What is a project report?
A project status report is a team, and sometimes a company-wide document, designed to ensure your project stays on track. The report should give a clear outline of a project's progress, celebrate the milestones you've hit, and those you didn't quite manage.
A project status report comes at different times throughout a project's life cycle; this largely depends on the project's timeline. For example, if a project will only cover a couple of weeks, then the project status report may be delivered regularly, compared to a project expected to last a year or more.
A project status report will change each time it's delivered, and it's normal for the priority of the report to shift— it has to address the most topical things at hand.
That being said, your project status report structure remains mostly the same. People will be reading these reports a lot, and if you're constantly changing their structure, it could result in important project information overlooked.
Pro Tip: Train the reader to expect the same reporting structure every time. That way, they'll know where they need to look for information they want to know. 👀
It's worth noting that different people from different areas of the business— and even outside of the business— will end up reading this report. Consider whom you're writing the report for before you dive in 💦
- Project Stakeholders
- Project Team
- Project Sponsors
- Finance Team
- Project Management
What can a project report do for me?
As a project manager, a project status report can do wonders in maintaining a clear overview of your project, and it's progress. It's not only an opportunity for you to better understand the project but also a chance to showcase your hard work.
Pro Tip: Assign various team members specific sections of the project report to get an in-depth write up of each task. Edit and only present the information others need. 👨🏫
- Build project "business cases." A project status report allows a project manager to build a micro-business case for any extra resources or budget they may need to help overcome project roadblocks or predicted risks.
- Keep teams aligned. The core project management team will have to use your project status report as a guide throughout the project— ensure they're as informed as can be.
- Track changes. Any significant changes within a project roadmap should be in your reports. Anyone will be able to look back and identify a core factor in a project's success or failure using these reports.
Slite's free project report template
The team at Slite is determined to make your work-life more comfortable and for your team to collaborate better. We've put together this project status report template to maximize the chance of your project's success.
Feel free to adapt this status report template to your own needs, fill it with personality, and align everyone that needs to be on the same page. (Literally 😉)
How can I get started?
What's next? Start using your project report template right now.
🗺️ Map out what you want to say
A project status report has a clear goal of updating people on the project's progress. However, each project is different, and each requires a specific area of focus.
Before you begin to fill in your project status template, really take a moment to decide what it is you want to say. This template is designed to be a guide; it is not the be-all and end-all of project status reporting structures.
If something doesn't work for you or is not relevant to the project at hand- scrap it. At the same time, if you want to add something you feel is missing, go right ahead. Let this template be your starting blocks, not the finish line.
Pro Tip: Ask key stakeholders what they would like to see from a project status report before writing it. It will help you structure and prioritize your information. 🙏
☎️ Call in the troops
No project status report is done alone. In fact, they’re better when you get a little help. A project manager can't know the ins and outs of every single task within a massive project. Ask your team what's going on and request that they fill out the areas of which you don't have such an in-depth view.
This action places trust and ownership on team members, making them feel more responsible for the project's overall success.
💌 Distribute your project report
Lastly, distribute your report wisely. How will you be sharing your information? Make sure it doesn't get lost in someone's inbox and ensure a communication line that lets you know people have read the report. Communication is king, queen, and everything in between.