How do you solicit and incorporate feedback from your project team and clients on your status reports?

2 Choose your report format and structure

Once you have defined your report purpose and audience, you need to select an appropriate format and structure for your status reports. Options include email, document, presentation, dashboard, or online tool. Consider the frequency and timing of your reports, as well as the security and accessibility of your data. No matter what format you choose, maintain a consistent and logical structure for your report. This should include a summary of the project status with key achievements, issues, risks, and actions; a description of progress with completed, ongoing, and planned tasks; a list of current and potential issues and risks; a list of required and recommended actions to address issues or risks; and a summary of next steps with deadlines, responsibilities, and dependencies.

3 Use clear and concise language

When writing your status report, you need to use clear and concise language that conveys your message effectively and avoids confusion or misunderstanding. You should use simple and direct sentences, active voice, positive tone, and specific and measurable terms. You should also use consistent and accurate terminology, acronyms, and abbreviations, and explain them if necessary. You should avoid using jargon, slang, or vague or ambiguous words that may cause confusion or misinterpretation. You should also proofread and edit your report for grammar, spelling, punctuation, and formatting errors.

4 Include relevant and reliable data

When reporting your project status, you need to include relevant and reliable data that supports your claims and shows your progress and performance. You should use data that is accurate, up-to-date, and verifiable, and that comes from credible sources. You should also use data that is relevant to your report purpose and audience, and that answers their questions and concerns. You should avoid using data that is irrelevant, outdated, or inaccurate, or that contradicts or confuses your message. You should also use appropriate data visualization techniques, such as charts, graphs, tables, or icons, to display your data clearly and attractively.

6 Incorporate feedback into your status report and project plan

Finally, you need to incorporate feedback into your status report and project plan to improve your reporting process and outcomes. You should review and analyze the feedback you receive from your project team and clients, and identify the strengths and weaknesses of your report and project. You should also prioritize and address the feedback that is relevant, constructive, and actionable, and that aligns with your project goals and objectives. You should update your status report and project plan accordingly, and communicate the changes and reasons to your stakeholders. You should also thank your stakeholders for their feedback and acknowledge their contributions to your project success.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?