How do you write a project progress report?

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Depending on the project as well as company policy, your progress report may be a formal PDF report following a specific structure or a simple email outlining the project’s progress and next steps along with your schedule for completion. Knowing what type of progress report is needed for a particular project will keep you from wasting time unnecessarily on crafting a more formal report than is needed. Shorter projects generally require less formal progress reports and longer projects will require a more formal and detailed progress report. You may also want to create a “progress report” at the start of a project to plan your work. This is often an overlooked part of project planning, as successful completion depends on the planning stage.

Maintaining a project progress report is crucial for both my roles as a writer and an SEO Executive. I diligently record daily activities, ensuring I stay on top of my SEO tasks and saving time at month-end. This practice emphasizes the need for consistent analysis, allowing me to reflect on my month's work. Such reports serve as a valuable tool, helping me understand and appreciate the scope of my writing efforts while effectively managing SEO campaigns.

Beyond clarity and concision, it is valuable to write fact-based sentences or phrases in a given project progress report, e.g., completed 15 job descriptions out of the 100 in batch 1 (support services). It is also important to write using a positive tone. Think for instance of saying "there may be a benefit in discussing the progress report over a meeting" rather than writing "the progress report is not being discussed"!

Be clear on why you are writing this project progress report: - What do you hope to achieve and how you are going to do that? - Who is your audience, what do they already know? what do they need to know now? - What have we done to date? - How close are we to our proposed milestones? - With a policy of 'no surprises', are there any new potential surprises that you have not reported on yet? - How is the budget tracking against the actual spend? - Have any mistakes been made to date, what have you learned from those mistakes and what would you do differently next time? - Be realistic with your time frame, completion date,, allowing for weather or supply inconsistencies. - Always ask for feedback/check for errors from a proofreader.

Keep it simple. Your progress report should have three items: - what you did this period - what you're doing next period - any issues worth mentioning Issues here can be assumptions, open questions, or problems. You might want to include a visual of your progress. But I would opt for less is more here.

Use bullet points. Think hard about what you’ll put in them. They’re what 90% will gravitate to. Make sure to add in cost to date, projected costs, cost vs. benefits, timeline, funding source.