A project status report can be a summary report that a manager or team completes and submits to a customer or contractor to update them about project progress with a certain level of detail. The whole point of a project status report, then, is plain and simple: projects entail a variety of different stakeholders, and none of them have access to all the pertinent data at all times. Therefore, it’s critical that everyone on the project team has access to the same updated overview of what’s happening throughout the project, as well as the ability to communicate this data back and forth to the rest of the team.
One way to help facilitate this communication is through the use of a weekly status report example. Here’s what you’d want to include in your project status report example. First, you would need to list all the individual stakeholders that you or your team has contact with. For example, if you have four project managers, then you would record their contact information such that you can update them about what’s going on with each of their teams.
Next, you would need to list all the items currently on your project management dashboard or status reporting system (if you’re using that). In general, you should list any issues, tasks, notes, new statuses, or files that are relevant to your weekly status update report. However, you should also consider making sure that you include only items that are relevant to your team. This is why it’s best to include a detailed description about each status item, as well as a brief overview of what that status item means to the project in general.
For example, suppose that you currently have a project management dashboard or software status reporting software that you regularly use to monitor your projects. One of your team members performs a task on his or her computer and gets an email alert about it. He or she then copies this email to his or her Notepad for reference. When he or she goes to the dashboard, he or she sees that the task has been listed as being on a work-in-progress status, but when he or she goes back to the office, the task isn’t there anymore! That’s a prime example of what could be considered as “irrelevant” data in your weekly status reports.
On the other hand, suppose that another team member who works on a different part of your team completes some task, but the status report doesn’t indicate that it was completed. What would be the purpose for this situation? Wouldn’t it be better for both teams to see some sort of verification of the tasks that were completed? This is what a simple check box or check boxes in your status reports can do.
So how do you keep everyone up-to-date on what is happening with your project? Use an official project status template. A typical template will list the stakeholders that are responsible for a particular milestone and what their job is. It will also list the tasks that are being tracked, the status (up, down, or unknown), and any notes (bugs or comments).
You can customize the status report in many ways. For instance, if you want to track all of the changes that are made in a given week, you could include a graphic or chart that shows the changes over time. However, if you only need to track a handful of changes every week, you may want to use a text-based format, such as a checklist, bullet points, or a table that just lists the milestones as they occur.
As project managers, it’s important that we all stay on top of the status of our projects. This way, we can ensure that everyone is doing their best work, that quality remains a priority, and that everyone is working together to make this project successful. Tracking progress is one way to do this. And if a status report proves to be too much for you to handle, send it out to the team for them to handle it!