements of Project Status Reports

A project status report can have many elements depending on the project requirements. Some common elements for status reports are:

  • General project information, such as the project’s name, code, etc.
  • Names of the project manager and any important team members
  • Date of the status report, including the cadence (e.g., weekly, bi-weekly, or monthly)
  • Project parameter update, including whether the project remained within its stated parameters at this time
  • Current budget status, including whether it is on track, off track, or exceeded
  • Quality issues that the project is facing 

The stakeholders’ preferences affect the content of the status report. However, the components mentioned above are common to all status reports.

How to Create a Project Status Report

A robust project status report ensures nothing slips through the cracks. The following items can help you create a strong report.

Collect Information for Your Report: Before beginning your report, you must gather information from all sources. You can gather information at the departmental or divisional levels, depending on the organizational structure of your project. 

Determine Your Target Audience: Whom are you trying to reach? What information is most important to them? Knowing your target audience can help you communicate essential information.

For example, the CEO, investors, and senior executives are more concerned with the broad picture. Most essential stakeholders will just skim status reports for the information they need since they may not have time to review lengthy reports.

To that end:

  • Increase your focus on the crucial details
  • Summarize the report’s components
  • Use visual aids as much as possible

Be careful to highlight the main points in the executive summary. Also, emphasize essential details early in each report area.

Figure out what appeals to your stakeholders and customize the report accordingly. 

Utilize Project Status Report Templates: It might be tricky to start from scratch when writing a project status report. However, without templates, you risk making mistakes or overlooking crucial information.

Utilizing templates enhances productivity, decreases mistakes, and saves time.

Write Your First Draft: You now have the data and report template. Outline the essential parts of your project first.

Make Your Executive Summary Compelling: The executive summary is your project report’s first and most essential element. Clients, investors, and management will see this part first.

It should catch the curiosity of your readers and drive them to learn more about the subject. Your readers should be able to learn everything they need to about your project with a single glance.

Remember to emphasize important details:

  • Project objectives and primary outputs
  • Whether you are making progress and possible pitfalls
  • The state of your project as a whole
  • Defining moments
  • Irregular project hazards
  • Information about the project’s finances

Write Your Project Status: You’ll need to supply detailed information on all project sections, such as

  • Project deliverables and tasks
  • Targets and a timetable
  • Significant changes
  • Budgets and funding
  • Team roles and effectiveness
  • Management of risk (bottlenecks, risk, and contingency plans)

The status report needs to provide an overview of the full undertaking. Therefore, you should provide links to publications or resources for stakeholders who want more detailed and/or specific information.

Highlight Existing and Future Bottlenecks: Despite how diligently you prepare and carry out your project management strategy, obstacles may still arise.

Both internal and external influences can cause these obstacles. Obstacles include:

  • Project risks, including rising import taxes or a natural disaster
  • Unexpected budgetary growth or insufficient resources
  • Lack of cooperation and communication among the team
  • Unexpected delays

After identifying obstacles, inform stakeholders so you can take the initiative to clear obstacles.

Utilize Visual Aids: When drafting stunning project reports, visual aids are essential. They make it easier for project managers to discuss data points or explain complex information.

It also makes the report more attractive. When feasible, try to depict facts rather than write lengthy paragraphs.

The following elements help create a visually appealing project status report:

  • Other relevant graphs
  • Brain mapping
  • Videos and images

Take Design into Account: Your report should be easy to read, well-put-together, and aesthetically appealing. To increase visual appeal, use a consistent style, branding, palette, font, color, and design element across your report.

Point Out the Next Course of Action: The next stages will vary depending on your project and phase. Though, it’s a good idea to inform everyone of the project’s direction.

If stakeholders are aware of the subsequent phases, they will know what needs to be done when the project faces obstacles.

Review and Edit Status Report: Read your project report carefully and edit it for correctness, readability, etc.

Check your report carefully for grammatical, punctuation, and spelling errors. Additionally, ensure your report includes all necessary components of a project status report.

Delete the information that does not add value to the status report.

Best Practices for Creating Project Status Reports

Consider the following points when developing a sound project status report:

  • Write the initial draft – then correct it
  • If necessary, edit your status report
  • Request input on presenting the project status in the best possible way
  • Use consistency throughout all project status reports
  • Report on the indicators that key stakeholders are looking for
  • When it’s possible, use visuals like charts and graphics
  • Avoid adding a lot of unnecessary details
  • Ensure that everyone has access to the status report

Case Study of Project Status Report

Let’s consider a case study to understand how to create a project status report.

Report name: eCommerce Site Launch

Project status: On track

There has been significant progress this week. The project is still in the collecting requirement process. Development and design teams are on standby to get ready and start once we give go ahead. The eCommerce site will list all FMCG products.

  • The planning team meets and discusses the overall topic
  • A few ideas will be finalized and selected on Friday
  • Brief or understanding is due to the Content team by the following Thursday

Development and Content

  • The solution architect team is ready to present the infrastructure architecture that would integrate for launching the eCommerce portal.
  • The content team is ready to start writing marketing content to attract traffic as soon as the idea is finalized.
  • Gathered relevant company information should be included and used to market a better eCommerce site
  • Infra design reviewed by the senior members to validate it
  • A new template to showcase the technical specifications of cloud infrastructure will be created by Tuesday

Additional Notes or Highlights

  • Ramesh is out of the office all next week, so your next point of contact would be Joy
  • Thank you to John for curating a detailed list of topics that would be used for prioritizing the following tasks

Issues/Challenges

  • The portal launch deadline is too tight, and the minimum viable product’s first version needs to be launched as soon as possible. We must have the schedule planned within our project management tool to keep everyone organized and on track.

Project Status Report Example

project status report

Project Status Report Template

The following are a few templates for providing a project status report. You can select one and customize them as per your requirement. 

project status report template

Project Information: Include general information about the project. The template would have information like project details and reporting period.

Project Status Summary: Includes the information that can be shared with project stakeholders and team members about project progress, key accomplishments, completed work, planned work, project milestones, project deliverables, action items, etc.

Project Health: Includes information about project stakeholders and team members, the current status of the project, and how it compares to the project plan. 

Risk Management Overview: Includes project risks, issues, and roadblocks

Conclusions / Recommendations: Includes risk management, resource management, or project scheduling concerns/recommendations.

Other Project Status Report Templates

status report executing summary

A project status report is a key project document and part of the performance report. These reports provide high-level information about the project’s status and quantify accomplished and upcoming activities in quantifiable terms.

Effective project status reports help project teams, and other stakeholders understand what is on track, where there are obstacles, what needs to be done next, and how the project is doing overall.

the report of status

I am Mohammad Fahad Usmani, B.E. PMP, PMI-RMP. I have been blogging on project management topics since 2011. To date, thousands of professionals have passed the PMP exam using my resources.

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Project Status Reports: The Definitive Guide for Beginners

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As a project manager or business owner, keeping track of your projects and aligning all stakeholders involved about the progress can be daunting when done manually.

Effective project status reports are essential for keeping your teams and stakeholders updated on the status of your projects.

Creating project status reports manually is a big time-waster that eats up time better expended on other high-impact tasks, especially when you have to extract information from multiple sources.

Instead of compiling these reports manually, you can save time and improve productivity by using project status report templates.

Whether you are preparing to create your first project status report or in search of a better solution to the one you already use, this article will serve as a definitive guide for your project status reports.

You will learn what a project status report is, its components and benefits, how to write one, the best project management tools to use, best practices, and templates.

Let’s get started.

What is a Project Status Report?

A project status report is an official document that gives a brief on the progress of a company's project. It describes the progress within a given time and enables a comparison with the overall plan. This report keeps concerned stakeholders abreast of the progress of a plan.

Getting informed of the progress enables you to address issues the moment they arise and envisage the period remaining for the plan to actualize. Also known as a status summary, a project status report includes the overall plan, current stage, crossed milestones, and upcoming tasks.

Project status reports facilitate effective communication between members of an organization or company. If everyone is aware of the current status, it automatically sounds like a note of reminder to everyone that they need to work harder to meet up with the overall plan.

This report makes communication channels simplified. Every member of an organization will have a unified summary to refer to when addressing the current status of a project. In other words, some members will not be ahead of others due to non-uniform information dissemination.

Benefits of Effective Project Reporting

1. efficient tracking.

One major benefit of project reporting is tracking. A project status report tells you what level you are on your plan execution. Project status reports help large establishments to track the current progress of their projects. It is mostly handled by the reporting officer or reporting software .

The information obtained from the recent reports tells the company what needs to be done urgently to either hasten the pace or maintain the speed at which they are moving. Also, project status reports can track risks, minor issues, schedules, budgets, and current project status health.

2. Risks Identification

Project status reports help businesses to identify both healthy and unhealthy risks. Risks are inevitable in businesses and the earlier you make calculations, the better for your business. The reports help with visibility, then it is up to the reporting officer to determine if it is a calculated risk or not.

When you access the project status report at the appropriate time and you spot a risk, it gives you time to act very fast and take the necessary action. If it is a risk that seems confusing, you can seek help from the project stakeholder or any other qualified person. Reports on risks give the full team a chance to ponder on it.

3. Project Visibility

Project visibility is quite different from tracking. The former is a deeper check on your project status. Tracking only tells you your current progress but visibility is a benefit that gives you a full insight into how your project has been faring.

Visibility allows effective project management and helps you to know if your project has been performing well or badly regardless of your current status. It also helps you to identify risks earlier than usual. Identifying risks will, in turn, compel you to take fast action to work on the good ones and eliminate the bad ones.

4. Finance Management

Cost accounting and management for a large and long-term project can be an arduous task. Being careless with expenses and revenues can make you overspend your project budget. In some rare cases, the fear of overspending can make you spend less than required, which can lead to cost-efficient project execution.

Project status reports keep you informed on your spending habits. You can identify when you spend more or less. Reporting also tells you what areas you spend more money in, it is left to the stakeholders to determine if the spending habit is healthy or not.

Also, reporting gives a hint on how much you need to complete the project from your current status.

Project Management Tools That Make Project Reporting a Breeze

1. monday.com, best overall project management software that supports all operating systems.

Monday.com is the Best Wrike Alternative for Businesses for All Sizes

Monday.com is a project management tool used by millions of businesses including Coca-Cola, Hulu, Adobe, and others.

Main Features

Numerous templates.

To get started, you need to pick one of the ready-to-use templates, customize it to fit your workspace, and you are good to go. There are hundreds of templates to provide work teams with an effective virtual work environment.

Orchestrated Work Environment

This software tool provides a workspace that allows users to multi-task, that is, plan, manage, track, and deliver projects.

Visual Guides

Monday.com provides multiple visuals that serve as guides for users. Examples are map, timeline, calendar, board view, and others to visualize your workflow.

Remote Work

Supports remote operations by giving users access to features for organizing teams, monitoring project progress, and blending ideas together, from anywhere at any time.

Ease of Usage

This work management software tool is easy to use because users can pick up their course of actions from random video conversations aimed at improving every aspect of the project team.

  • Two-week free trial plan
  • Round-the-clock customer support
  • Sophisticated integrations
  • Simple data visualization

Best Project Management Application with Cheap Plugin Options

ClickUp Online Collaboration Software With The Best Free Plan

ClickUp is a project management and task management tool that has enjoyed patronage from multimillionaire companies like Google, IBM, Webflow, and more within four years of operation. The company was founded in 2017.

Easy Transfer of Data

ClickUp has a feature that allows users to import their data from other agile project management software . You can do automatic imports from tools like Excel, Trello, Monday.com, and more. It prevents loss of data due to transfer.

Multiple Visualization

Users can project their workflows in the form of calendars, boards, lists, docs, and more. It allows business organizations to access their workflows in any of the forms they like.

Projects Templates

There are thousands of customizable workspaces and templates to work with. Apart from that, the tool has external integrations like cloud-based storage platforms . Examples are Box and Dropbox.

Customization

You can create appealing customizations with perfect designs and simple structures that will be suitable for your project.

  • Offline-mode plugin options
  • Two-factor authentication security access
  • One-month money-back surety
  • Round-the-clock chat support
  • Free training

Simple Project Management Tool with Extensive Customizable Options

Wrike is Tailored to Professional Service Providers, Marketing Teams and Agencies

Wrike is a simple project management tool for handling complex projects. The platform shapes its user interface to suit multiple teams' workspaces. It has a live editing feature that helps teams to put heads together and work on tasks and projects simultaneously.

Real-time Alerts

On Wrike, packet loss rarely occurs where messages do not send as fast as expected. You can communicate with other team members effectively with real-time notifications, chats, and Emails.

Extensive Integrations

There are custom dashboards that create smooth workflows which cater to both general and specific needs.

  • Seamless communication channels
  • Email, chat, and phone support
  • External integrations like Microsoft and Github

4. Teamwork

Best project management application with actionable templates.

Teamwork is the Best for Functionality, Time Tracking, and Project Budgeting

Teamwork is a team management software tool that ranks as the first choice for many popular brands like Spotify, Netflix, Disney, and HP. You can upload designs, create files, add comments, view your tasks on the dashboard, and use health status updates to track the project's progress.

Ready-made Templates

The templates available on Teamwork do not leave users confused when in use. They are easy-to-scale, even for beginners.

Workflow Importation

On Teamwork, it is easy to import your workflows from other platforms such as Trello, ClickUp, and more.

  • One-month free trial
  • Email and chat support
  • External integrations with third-party applications

Best Project Management Tool to Manage Sales and Customers

Scoro is an Appealing Project Management Software for Small to Medium Enterprises

Scoro is a business management software that uses dashboards and automated feedback to follow up on the progress of a project and to share the result with your team members. With Scoro's Planner, you can prioritize tasks, ensure delivery before deadlines, and manage portfolios with customized views.

Integrations

On Scoro, you can integrate your work with cloud storage solutions like Zapier. You can also link accounting software programs like QuickBooks with the platform.

All-in-one Functionality

Scoro does not just provide integrations to track projects, it also facilitates sales, helps build a relationship between customers and business owners.

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How to Write an Effective Project Status Report?

Project status reports can be written at any time of the year. Whether you do it weekly, monthly, or yearly, there are simple steps to follow to craft out an effective one that communicates the intended message well.

1. Understand the Aim

The first step in writing an effective project status report is to determine the objective, that is the reason you are writing the status report. To achieve efficiency, you must have a view of the result you want to get at the end of your project. You must be working towards determining what you want to achieve with the project.

Decide on what you want the recipients of the reports to know. It helps you in sorting things out when doing your timely reports. If a company is working on a project which is to be backed up by a report, the stakeholders must have the required knowledge of the current status at every reporting.

When you have a vision of what to communicate, it gives you an edge on how to pass the message properly to your audience. For instance, if a board is to analyze a drastic decision from the project reports, the report must convey every message clearly and accurately. It should provide the necessary pros and cons for every decision.

2. Know Your Target Audience

Organizations write project status reports to different audiences like team members, sponsors, clients, and stakeholders. Having a better understanding of who you are pitching to is a vital step in writing effective project status reports. The target audience of your reports determines your approach.

For instance, the report you will prepare for delegated calls will be on a more formal note compared to a report addressing your team members. One good way to write a project status report is to write from the perspective of your recipients. Writing from the right perspective can only happen if you understand your audience.

To write from your audience's perspective, ask yourself questions you feel they would ask when they see the report. It helps you point in the right direction when crafting your project status reports.

For instance, if you are writing a report to show a project's progress, a sponsor might seek to know more about the result while team members deliberate on the process.

3. Choose Your Preferred Type and Format

Your audiences determine how your project status report should look. Depending on the format, a project status report can be informal or formal, operational or financial, and to pass necessary updates. The use of templates narrows down your thought process on how your report should look.

Ensure to use the appropriate format that communicates the right message to your target audience. If you are in charge of reporting the status of a project and you have no prior knowledge of navigating any web-based project management software , templates will do a lot of help to save your effort and time.

The use of templates also builds consistency for users. If you have to create your maps, to-do lists, and timelines from scratch, you might not get a uniform structure. Many of the best visual project management software tools come with thousands of templates to suit different workspaces.

4. Collate Your Data

A project status report can only serve its purpose when the information on it is reliable and factual. Your recipients, that is clients and sponsors will only trust the process when there are facts to back up your report. Providing factual information also builds trust between you and stakeholders.

People love when you can back up reports with real-life analysis, it assures them that you know what you are doing. Due to this, you must attach cost analysis to your reports if most information is centered on figures. It solidifies every claim you make in your reports.

For instance, if you are requesting more funding on a project based on the current status, it would be necessary to include cost analysis so that your recipients can know why and how you want to execute the extra funds.

5. Structure the Report

You will hardly see an effective project status report without a regular pattern or structure. The truth is, a report will be of no use if it has no structure. Structuring a report remains one of the top five tips for crafting a good report because it affects the interpretation of the audience.

A nicely structured report will save the time of readers when going through the document because they can quickly navigate to the part that concerns them. It will also allow readers to skim through headings, sub-headings, introduction paragraphs, and still understand the intended message.

A well-structured report should have a title that hints to the readers on what the report is about. The next is an introduction paragraph that paints a picture of what the body of the report addresses. After the introduction is the body which contains most of the core information about the report. It should contain opinions, suggestions, recommendations, and analyses.

The last part of a well-structured report should be the conclusion. It contains an executive summary of what the introduction and body of the report talked about. If there is a need for a call-to-action statement, it will be stated in the conclusion paragraph.

6. Proofread Your Report

An effective project status report must be readable to a fourth grader. Combining facts and analysis in a complicated manner is as good as not passing any message across at all. You need to express yourself in the simplest words possible. It avoids misinterpretation of vital information.

To improve readability, you can add visuals in between texts. It cuts long paragraphs short and allows readers to visualize your information while reading the texts. You can also employ the use of formatting and supporting lists.

If you have long paragraphs, you can dissect your texts by bulleting key points. Also, each paragraph should not be more than five sentences so readers will not get bored when going through the reports.

When describing the details of the reports, ensure you do not release more than you should. Sponsors that review numerous projects will not take their time to go through unnecessary information.

7. Make Necessary Edits

When you are done with the previous steps, you should go over your document to dot your “i's” and cross your “t's.” You should do this after taking a break from work so that your brain can be refreshed to note minimal errors . No matter how careful you are when writing, your first draft can not be 100% error-free.

After going through them yourself, give other stakeholders to proofread for you in a case where the reports are intended for external sponsors. If you still have enough time after the first revision, take a day break and revise it for the last time to ensure perfection.

Elements of Project Status Reports

Every successful project status report has key components that come together to form a whole. The purpose of every report is to keep the target audience informed about the project status. For the report to communicate the information well, it needs to contain the right elements.

1. General Project Information

When crafting a status report, it is necessary to put down the basic information related to the project. Of course, you cannot have a project status report without the name of the project, the name of the project supervisor, and the resources available to carry out the project.

This information is necessary to aid the tracking of every document during project execution. You should not assume that the stakeholders or your team members are aware of the information. It would be useful for reference purposes in case there is a change of team members.

2. Milestone Review

Milestones are often recorded when executing business projects. They are calculated when you break your projects into smaller units. So after every unit, you celebrate a milestone. Milestone reviews remind you of your current status and how many milestones are left before final execution.

Reviews of milestones can be in the form of a project cycle and where you are compared to where you are supposed to be after a particular period.

3. Project Summary

Project summaries are very important in status reports because you can compare the project's progress with the initial plan. In summary, you will include the proposed completion date and estimated costs. It allows the project supervisors to work towards project execution during the stipulated time.

Also, ensure to include activities that go on during project execution. If there are problems that might affect costs, quality, availability of resources, and timeline, state them in the summary so they can be dealt with appropriately.

4. Business Risks

Risks are internal or external factors that pose threats to a business's project. T hey become a problem when they affect the company's project negatively.

In your project status report, list the issues you have faced since the beginning, how they affected you, and how you resolved them. Apply these questions when you face business risks too and do your calculations to know good and bad risks.

5. Project Metrics

Numbers are an essential part of your project report. Ensure there are figures to back up every statement you put down. You should make extensive research on the metrics during the project planning stage.

No one believes project status reports without metrics. They believe in its effectiveness when they see numbers alongside. Metrics prove if you are still on track and if any aspect of your project report needs urgent attention.

Template for Creating a Project Status Report

Project managers use templates to create project status reports because it saves time, creating more time for handling more high-value tasks. However, choosing just any project status report template you find without first planning ahead and customizing it to suit the needs of your project is a recipe for disaster.

When choosing a project status report template, pick one that is relevant not just for the beginning phase of your project but throughout the duration of the project.

Here is a project status report template to help get you started.

  • Report Title: Name the project status report. You can include a name along with a date for easy identification and record keeping.
  • Project Health: Write about the health of the project. Is the project on track for completion? Is there any risk affecting the project? Is there any delay?
  • Summary: Keep your summary short and descriptive, with only the most important details about the project included. Remember stakeholders are busy and may only turn their attention to this section for brevity.
  • Key Area 1: High-level Overview: Include special details about the progress of the project such as accomplishments achieved so far and upcoming tasks contributing to the success of the project.
  • Key Area 2: High-level Overview: Include special details about the progress of the project such as accomplishments achieved so far and upcoming tasks contributing to the success of the project.
  • Key Area 3: High-level Overview: Include special details about the progress of the project such as accomplishments achieved so far and upcoming tasks contributing to the success of the project.
  • Additional Information and Links: Provides links and information on relevant or high-level project details that may attract the curiosity of stakeholders. This section helps your team members to get a deeper understanding of the specifics of the project.
  • Blockers: What are the challenges that are threatening the progress of the project? What are the plans you have to resolve them?
  • Additional Notes or Highlights: This section is where you include additional information that stakeholders and your team need to know about the project. You can also include the next steps in the project in this section.

Status report template

Example of a Project Status Report

Templates and a how-to guide on writing project status reports prove helpful in showing you how to write the perfect project status report, a real-life example leaves no doubt or question.

Here is an example of a project status report you can customize to suit your project.

  • Project Status Report Name: Product Launch
  • Project Status: On track
  • Summary: Progress made this week, the product has passed through the necessary regulatory test, and production levels are up this week. The sales and marketing team will be choosing a campaign theme this week. Distribution channels are on standby and ready to get started.
  • Concept: Planning team met to discuss the pricing strategy to use. We have four different pricing strategies and will choose one by Thursday.
  • Sales and Marketing: The sales and marketing team is ready to start preparing ads for Facebook and YouTube as soon as our pricing strategy is finalized.
  • Design: The design team submitted five product design examples. They will be choosing the best and final design for the product launch by next Monday.
  • Additional Notes or Highlights: The accountant is going on leave next week, so please direct any financial questions or requests to the procurement office.
  • Blocker: The deadline for the product launch is tight, there is little room for delay or mistake. We all must use our project management tool to streamline all our activities and keep each other updated on the progress of our respective tasks. Thanks!

Project Status Report Best Practices

Writing an effective project status report that provides detailed highlights about your project progress is essential for keeping all stakeholders and team members on the same page. Creating an effective project status report is easy when you follow these best practices.

1. Write a Draft and Go Over it

When writing the first draft, you should put down your ideas as raw as they come. Do not focus too much on correcting grammatical errors, dotting i's, and crossing t's. This helps you to focus on the originality of the content you are putting down.

When you are sure you have all the information down in the report, you can take a break, then come back to correct it.

The purpose of the break is to clear your head so you can look at the report with a fresh memory. It helps you to notice some errors you made when writing or typing. Also, it is a time you can add any information you forgot to add when writing initially.

2. Edit the Report

Editing is a norm after writing for every piece that is related to reports. It is done to minimize or eliminate all possible errors in your work.

Also, editing helps add some vital information you missed earlier that will help pass your message better to the target audience such as visuals, icons, and more. If there is any update that came up while writing the report, you can update that part of the report.

3. Seek Opinions Regarding the Project Status

The saying, “Two heads are better than one” is valid when you want to put out the best version of a work to a target audience. After writing your report, meet people and show them what you have.

Expect feedback from them on how to improve what you wrote. People with different perceptions and ideas coming together to reason often come out with the best version of any information.

Regarding the feedback, some might be either positive or negative. The best is to reason from the person's perspective; try to look deep into what they saw before giving that remark. When you are convinced that there's no better way to do it, then you can move on with your reports. Welcome every feedback but filter the ones you will need.

4. Be Consistent with Your Status Reports

Consistency is an attribute that separates the ‘wheat' from the ‘shaft' in every facet of life. In business, owners need to learn how to be consistent with whatever they do because not everyone has the energy to endure for a long time. If you are putting content out, endeavor to maintain or increase its quality – not reduce it.

While writing your project status reports, you need to be consistent with your timely reporting and quality of reports. The best way to do this is to maintain a particular template that communicates your message very well. It makes your work uniform anytime you have to update your target audience on the current status of a project.

5. Make Use of Metrics When Necessary

The use of figures in project status reports cannot be over-emphasized. Metrics are what tell your target audience that there is a feasible result after the project execution. You can not base your facts on texts alone and expect your audience to take your word for it. Especially for sponsors, whose money is tied to your project, you must give them reasons why they should trust you.

However, the metrics you show in your reports also depend on your target audience. The figures sponsors are interested in seeing might not be what your clients or team members want to see. So you have to consider your audience before pouring figures into reports to back up actual statements.

6. Avoid Showing Too Many Details

One thing you should avoid doing in your reports is expressing too many details. Sponsors go through hundreds of project status reports to look for the ones worth investing in. You do not expect them to read between the lines of unnecessary information. Whatever is in your report should convince them that your project is a profitable one.

7. Make Your Report Accessible to Everyone

Your reports should pass a message to a particular audience but at the same time, they should be accessible to everyone. Even if it's for a particular audience, they should be able to see your general project information and understand what the project is about. It does not have to be too sophisticated that only team members can understand the contents.

Project Status Report FAQ

A project status describes the level a project has gotten to in the execution phase. It talks about the level of progress, which is where you are coming from, and where you are going.  Project status reminds the project supervisor of the amount of work needed to be done for final execution. It is always monitored using timely reports.  These reports contain details about what kind of project it is, the people involved, and the current level of the project. They keep every stakeholder informed about the project's progress.

A project status summary is almost the same as a project status report. They both perform one function and it is to get people informed about the progress of a report. However , a project status summary is like an abridged version of a status report. The summary can be a brief gotten from an extended report.  You can present a project status summary to a sponsor who needs an idea of what you do. That way, a summary full of the necessary information is enough to convince them to do business with you or not.

A good project status report includes a well-structured arrangement of data, the appropriate use of metrics, straightforward information, timely milestone reviews, a project summary, and a blend of texts and visuals to pass information.

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Anastasia has been a professional blogger and researcher since 2014. She loves to perform in-depth software reviews to help software buyers make informed decisions when choosing project management software, CRM tools, website builders, and everything around growing a startup business.

Anastasia worked in management consulting and tech startups, so she has lots of experience in helping professionals choosing the right business software.

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MindManager Blog

Why project status reports are an essential aspect of achieving business goals 

September 21, 2022 by MindManager Blog

Project status reports document the progression of a project over a specific time period. They act as a central resource for project updates, helping teams identify the current project status as well as what tasks remain.

These reports detail a project’s progress as compared to project plan goals . Project status reports often include the following information:

Key project identifiers , such as the project name, start/end dates, and the date of the status report.

A project summary that highlights project goals and progress made toward achieving them, as well as important details relating to scheduling, budgets, and any special items that need the attention of the project team.

A list of team members involved in the project, key stakeholders, and the project owner(s).

The frequency of the project status report (e.g., daily, weekly, monthly, or bi-monthly).

A detailed summary of the project scope and budget.

A comprehensive breakdown of task dependencies .

A list of project bottlenecks , how to address them, and what actions are currently being taken to mitigate them.

Project managers create status reports by soliciting input from those involved in the completion of project tasks such as team leaders and team members. Managers typically use these reports to monitor the project budget, risk factors, timeline, task completion, and milestone progression to ensure the project achieves previously set goals.

Status reports are also used by managers to keep key stakeholders informed of the project’s progression. By using these types of reports, teams will be able to mitigate any project risk factors before they arise and ensure that all project goals are successfully met.

Why your team needs to create actionable project status reports

On average, nearly 60% of project managers are actively overseeing between two and five company projects. Project status reports help them manage multiple projects at the same time by increasing visibility into tasks and resource management without having to do much digging, thus saving valuable time.

Actionable status reports also help project teams maintain a robust understanding of how each project is progressing and take action to manage project-related tasks. Without actionable status reports, teams may fall victim to certain behaviors that can result in the failure of a project, such as downplaying project issues or letting risks go unmanaged.

Successful, actionable status reports highlight any and all deviations from the original project plan so that team members and stakeholders get a transparent view into how the project is progressing. This includes verifying project task statuses with corresponding actions that signify that a task is in progress or has been completed.

Effective status reports should inform their audience of what did and didn’t go according to plan. This enables them to function as powerful auditing tools that sufficiently describe how each phase of a project was executed, helping managers and team members to gather insights for future use.

Once a project has been successfully completed, project teams should be able to refer to the details of past status reports to learn exactly what strategies to use for future projects and which ones should be left in the past.

These are some of the benefits of using actionable project status reports:

Streamlined project health monitoring. Project health directly impacts your team’s ability to bring a project to successful completion, so it’s crucial for project managers to monitor it closely over the duration of a project. Project health is determined by the status of key project metrics such as budget variance, employee productivity rates , deliverable quality, and more.

Project status reports require managers to compile accurate project data regarding the status of each of these key metrics on a regular basis. With project status reports, project managers can efficiently track and share this information with their team and key stakeholders. This empowers those involved in the project at hand to offer actionable insights to improve the status of key project metrics, and ultimately the overall health of the project.

Enhanced project visibility. Project visibility is a key aspect of any successful project management approach. By consistently creating and distributing project status reports, management can successfully inform their team and key stakeholders of individual team member responsibilities, potential project risk factors, and how the project itself is progressing.

This constant flow of project information keeps the team accountable and increases stakeholder trust. When everyone involved in a project is on the same page, they will feel empowered to share their expertise and collaborate to bring the project to successful completion .

Improved stakeholder engagement. According to the 2020 KPMG report on project delivery performance, only 52% of companies think their projects are delivered to the satisfaction of stakeholders. This is most likely due to ineffective stakeholder communications , which often results in a lack of stakeholder engagement.

As a project manager, it’s crucial to engage your stakeholders over the duration of a project because they often have a wealth of relevant experience and knowledge that can help your team achieve set project goals and objectives . Project status reporting makes it easy for managers to share project progress and potential bottlenecks with stakeholders, empowering them to share their feedback.

Creating project status reports for different audiences

When creating a project status report, it is important to consider your audience. Will you be presenting this status report to your team, high-level managers, or high-level executives? Each stakeholder type will require a different level of reporting.

Let’s explore how to customize project status reports to different audiences:

Immediate team members and stakeholders

Immediate team members and stakeholders are employees who are directly involved in the daily work of the project at hand. This audience will expect their project manager to deliver a weekly status report that provides a robust view of how the project is progressing and what changes are to come.

Project managers should constantly update this status report with explicit project details so that it can be provided to the team quickly, if necessary. From this report, the team will get a quick recap of past project achievements, an overview of the challenges faced in the present week, and plans for the upcoming week.

High-level managers and stakeholders

High-level managers and stakeholders require a status report that makes them feel engaged in the projects that their project managers are responsible for. High-level managers want to access a high-level view of the project’s progression.

Those in management want to know how the budget is being spent, the quality of produced deliverables, and how your team plans to manage project risk . The purpose of these reports is to equip these managers with high-level talking points that they can use if their directors ask them about the status of the projects they oversee. In this case, project status reports can be sent to high-level managers either monthly or bi-monthly to keep them in the loop.

CEOs, directors, and top-level executives

Top-level executives typically seek information from their high-level managers to gain information about the progression of current company projects. Accordingly, creating status reports for the C-suite can help increase stakeholder buy-in and visibility.

These status reports should bring attention to the most important highlights of the project and include who is accountable for which action items. This helps create project transparency amongst top-level stakeholders and assures top-level executives that your team is capable of bringing the project to successful completion.

How to create a project status report

When creating your project status report, there are three factors you should consider: the past, present, and future of the project at hand. Simply ask yourself what goals have been achieved, what the current project goals are, and how you and your team will achieve those goals with the remaining duration of the project timeline.

Once you have considered these factors and collected the relevant information, follow these steps to create an effective project status report:

1. Choose a project status report template

It’s important to keep in mind that project status reports are formal business documents. To create a project status report that is both visually appealing and structured logically, use a project status report template.

Remember to choose a customizable project status report template that features all the necessary project status report subtopics, including:

  • Team accomplishments
  • Financial status updates
  • Potential risk factors
  • Issues occurred
  • Recommendations
  • Actionable next steps

The following image depicts a MindManager® project status template.

the report of status

MindManager’s project status template.

2. Input your team’s accomplishments

The accomplishments section of your project status report will detail the status of the task assignments that your team is trying to accomplish. Simply write the description of two to three of the primary tasks or deliverables for the current work period. Then, record the description of each deliverable and the due date.

Next, update the status of your deliverables by reaching out to the team members they are assigned to. Ask these team members for the percentage of the assignment that has been completed and the status of the assignment. There are three types of assignment statuses: not started, in progress, or complete. Record this information for each deliverable until all the task assignments have been updated.

the report of status

The accomplishments subtopic of the MindManager project status template.

3. Update the status of the project budget

The financial status section of your project status report keeps track of the project expenditures and compares them to the planned project costs. If there is a variance in these two amounts, make sure to explain why. This information will help your team keep track of their financial spending and maintain budget transparency with key stakeholders.

the report of status

The financial status subtopic of the MindManager project status template.

4. Assess potential risk factors

The risk subtopic of your project status report should discuss the potential risks that your team may run into when completing their task assignments. Each risk should be properly identified and assessed, including the probability of the risk occurring, the impact of the risk, and the priority level of the risk.

Be sure to note if any of the risk factors have changed since the last status report. For instance, if the probability of a risk factor has increased since the status report, record the probability increase and a description of why this risk factor is more likely to occur in the future.

the report of status

The risks subtopic of the MindManager project status template.

5. Address any issues that have occurred

This subtopic of your project status report is quite important because it details the issues that your team has run into over the duration of the project and how those issues will be addressed . Your team’s ability to complete these tasks will directly affect the probability of your team bringing the project to successful completion.

Each issue that your team comes across should be described in detail including the impact it has had on the project, its target due date, its status (e.g., not started, in progress, or completed), and the method of issue resolution.

the report of status

The issues subtopic of the MindManager project status template.

6. Make recommendations

This section provides teams with space to meaningfully reflect on the progression of the project so far. Review the task statuses, budget updates, risk factors, and issues that have occurred.

Consult with your team and key stakeholders to look to the future and make recommendations on how the team can make process improvements to keep the project on track. List these recommendations in detail so that your team has a detailed reference for the future.

the report of status

The recommendations subtopic of the MindManager project status template.

7. Create actionable next steps

To get the most out of your project status report, make sure to highlight the next steps that need to be taken to push your project forward. In the next steps subtopic of your status report, define the actionable next steps (otherwise known as action items ) that need to be taken.

When writing the next steps, be sure to include the action itself, the objective of the action, and who is accountable for the action. This will help you ensure that any project issues that must be addressed or tasks that need to be completed will be dealt with appropriately and in a timely manner.

The next steps subtopic of the MindManager project status template.

How MindManager can be used to create a project status report

Creating project status reports can seem like a daunting task without the appropriate tools. MindManager is a dependable mind mapping tool that offers users a wide range of project management templates that can be used to create comprehensive project status reports for your team.

Since MindManager is a digital platform that features co-editing capabilities , you can enable your team to update the status of their assigned tasks on their own accord. This streamlines the project status report creation process, leaving project managers more time to identify and address opportunities for project process improvement .

MindManager also enables users to link important documentation directly to their status reports, providing stakeholders with the information they need to truly understand how a project is progressing towards its set goals and objectives.

Find out why companies use MindManager to create actionable project status reports. Download your free trial today.

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the report of status

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MindManager® helps individuals, teams, and enterprises bring greater clarity and structure to plans, projects, and processes. It provides visual productivity tools and mind mapping software to help take you and your organization to where you want to be.

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Special Counsel Report ‘Went Off the Rails,’ Biden’s Lawyer Says

Allies and White House officials defended the president after the release of a report that cleared him of criminal wrongdoing in a classified documents case but raised new concerns about his age.

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President Biden, wearing a dark suit and blue tie, outside the White House.

By Zolan Kanno-Youngs

Reporting from Washington

  • Feb. 11, 2024

White House officials and Democrats fanned out to defend President Biden’s mental fitness on Sunday, reflecting the rising anxiety in the president’s administration over a special counsel report that fueled concern about his age.

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Mr. Biden’s allies have also doubled down on a campaign strategy of framing the election as a choice between Mr. Biden and Mr. Trump, whom they paint as a threat to democracy and who faces charges over his own handling of classified documents. Mr. Trump, 77, recently confused the leaders of Hungary and Turkey, warned that the country was on the verge of World War II and claimed that he defeated Barack Obama instead of Hillary Clinton in the 2016 election.

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“What our nation should focus on is the way that Donald Trump is undermining rule of law, democracy and our safety as a nation,” Senator Chris Coons, Democrat of Delaware, said on ABC’s “This Week” when asked about the special counsel’s report.

But it was clear on Sunday that Mr. Biden’s aides and allies also felt a sense of urgency to attack Mr. Hur’s report and persuade voters concerned over Mr. Biden’s age.

“The actual issue is not going to go away,” Quentin James, a co-founder of the Collective PAC, an organization that aims to elect Black officials, said in an interview. “I think the only way to beat it is again to get out there on the road and campaign really hard. And that’s what we expect from any other candidate, regardless of your age or experience.”

Mitch Landrieu, the co-chair of Mr. Biden’s campaign, said on “Meet the Press” that Mr. Biden had already traveled across the country throughout his presidency to describe his domestic agenda.

“It is this ad hominem attack that questioned the president’s capacity,” Mr. Landrieu said of Mr. Hur’s report. He added: “This guy is tough. He’s smart. He’s on his game.”

The White House has also made a point of dispatching officials with prosecutorial backgrounds to attack the credibility of the report. A day after it was released, Vice President Kamala Harris cited her time as a prosecutor as she described the report as “gratuitous” and “politically motivated.”

Erica L. Green and Karoun Demirjian contributed reporting.

Zolan Kanno-Youngs is a White House correspondent, covering President Biden and his administration. More about Zolan Kanno-Youngs

Biden’s Mental Acuity Under Scrutiny

Comments about president biden’s age and memory in the special counsel’s report have captured democrats’ fears ahead of the november election and fueled republicans in their efforts to cast the president as weak..

An Age-Old Question: How old is too old to be president? The report has thrust the issue back into the spotlight  just as America seems poised to elect a commander in chief well past typical retirement age, no matter who wins in November.

Implications for 2024 Election: Why is the age issue hurting Biden  so much more than Donald Trump? Both are over 75, but voters are much less likely to worry that Trump is too old to serve .

Voter Reactions: To Americans in their 70s and 80s, the renewed questions swirling around Biden’s age have resonated in deeply personal ways . Many agree that it’s an issue, while others feel the criticism of Biden is insulting.

Rebuffing the Report: Vice President Kamala Harris and other White House officials have sought to discredit the report , suggesting that it was more of a political attack than an unbiased legal document .

The Science of Memory Loss: After the report’s release, medical experts noted that the special counsel’s judgments on Biden’s mental health did not appear to be based on science .

A Protective White House: Biden’s top aides have created a cocoon around him out of concern that his mistakes could be amplified and damage his image. The events that followed the report’s release emphasized those risks in striking ways .

Status.net

Best Status Report Templates [25+ Free Samples]

By archtc on December 27, 2022 — 7 minutes to read

  • Types of Status Reports: Free Resources and Downloads Part 1
  • General-Purpose Status Report Template Free Download Part 2
  • Additional Sources Part 3
  • How to dramatically reduce the time you spend creating reports Part 4

What is the purpose of a status report?

  • The primary purpose of a status report is to present updates on a project or activity, monitor its actual progress versus the targets, discuss issues and challenges encountered during the reporting period, and other matters which may need the attention of stakeholders.

Types of Status Reports

Employee status report.

An employee status report documents an employee’s performance, activities, and accomplishments in a given period. It may take a form of a manual logbook that the supervisor may look at, or through an email to be sent to the supervisor.

Check this article about employee status reports for best practices and free downloads

Department Status Report

This type of status report provides an account of the accomplishments of a unit or a department in a given reporting period and an overview of the financial details, production status, and other matters concerning the department.

How to write a department status report + free templates

Executive Status Report

An executive report provides a high-level summary of all updates and progress of a project and is submitted to the top management of an organization or a company. Due to their limited time, top officials may not have enough time to go over a full detailed report, that is why this type of report is prepared. The ultimate goal of this report is to tell whether the project is progressing as planned and to determine ways of catching up if the project is behind its schedule.

All about executive status reports with samples

Financial Status Report

A financial status report is a summary of all fund disbursements, general fund status, and budget adjustments. Generated at the end of a reporting period, it is usually submitted to business managers, the board of directors, investors, stakeholders, auditing bodies, and the government.

Learn more and download a free sample of a financial status report here

Client Status Report

These are a brief but detailed account of the work accomplished which are submitted to the customer or client on a regular basis, depending on the agreement. Aside from work accomplishments, it also discusses the questions or problems encountered by the team which the client may also need to look into. This type of report also provides a preview of what is going to happen in the following week or month.

This article about client status reporting contains a free template and a guide

Implementation Status Report

An implementation status report serves as a documentation of the project’s history and may be used later in the evaluation, review, and analysis of how the project went through. Through this status report, stakeholders are informed of the status of the project implementation in terms of schedule, scope, resources, costs, etc.

Check this one for a free implementation status report template and best practices

IT Status Report

An IT status report presents the status of the information technology in a company or in an organization containing updates on the overall status of key IT initiatives, accomplishments during the reporting period. An excellently written IT report can present the valuable contribution of IT in the organization which other officials or staff within the company may not easily understand.

In this article we provided useful tips for writing an IT status report with a free template

Marketing Status Report

A marketing status report provides updates on the status or progress of a marketing campaign and is generated monthly to serve as the basis for critical company decisions on its marketing policies and other related matters. Through this report, the organization can see whether the marketing campaigns are performing according to plan and which among the marketing activities are actually delivering results.

Marketing status report template free download

Quarterly Status Report

Quarterly reports provide a strategic balance between long- and short-term vision to help initiate changes within the organization or company. It helps generate necessary data for the company that is reliable and credible.

Article about quarterly status reports: best practices, tips, free template

Scrum Status Report

A scrum status report provides a list of values delivered to the project such as features developed and requirements satisfied. The report should be able to keep the team and the client updated on the progress of the project which has actual business value.

Scrum status report free template

Team Status Report

The team status report provides a detailed summary of accomplishments and activities done by the team to carry out a project. It is a reliable way of keeping the team on how the project or the tasks are progressing and where these are heading.

Team status report: free examples and templates, how-to’s

Daily Work Report

A daily work report is an essential tool to ensure that employees are on track with their performance targets and also to monitor their progress. It also lets the supervisors see what the staff did on a particular day and what he or she plans to do the next day.

How to write a daily work report + templates

Business Development Status Report

A business development status report provides a better overview of business opportunities a company or an organization has. It also accounts of the progress of activities conducted by the firm to enhance its business, policy, and operations.

Business development status report: free template and best practices

QA Daily Status Report

Quality assurance teams execute tests to simulate actual usage of a product and find out if there are defects. The status and the results of these test are often contained in a QA daily report. This report is provided not only to the product developers but to the other stakeholders, too.

How to build a daily QA status report with template

Summarizing how an employee spent his time on the job, a daily work log creates a detailed picture of how the employees spent their day. It helps the supervisor and the employee understand how productive the day went by.

Daily log template and how-to tips

Daily Report

A daily report is prepared by an employee detailing how they spent their work day, including their achievements and challenges. It also enables the team manager to have an overview how the team’s project is progressing.

Weekly Status Report

A weekly status report is a summary of all work done during a week and how these tasks contributed to the completion of project or assignment. It is also a helpful tool for the manager to monitor the performance and the progress of this team.

Best practices and free templates

Weekly Sales Report

Helping the management to assess the company’s performance in terms of sales, a weekly sales report affects major decisions related to business development, recruitment, salary increases, and other aspects of business operations.

Here are some general tips on how to effectively write a status report:

  • Find out the exact information required to be in the report . It is important to get the information from the persons involved to minimize time and effort to be spent on making the report.
  • Find out if there is a standard format or template for the kind of status report . With a standard format, it will be easier to determine what information should be included in the report and there is a lesser chance of missing out on important things.
  • An ideal report presentation should discuss the accomplishments first, then the plans, and then the other matters on the third part . Bottlenecks, issues, risks, and other important concerns may also be discussed in the third part.
  • Just like any work-related documents, a status report also reflects the personality of its creator . If it is free from typographical errors, impeccably prepared, and well-thought, it shows the personality of the writer of the report.

Status Report Free Download

If you need a general-purpose status report, check this free sample:

status report template

Click Here to Download Status Report Template XLSX

—————————————————————————-

You can also use the following templates on ProsperForms :

weekly project status report form template

Edit and use this template

weekly status report form template

  • How to Write a Project Report + Free Template Download
  • How to Write a Smart Monthly Report + Free Template Download
  • How to Write an Agile Status Report + Free Template Download

the report of status

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3 June, 2019

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A Beginner’s Guide to Project Status Reporting

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By   Ben Aston

It’s not enough to deliver your projects. You also need to let people know. That means l earning the basics of tracking progress and project status reporting.

Your project sponsor, teammates, and stakeholders all need regular project status reporting. It lets them track the momentum of your project. And that gives them confidence in you. They want that… and you need it.

So, for this week’s guide, we invited Ben Aston to tell us all about project status reporting. Ben is the founder of The Digital Project Manager . He’s been at the sharp end of client relationships for over 10 years, at top agencies. And he’s delivered digital projects for major brands in many sectors. These include automotive, utility, FMCG, and consumer electronics. (FMCG: fast-moving consumer goods)

A Beginner’s Guide to Project Status Reporting

So, what is Project Status Reporting?

‘Project Status Reporting’ can refer to many things. For example:

  • Reviewing and documenting basic information, like hours logged or budget spent.
  • Providing updated timelines of how long certain tasks are taking to complete.

Project managers use reports to keep people informed:

  • the project team
  • sponsor and project board
  • clients or customers
  • other stakeholders

Status reporting is part of the Monitoring and Controlling of a project. This is during the implementation, or delivery, stage.

You’ve already done all the preparation and planning. Now you are making progress and monitoring your successes and challenges. The Monitoring and Controlling process is vital to course correcting your project if something isn’t working. That’s why tracking and reporting are so important.

The Project Lifecyle - Monitor & Control

Why it Matters?

There are plenty of benefits to progress reporting. And these include:

  • identifying risks
  • cost analysis
  • visibility of key information
  • maintaining control
  • learning from the process
  • accountability

Sharing progress will assure your client and your team that everything is on track and on budget.

Regular progress reports also help to keep lines of communication open. You’ll be glad of this, if something needs approval, or goes awry. Your project reporting process can help build relationships as well as manage expectations.

What I Will Cover

There are two different aspects of project status reporting that I will cover here:

  • Status reports . These are usually written or visualized. You will share them with stakeholders with some regularity.
  • Status meetings . These may be less frequent. But they involve a face-to-face session that allows more dialogue between everyone involved.

Both are important to the process of your project.

Part One: Project Status Reports

Project status reports are, fundamentally, a record of your progress. They keep all parties accountable to one another and the overall project.

You will create and distribute them on a regular cycle:

  • fortnightly
  • or whatever schedule you, your team, and your client agree on.

They are more than just productivity checks, though. Status reports can help you mitigate risks and course correct before things get out of hand.

What is a Project Status Report?

A status report may be a single item or a number of formal and informal notes that work together to convey important details about:

  • forecasts, and
  • future plans

You might use simple graphics to make information easy for your readers to follow. For example:

  • Labelling individual tasks might with RAG health indicators
  • Using a dynamic timeline to show where you are in your project process

There is no right or wrong way to build a status report. But there are some best practices that I’ll go over below. You will find that every team, project, and client will want a different approach to reporting.

How and Why to Use Status Reports

One benefit of project status reporting is to connect your work to your client’s expectations. From the start, a good status report will:

  • define the project’s workflow
  • leverage any flex in the current schedule
  • highlight inter-project dependencies (between tasks or different departments, for example)
  • track resource usage
  • map and learn from any errors or course corrections, and
  • reinforce ongoing (and sometimes changing) deadlines

Where to Get Your Data

Project scheduling tools can help you access real-time information. That will allow you to build dynamic status reports, that reflect anything from:

  • individual tasks to
  • a larger picture of a full projects

You can pull custom reports from dedicated software, or collect your own data and plot it as you see fit. Most organizations look for a balance of both , to craft the type of report that best suits their needs.

How to Write a Good Report

How do you write a good status report? Here are nine tips to get you started.

1. Tailor reports to each individual client

This probably sounds obvious but it’s a good thing to reiterate. Every client will have their own priorities in mind. So, your status reports must meet these expectations. Here are some typical examples of what clients want or need:

  • the amount of time and money going into each task
  • how are you meeting their target numbers (say, social engagement)
  • performance against budget or schedule plans
  • an outline of every potential risk and reward scenario so that can feel in control of the process

And, of course, some want all of the above – and more!

So, as you start a project, ask your client what is most pressing to them. It may be key measurements, statistics, or specific questions. Then, use your project status reports to boost their confidence in these areas.

There is nothing wrong, by the way, starting with a standard template report format. If you’ve used it before – particularly on a similar project – this is a great short-cut. But the message is that this should be your starting point only. You should always adapt a template to your and your client’s specific needs.

Templates Make Projects Efficient

Project Management Template Kit

Get a head-start in defining, planning and documenting your projects.

Download – ​Adapt – Complete

Rapid access to effective management and accountability for your projects.

Why not t ake a look at the OnlinePMCourses Template Kit today?

2. Keep it short and sweet

Clients that have time to read a weekly 10-page status report are few and far between.

Respect people’s time. Make sure you are conveying information that is useful and actionable for them. For ongoing status reports, try keeping them to a page or less. Quickly outline:

  • whether any action is needed or not (approval on a budget increase, for example).

3. Break it into easy-to-identify parts

First, this give your reader’s eyes a break and makes your report more readable. But second, it can help if the same report is going to multiple people.

Each person who receives your status report may have a different interest or area of expertise. Make sure it is clear and easy for them to find what they want, without reading the whole thing from start to finish.

4. Define technical terms in context

Not all of your clients or stakeholders will be completely familiar with all the jargon. So, don’t assume they will understand it all.

Break things down for them in easy-to-understand language. And provide definitions where it would be helpful. Also, if you use acronyms, spell them out the first time you use them. Even if people have heard them before, you don’t want to make them go looking for answers.

5. List goals (and how they relate to the big picture)

Goals can change as your project evolves. For a status report to work correctly, it must give your project status against particular goals and milestones.

So, make these clear in your report, to make sure everyone is on the same page right away. Use language that you’ve agreed-upon with your stakeholders already, to state these goals. This way, your client will feel heard and understood. Then, relate your status updates back to these goals as often as possible.

6. Consider both short- and long-term planning

Your reports need to cover all time-horizons relevant to your project. Usually, you’ll focus on the near-term. But good project status reporting needs to alert readers to trends that allow them to act early to address future problems.

7. Leave room for changing conditions

status report without a context is not helpful. So be sure to reference any changes in internal or external circumstances. This will allow readers to properly assess your information, and make robust decisions.

8. Visualize your data (like with Gantt charts)

People like pictures. The more you can show rather than tell, the better. Certainly, some forms of graphical representation take time to understand. So, if you are using complex images, I recommend you spend time with your stakeholders, helping to familiarize them with your graphics. This way, they will be able to:

  • read them easily
  • draw correct interpretations from them
  • ask good questions

9. Be consistent in how and when you report

First, a regular cycle sets up expectations among your readers. They can make plans. But second, it also allows you to plan a regular rhythm to your project – the project heartbeat.

The free OnlinePMCourses Project Management Fundamentals course refers to project heartbeat in the ‘Deliver Your Project’ module.

However, don’t be afraid to review your reporting cycle from time-to-time. If your project changes pace or hits a critical period, you may want to report more often. Or, if it goes into a slow, steady phase, you may want less frequent reports.

Part Two: Status Meetings

Many people like the feeling of a face-to-face meeting. They find it a more effective form of communication that simply reading a report. It lets people:

  • ask questions
  • hear teammates and colleagues respond to them in real-time
  • discuss and brainstorm ideas
  • build relationships

And effective meetings are important for other reasons too. Thse don’t work so well inwritten for, like:

  • conflict management
  • decision-making

Status meetings will enhance your project status reporting process. In rare occasions, your client may only expect you to provide one or the other: reports or meetings. In most cases, you will want to use a combination of the two.

  • Status reports tend to be more frequent, and require little time.
  • Status meetings will often take up larger chunks of your workday. But they do offer the option to dig deeper into each issue.

What a Project Status Meeting Involves

Status meetings involve pre-booking a time and place. This can be a physical or a virtual meeting. It allows an in-person status update.

A meeting can be somewhat more challenging to organize than a written report. Because it needs everyone to carve out a slice of their hectic schedule to come together.

Anyone who has worked in an organizational setting will appreciate how challenging this can be. However, status meetings are a vital, precious resource. They are most often well worth the time and effort you put into them.

The How and When of Status Meetings

Where possible, schedule in recurring status meetings at the start of any project. If everyone involved knows to keep the first Tuesday of the month free for your status meeting, it will save you a lot of hassle later.

This isn’t always possible, though. Even pre-scheduled events will have to get bumped due to unexpected schedule conflicts:

  • Business travel
  • Family emergencies
  • and so forth

However, always ask whether the person who is indisposed really needs to be present. You are sure to find that meetings will become a valuable part of your client relationships. And you have plenty of choices:

  • video conferencing
  • e-conferencing (Skype, Zoom, Google Hangouts, Facetime)

Why You Need Status Meetings

Status meetings give you a chance to present your data in person, putting a face to the information.

Why is this important? It can boost confidence in your project, particularly when addressing risks or concerns. A text-based status report may come across as technocratic, sterile, and uncaring. But, an in-person presentation can reinforce your dedication to the project. You can show that you care about every issue and bump in the road.

Status meetings also give the client a chance to respond to your points. This may come in the form of questions, like:

  • ‘Can you explain what X means?’ or
  • ‘Can you try X or Y?’ or even
  • ‘I’m concerned about X, can you justify your choice?’

These may be questions that you hadn’t considered, or information that you didn’t think was pertinent. Either way, it will prove valuable to you going forward, so long as you’re paying attention.

This real-time interaction gives you a glimpse into your client’s mind:

  • What makes them tick?
  • What do they focus on?
  • Where is their knowledge lacking?
  • Where does their knowledge excel?
  • What do they care most about?

These considerations can help you better tailor your communication to their unique needs.

Personalities

These types of meetings will also help you glean details about personality types and quirks.

  • Is someone obsessed with numbers, while someone else likes nuanced narratives?
  • Does one person prefer visual information while another prefers verbal?

You can, and should, ask these kinds of questions during a status meeting.

Personal Impact

Most important, status meetings let you sell yourself and your ideas. There is a reason why you were chosen to work on this project over anyone else. You have something to bring to the table and status meetings are your chance to shine. Status meetings are a space where you can show your professional assets. You can be creative, articulate, energetic, optimistic, excited, and passionate. These are things that are not easily measurable and are best portrayed face-to-face.

Tips for Success

Keep it concise and on track.

Plan your project status meetings in advance. Then follow your agenda. You dot want to stifle good c o nversation, but keep it relevant. Take other issues off-line, unless there is a pressing reason not to do so.

Handle questions and concerns with grace

Questions are questions – not a challenge to your authority. And concerns are important to the people who raise them. So, a defensive response is not just a waste of time. It’s inappropriate and undermines your professional standing. Listen with care and respond calmly.

Admit when you don’t have all the answers (but have a plan to get them)

If you don’t know, say so. It’s not your job to have all the answers. Although that’s not a license for poor preparation. But, it is your job to know how to get the answers. So give assurance that you have a process to follow, and offer a hard deadline for a full response.

Leave time for pleasantries and some small talk – get to know one another

‘We don’t have time for that!’ Yes, you do. It doesn’t take a lot of time. And relationship-building is essential:

  • Leave space at the start for chat
  • Introduce new people to the group, and
  • Finish early so people can discuss the meeting informally

How can you prove the value in your work? How can you define success and mediate failures?

These are necessary parts of any project.

Without a doubt, you will need status tracking, reporting, and meetings in your Project Management career. Being able to create a professional status report or meeting is a valuable skill. It will go a long way in building professional relationships with clients and even your own team. Never underestimate the power of a good status update via a report or meeting.

What is your take on project status reporting?

Mike and Ben would love to hear your thoughts, and we’ll respond to any comments you leave.

If you liked this article, you might also like a companion article by Ben, on his own website: ‘Keep Your Project On Track With Status Reports’ .

Mike Clayton, founder of OnlinePMCourses, writes most of our articles. He has also contributed numerous articles to ProjectManager.com. So, if this article has been of interest, we encourage you to take a look at their  project reporting software .

A Beginner’s Guide to Project Status Reporting

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The Tara Blog

How to Write a Project Status Report in 5 Simple Steps

Do you know how close your project is to achieve its set goals? Is your project on track to hit its goal within the set budget and timeline? Is the client aware of the blockers your team might be experiencing? 

You’re in trouble if you’re the project manager and don’t have quick answers to any of these questions. 

As the project manager, you must be aware of the project’s progress at all times. Even more important, the project stakeholders must stay apprised of the project’s progress throughout the development cycle. And the best way to make that happen is through a project status report.

So, here is what you’re going to learn today:

  • What is a project status report?
  • Importance of project status reports
  • Types of project status reports
  • What’s contained in a project status report?
  • 5 steps to write a project status report

Let’s start.

What is a Project Status Report?

A project status report is a high-level overview describing project progress within a specified time period. It then compares the progress against the project plan. 

Most project status reports are presented to teams in a visual way using graphs, charts, and other diagrams. This helps your team understand the report quicker. Below is a project status report example.

Project status reports are compiled consistently throughout the project. They highlight critical project elements like:

  • Cost, budget, and other financial resources
  • Project scope
  • Project schedule
  • Milestones and timelines
  • Completed and outstanding tasks
  • Issues or risks and how they are being handled

A good project status report should have action points. This is especially important when covering the blockers encountered in the project. It’ll help all key stakeholders know what they are up against and the steps they can take to manage the risks and roadblocks.

We also recommend writing simple project status reports. They should be free of technical jargon, as not all stakeholders are industry experts. 

Moreover, it’s advisable to create these reports as regularly as is necessary. Don’t be that kind of project manager who only delivers a report when something goes wrong. That’s not the image you want to portray to your clients.

Create these reports regularly to ensure everyone stays in the loop about what’s happening with the project. This is one of the best ways to ensure complete visibility. It keeps both your team and stakeholders happy. Happy stakeholders are good for your business .

Importance of Project Status Reports

The project status report provides clarity on the project’s progress. They’re also vital for keeping all stakeholders on the same page.

Let’s take a closer look at the benefits of compiling a project status report.

1. Monitor Project Health Easily

No one likes to be blindsided. It’s also every project manager’s worst nightmare to reach the end of a project only to realize that you’ve been off track the whole time. This will cost your company lots of time, money, and resources.

A healthy project stays aligned with the project plan. And regular project status reports help to frequently keep you and your team updated on the project’s health. 

In case you find something that’s not aligning, you can quickly adjust and return to the original plan.

2. Streamline Communication with Stakeholders

From goal-setting to project completion, communication is key to project success. It keeps all teammates in tune with the project and with each other. This boosts teamwork, which is a vital element for project success.

the report of status

Writing a project status report goes a long way toward connecting all project stakeholders. Moreover, you’ll get the stakeholders talking. They’ll start sharing recommendations on how to address any identified roadblocks.

3. Proactively Discover Project Bottlenecks

If you come across risks and hindrances while executing the project plan, your project status report will let others see the bottlenecks and what you’re doing to resolve them.

Risks can be a horror story for project managers, especially when they come close to the deadline. They can cause:

  • Delayed project delivery
  • Revenue losses
  • Project failure

With frequent project status reports, you can identify project roadblocks fast and address them early. You can also find the source of the blockers and get them out of the way. This stops the risks from adversely affecting your project timeline.

4. Outline Key Action Items

Project status reports highlight task owners and show who is responsible for each deliverable. They record past events, actions, and decisions. This helps amplify the project goals, action items, and next steps for each phase.

Here’s an action item template example.

The insights from these reports will help you make informed decisions moving forward. For example, you’ll be able to track tasks that are taking longer than expected to complete. Or team members that usually take longer to complete their tasks. 

Whatever the case is, you’ll have actionable information to make the right decisions and keep the project on track.

5. Improves Project Cost Management

Project status reports will help you prevent cost overruns. Project cost overruns affect the current project and inhibit your ability to execute future projects. 

With timely project status reports, you’ll stay on top of the following:

  • The approved project budget
  • Resource requirements
  • The cost estimates
  • Current expenses
  • Project expenditures 

The project status report will help you keep expenditures in check and within the approved budget.

Types of Project Status Reports

The four main types of project status reports are daily, monthly, annual, and weekly project status reports. 

Daily and weekly reports are sent to teammates with whom you share daily tasks and deliverables. This helps you beat daily task deadlines and achieve project milestones. 

Meanwhile, monthly project status reports give you a clearer picture of how your project is doing. 

Here is a sample monthly project status report:

the report of status

We recommend preparing a weekly status report for close teammates. You can create a monthly or bi-monthly report for high-level managers and stakeholders.

Creating these reports should also be straightforward if you use the right project management tool.

For example, our platform Tara AI generates automated weekly or biweekly sprint reports. You can also have these reports delivered to your Slack channel automatically. This takes the hassle out of creating project status reports. 

the report of status

So you can spend less time switching between random sheets to create reports and more time spearheading your team toward project accomplishment.

What’s Contained in a Project Status Report?

There are multiple project report writing templates online that you can use to create your own reports. However, you’ll notice that they all have different formats. That’s because reports are meant to be custom and made to fit specific needs. There’s no one-size-fits-all project status report template out there. 

Nevertheless, every project status report should have these six key elements:

1. General Project Details

These details are unique to every project and will help you keep your reports organized. Include this information on the cover page of the report. 

General project details include the project name, project code or ID, project managers and key team members, project start and end dates, and the report’s date and timestamp.

2. An Executive Summary

This is a summary of the critical details in your report. The reader can see what to expect from the report and the project’s overall health at a glance. In our opinion, this is one of the most critical sections of a project status report. 

Include details like project goals, scope, deliverables, progress, key milestones, risks, and financial details.

the report of status

Indicate the current status of the project here using visuals like colors. For instance, use green to show completed tasks, amber to show tasks in progress, and red to show pending tasks. You can add a key to show what each color means.

3. Project Budget

Highlight your expenditure, costs, budget, and other financial resources. Remember to mention if the project is on, under, or over the budget.

4. Project Milestone and Task Review

Show the percentage of milestones completed, individual project tasks, planned start and end dates, and the actual start and end dates. 

Use graphs, charts, and tables to make this section easier to understand and more engaging.

5. Project Bottlenecks or Risks

Note down any potential risks to project success. You should also highlight how you plan to mitigate these issues.

6. Quality Assurance 

In this optional section, ask yourself whether the project will meet the intended quality standards. If not, then show what improvements need to be made for it to do so. 

This is a great way to win stakeholder trust. It shows your deep understanding of the project and your commitment as a team to handle every issue that may compromise the final product’s quality.

7. Project Team Status

Here, you group teams into departments and show their responsibilities. Reveal their scheduled, completed, pending, and upcoming tasks. 

Visualize this data along with general team progress for ease of understanding.

5 Steps to Write a Project Status Report

Let’s now get into the process of writing a comprehensive project status report. Follow these five steps:

1. Figure Out Your Target Audience

Knowing your target audience helps you deliver what matters most to them. It also informs you how to prepare the report. 

For example, if you’re writing a report for your teammates, you’ll have the liberty to expound on each detail and even add a few technical words.

But high-level CEOs, investors, and stakeholders have very limited time. So they skim through reports to get the bigger picture. Therefore, using visual aids and highlighting the most important details will help you reach this audience more effectively.

Here’s an example.

the report of status

Also, you’ll want to avoid using technical words for this audience. 

The bottom line is you should always prepare the report with your target audience in mind.

2. Assemble Your Data from All the Sources

Collect data from all project departments before sitting down to write your project status report. It’s challenging and time-consuming to compile data for big, complex projects manually.

In this case, a project management tool will help you have all the information in one place. This allows you to get all project data from multiple departments in one place. These tools will help you in resource management and team collaboration too.

3. Put Together Your First Draft

You’ll first want to outline your key segments so you don’t leave any out. 

With the outline in place, start writing your report and inputting data in each section. If unsure where to start, you can use a template for inspiration and customize it to your needs.

4. Cover All the Project Aspects in Detail

All your sections should be explained in detail. But remember that your project status report is only meant to give readers a glimpse of the entire project. 

Therefore, do not overload the status report with too much information. Additional details can be provided upon request. 

5. Create a Compelling Executive Summary

This is a key part of the report. It may be the only thing that top-level stakeholders and investors read. So make it interesting. 

Include project goals, key deliverables, progress, health, milestones, risks, and financial details. 

A project status report is a document that describes project progress within a specified time period. It then compares the progress against the project plan. 

A status report helps you streamline communication, predict project bottlenecks, monitor project health, and improve team productivity.

We have discussed the types of project status reports, what you’ll find in it, and the five steps to creating an effective report. Remember to add visuals to your report. They are effective in aiding report understanding.

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  • Stephanie Morillo

What are Status Reports and Why are They Important?

Person typing a report on a laptop

The status report: at once humble, mundane, necessary, and misunderstood. Often seen as a trivial exercise undertaken by PMs primarily (I get the sentiment; I am a PM after all), it’s easy to gloss over if the contents are irrelevant to recipients, if they only rehash of information everyone on the list has, aren’t tied to objectives, or if they are poorly written. But what seems like a tedious communiqué that “nobody reads” can actually help teams increase substantially in the following ways. They:

Save time recalling information : If your stakeholders are constantly reaching out to you for the same kind of information, status updates save you time. You can always point people to the report whenever they want to know what’s going on, and if your team is asked to put together a presentation or report, you’ll have the content readily available to pull from.

Increase visibility to high impact projects : If your team’s work isn’t well understood, or if your team is struggling to get attention on a project, a status report can bring that front and center by explaining the project’s goals, intended impact, and documenting progress to date.

Keep the team focused on objectives : It’s easy to “set it and forget it” when it comes to team OKRs, but referencing your team goals consistently in status reports and tying your work back to those objectives helps your audience understand what your team’s priorities are and how they align with business goals.

Track important metrics : If stakeholders depend on your team for reporting metrics, a status update is a great way to share those out frequently.

Open the door to collaboration : By creating visibility, you invite others (including teams/individuals you haven’t worked with before) to collaborate on projects that may also align with their goals.

You may be thinking: we already have dashboards/project boards/backlogs/decks that contain this information. That may be true, but one sobering truth is that many stakeholders don’t refer to these resources frequently . Why? Because these assets don’t provide necessary context and don’t tell a narrative about your work . Dashboards, charts, backlogs, and even decks give information in its raw form; they are the what, not the why. No one wants to read a report that sounds like a copy/paste of a spec in a Jira ticket. People want to know what a team's output means in context: does this work impact a larger initiative? Does it affect work downstream? Are we blocked by another team upstream? Status reports turn this information into insights that stakeholders can use or take action on.

In this post you’ll learn what a status report is, who reads them, what questions status updates can answer, and how to format them for your audience. The goal is to help you identify the types of content and structure that will provide the most value for your report’s recipients.

What’s a status report?

A status report is a summary of a team’s deliverables, projects, and priorities in the immediate term. They provide progress on deliverables, plans, decisions, process changes, and blockers. They answer key questions stakeholders have and they point stakeholders to where they can find more information about projects, requests, and programs owned or managed by a team. They include key metrics that stakeholders care about. In other words: status reports are snapshots of what your team is working on and the primary audience is anyone who works with your team directly.

For status reports to be an effective form of communication, they should be published on a regular cadence. How often depends on many factors, like project velocity, roadmaps, and scheduled planning. There’s no right or wrong: they can go out weekly, biweekly, or monthly. But ensure your stakeholders know when reports will go out.

Who reads status reports?

Like any other communique, a status report has multiple audiences, each with a different level of interest and interaction with your team:

Primary audience : your team, direct stakeholders, and partner teams. You collaborate with them frequently and they depend on your team’s deliverables for their own work streams.

Secondary audience : “sister” teams, program managers who work with your team indirectly (they’re cross-functional and maybe they reach out to ask for reporting), your manager’s manager (and maybe their manager).

Tertiary audience : potential partner teams, leadership at a much higher level.

Expect your status reports to get forwarded and read by people outside of your primary audience. It doesn't mean you have to explain every small thing for people who are unfamiliar with your domain, but you should expect to provide — or point to — information that explains something in more detail.

( Read this post to learn more about the three audience types who engage with content .)

What should status reports contain?

The report should satisfy the needs and frequent asks you get from your primary audience. Here are some questions your status reports can answer:

What do my teammates need to know?

What were we able to accomplish in the previous period?

What was the outcome?

What are we working on next and why?

What changes have been made to our workflows, processes, or programs that impact our stakeholders?

What questions do we have for stakeholders?

What are the problems we’re facing and why?

What are we doing to solve those problems?

What information do we get asked to provide most often?

What metrics do we care about? Do we report current performance against our targets?

The type of content your team chooses to highlight will depend on your team’s goals and your stakeholder’s needs. Don’t be afraid to ask your primary audience for feedback and to iterate on your status reports to make them more helpful for stakeholders.

In terms of structure, here’s what you should keep in mind:

Layout : Status reports should be structured in a way that is compatible with how your organization synthesizes information. If you’re in a company that uses email extensively, a newsletter format may work best. If your company instead prefers sharing updates in a news feed (think Yammer or Workplace), post a short summary highlighting a few key items and link out to a more fleshed out report that’s hosted somewhere accessible, like your team’s drive or Wiki.

Format : Make it easy to skim. Use bulleted lists in lieu of paragraphs with multiple clauses, bold or italicize important information, and use section headers where appropriate. Consider organizing longer items into tables for better readability.

Drafts : Save every status update draft to a folder in the team’s shared drive for quick reference, and to point people to it if they want to pull information from a specific period of time.

Reference material : Where appropriate, link out to dashboards, briefs, or tickets and backlog items for further reading. Include your team’s preferred contact information (like a distribution list, Slack channel name), and mechanisms for requesting work from your team (like a link to your team’s project board with intake questions).

Who should write the status report?

PMs (of the project, product, and program varieties) are usually responsible for crafting status reports, but if your team doesn’t have a PM, anyone can write it.

For engineering teams, I recommend creating a template that everyone can follow and rotating who is responsible for writing and sending it out. Someone else on the team can review the update before it’s sent. This gives everyone on the team the chance to write a report and to play the role of team spokesperson. (Bonus: creating a status report is one way of practicing your business writing skills, which is increasingly becoming important for engineers and developers. Learn four more ways to flex your writing muscles at work .)

Tip: Gergely Orosz offers a project status report template for paid subscribers of his newsletter.

In conclusion, status reports are communications that include summaries of team activities, a program/process announcements, and metrics reports. They also contextualize the team’s output by tying them to company/organizational goals and objectives. Finally, they describe the team’s rhythm of business and point stakeholders to references like documentation, intake forms, dashboards, and places to get in touch with your team.

Need help with your email communications strategy? Purchase T he Professional Writing Email Masterclass for actionable guidance to write better emails. Looking for more practical guidance around content creation? Purchase The Developer's Guide to Content Creation for content-related tips, exercises, and templates.

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The importance of effective status reports

the report of status

Believe it or not, collecting status in large organizations is a difficult problem; one that new leaders, in particular, struggle with and spend countless hours trying to figure out.

It’s easy to see why. Managers, and particularly those at senior-level, are expected to be able to represent their team’s work to their peers and upper management. Similar to how engineers are evaluated based on their in-depth knowledge of a particular system or tool, leaders are evaluated on their ability to answer the important questions of the moment about their organization. The easiest way to do this is through status reports. When they work well, status reports enable leaders to demonstrate a deep understanding of their team – inspiring confidence from their peers – and provide the ability to manage expectations, minimize unpleasant surprises, and brag about the great work that’s happening.

The problem is that status reports are boring. And while almost every mature organization has some version of collecting status, oftentimes it is rendered ineffective by inconsistency or indifference as our proclivity for the shiny and new wrestles with the mundanity of the boring and consistent.

What’s not working?

The common arc of the status report looks something like this: for many first-timers out there, myself included, we try to collect status via surreptitious or oblique means. We know our teams are busy. We know we never liked writing status reports when we were individual contributors, so now that we hold the power, why would we carry forward that misery? We spend our time listening intently during standup, diving deep into Jira tickets and dashboards, or trolling through commit logs trying to assemble a coherent picture from the disparate data points being gathered. As our organization grows, the time investment scales linearly with the number of folks in the organization. At some point, maybe around 20 engineers or so, we can no longer keep up. We are now spending hours piecing together a broader narrative from the slivers of context we can glean from commit messages, ticket updates, and Kanban boards.  We end up sifting through a lot of noise before we derive a good signal.

Instinctually, you know this broader narrative is important; it’s because our brains are wired for stories and drama, not data points. In order to get your colleagues engaged with your work, you need to craft the highs, the lows, and the greater promise of where we are headed to pique their interest. 

Eventually, you break down. It’s untenable to continue to underwrite the cost of manifesting mouth words from data points. You implement a high-pass filter in the form of asking your managers to deliver a weekly report. You’ve been in enough leadership meetings to get a sense of what your peers and execs are interested in, and create a template with three main buckets of information: what’s going well, what’s going poorly, and what’s on deck in the next week. The next few months are fantastic. You have recouped hours of your life. Every week, come Monday, you have a nice report from each of your teams and because it’s in prose and follows somewhat of a story outline, it’s easy to remember. For the first time in a long time, you walk into your leadership meeting feeling confident that you know what’s going on and you can represent your organization. Why did you wait so long to do this?

But as the next quarter or two go by, you start to notice your managers becoming less consistent with submitting their reports. They start coming in late. First by a day, then by two. At three days late is it even worth submitting since the next deadline is just a few days away? Then they stop submitting reports altogether. You mention it to them in your 1:1s and they acknowledge they’ve been slipping. They promise to do better. And they do – for a little while. But, before long, they’ve fallen back into inconsistency. 

You have a follow-up conversation with your managers. What’s going on here? You learn that from your manager’s perspective, they’re not getting any value from writing these reports. The hours you used to spend are now placed on their shoulders. They don’t really know who the audience is. Are they writing for you? Are they writing for another manager? There’s no feedback on whether they’re doing a good job or not. Is anyone even reading them anymore?

And this is where many efforts end: in a long, slow downward spiral into marginal usefulness. But, I implore you not to give up! Status reports are still very important – not only for all the reasons I’ve already mentioned, but also because as a leader they bolster your predictability core need . The day-to-day of running a large organization already has you feeling like you’re not in control; establishing a regular cadence of updates across your teams can actually make you feel safer and prevent you from ceding to the worst expressions of your lizard brain. (You need look no further than the rise in surveillance software during the pandemic to see how easily we succumb to our maniacal tendencies.) 

So, what can we do?

Keeping status reports interesting 

Set expectations.

Be clear about how much time you want folks to spend writing these reports and who their intended audience is. This helps people scope their efforts accordingly. I generally want my status reports to take no more than 45 minutes to write and I hope to need less than 10 minutes to read them. I don’t want a novel. I also make clear that while anyone can read the report, the primary audience is your manager which means folks can assume that the reader has adequate context about their work and so they don’t need to explain it in their report.

Give and take

From the author’s point of view, writing a status review can feel like sending a message into the ether. Finding ways to acknowledge receipt and show engagement in someone’s status report provides that little bit of dopamine that can keep someone writing. There are a number of ways to do this: the easier solutions being centered around using some sort of collaboration platform like Google Docs, Dropbox Paper, to any number of tools out there like 15Five, Fellow, or Range. This is really important. There’s a reason social media is so engaging and leveraging some of that into your status reports can help create sustainability.

Reflection and upward feedback

One of the things I found when implementing status reports was that they disproportionately benefited me and not the author, and so I started experimenting with ways of balancing that benefit equation out a bit more. Early in my management career, I found a lot of benefit in making time for reflection. So, in an effort to provide some return on investment for the author, from time to time I started adding reflective questions and opportunities to give upward feedback into my status report template. Questions like, ‘What’s your proudest accomplishment over the past month?’, ‘Where could we be improving as a team?’, and ‘What problem are you struggling with right now?’

Of course, no one can be forced into being reflective, but for the folks who opted to invest in these questions, I found a treasure trove of information and connection. Adding these questions provided an opportunity for folks to get some personal reward from writing their report that was independent of the primary value I needed to get from them. 

Look, I get it. No one likes writing status reports. But please, don’t give up on them. There are very real benefits if you can get them working in a consistent manner. When they work well, they're like an API for getting important information into your brain while bolstering your sense of security, and providing reflection and upward feedback opportunities for your team. 

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the report of status

Rep. Elise Stefanik files complaint against New York attorney general over Trump case

politics political politician legal

WASHINGTON — House Republican Conference Chair Elise Stefanik has filed a complaint against New York Attorney General Letitia James over her multimillion-dollar civil fraud case against former President Donald Trump, NBC News has exclusively learned.

Stefanik, R-N.Y., alleges that James is "conducting a biased investigation and prosecution" of Trump and "attacking" him through "extrajudicial statements," her letter to the New York Committee on Professional Standards says.

She also argues that James made "highly inappropriate and prejudicial comments on social media" and asks that the Attorney Grievance Committee investigate James and issue consequences, such as disbarring or suspending her.

Stefanik, a staunch ally of Trump's who is seen as a potential running mate , has filed multiple ethics complaints against judges associated with cases against Trump or the Jan. 6 attack on the U.S. Capitol. In November, she filed an ethics complaint against state Judge Arthur Engoron , who is presiding over the New York civil fraud case against Trump, and the following month she filed a complaint against U.S. District Judge  Beryl Howell , based in Washington, D.C., who has overseen Jan. 6-related cases.

"While all Americans possess the right to express their opinions on matters of public interest, attorneys — particularly state attorneys general — are held to a higher standard due to their unique role as officers of the court," Stefanik said in a statement.

The former president has previously claimed that James "hates" him and doesn't want him "to get elected."

James this year called for a $370 million fine against Trump and his companies, as well as a lifetime ban on him and two former company executives from the New York real estate industry. Trump has denied any wrongdoing. A verdict in the case is expected sometime this month.

The state attorney general's office has argued that Trump and his company falsely inflated statements to financially benefit themselves with better bank loans and insurance policies. James alleged that Trump overstated his net worth by as much as $2.2 billion one year.

Trump has repeatedly launched criticisms against James, at times calling her "rogue," "corrupt" and "out of control." Engoron imposed a gag order on Trump last year after he disparaged a law clerk on social media; he called the attack "unacceptable" and "inappropriate." An appeals court temporarily blocked the gag order.

Trump faces a slew of legal woes , including charges related to allegations he tried to overturn the results of the 2020 election, his handling of classified documents and allegations of falsifying business records related to hush money payments to an adult film star in 2016.

the report of status

Megan Lebowitz is a politics reporter for NBC News.

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  6. FREE 9+ Status Report Samples in Google Docs

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  4. Status Report: What It Is and How to Write an Effective One

    A status report is a broad overview of an entire project compared to its plan. A progress report focuses more on specific tasks and milestones. Status reports are vital documents to keep managers or clients abreast of important milestones in your project, ensure smooth group collaboration, and hit your goals on time. Why create status reports?

  5. Project Status Reports: 9 Easy Steps & Examples [+ Template]

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    1 Gather budget and scheduling information. Download Article The budget and schedule are the most important parts of most projects. [1] Your manager wants to know that the project will be completed on time, and ideally under budget. [2] The overall information for the project will likely be broad.

  8. All about Project Status Reports| Smartsheet

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    A project status report is a summary of the details of a project as it progresses along the timeline, including key milestones and goals with defined deadlines. The project manager writes this report with input from team leads and key team members.

  10. Create an Effective Project Status Report: Tips & Examples

    The project status report template even comes with customizable statuses, fields, and views so you can make it your own. Instead of jumping between your project management software and your status report document, you keep everything within the ClickUp platform to significantly speed up the time it takes to generate reports.

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  12. Designing an Effective Status Report Template for Project Tracking

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  13. How to write a project status report that works for your team

    What is a project status report? A project status report is a short document or memo usually put together by the project manager to update and inform stakeholders (teammates, leadership team, or clients, for example) about the progress of a specific project.

  14. How to Create a Project Status Report [Template & Examples]

    A project status report is a summary of a project's progress. This report also highlights the project's key achievements. It outlines the challenges faced and defines the steps ahead. A project status report is critical for informing all stakeholders about the project's health.

  15. How to Write a Project Status Report (With an Example)

    A status report provides a 360-degree view of a project's progress. It tells you how things are going, what's coming up next, and what potential issues you need to address so you know what to expect and are not caught off guard. What is the main purpose of a status report?

  16. Project Status Reports: Templates & Examples

    A status report is a part of project performance reports. A status report shows the complete project information in its current state. These reports are prepared throughout the project life cycle to help keep the project on track and stakeholders informed. A project's status report can include the following: Completed work; Achieve milestones ...

  17. Project Status Reports: The Definitive Guide for Beginners

    A project status report is an official document that gives a brief on the progress of a company's project. It describes the progress within a given time and enables a comparison with the overall plan. This report keeps concerned stakeholders abreast of the progress of a plan.

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  19. What is a Status Report and How to Create One?

    A status report is a vital communication effort used by project managers to keep team members, clients, and stakeholders updated. Throughout the project, the project managers need to inform their team members and clients constantly about the project status. For this, they need a plan. Project status reports support different formats.

  20. Why project status reports are an essential aspect of achieving

    September 21, 2022 by MindManager Blog. Project status reports document the progression of a project over a specific time period. They act as a central resource for project updates, helping teams identify the current project status as well as what tasks remain. These reports detail a project's progress as compared to project plan goals.

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  23. Best Status Report Templates [25+ Free Samples]

    Just like any work-related documents, a status report also reflects the personality of its creator. If it is free from typographical errors, impeccably prepared, and well-thought, it shows the personality of the writer of the report. Part 2. Status Report Free Download. If you need a general-purpose status report, check this free sample:

  24. Guide: How to Create a Project Status Report

    What is a project status report? A project status report is a report sharing a project's progress during the reporting period against the results planned for that period. In addition to summarizing the work completed, a status report also details: The milestones hit; Any potential risks and issues; Overall budget and schedule performance

  25. A Beginner's Guide to Project Status Reporting

    5. List goals (and how they relate to the big picture) Goals can change as your project evolves. For a status report to work correctly, it must give your project status against particular goals and milestones. So, make these clear in your report, to make sure everyone is on the same page right away.

  26. How to Write a Project Status Report in 5 Simple Steps

    A project status report is a high-level overview describing project progress within a specified time period. It then compares the progress against the project plan. Most project status reports are presented to teams in a visual way using graphs, charts, and other diagrams. This helps your team understand the report quicker.

  27. What are Status Reports and Why are They Important?

    In this post you'll learn what a status report is, who reads them, what questions status updates can answer, and how to format them for your business stakeholders.

  28. The importance of effective status reports

    The easiest way to do this is through status reports. When they work well, status reports enable leaders to demonstrate a deep understanding of their team - inspiring confidence from their peers - and provide the ability to manage expectations, minimize unpleasant surprises, and brag about the great work that's happening.

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