A project status report should be based on a set report format, preferably just one, which is then used for the content targeted at the various stakeholders. The project should have already identified the various stakeholder groups, the frequency and type of project reporting. Importantly, if more than one report format is used the key project messages should be consistent.
Project Status Report - Stakeholder Needs
Project reports will be produced for project tracking and project monitoring but it must address the needs of the stakeholders receiving the project report. Those needs typically include:
- Current, accurate information on project progress and RAG (Red, Amber, Green) Status*
- Barriers to successful project delivery and what the project team is doing to remove barriers
- Understanding of business impact and change
- What actions stakeholders need to take, if any
* RAG Status is a simple way to indicate the project status using a traffic light metaphor:
- Red = project is either very delayed or significantly over budget or both
- Amber = project is delayed or over budget or both
- Green = project is on track to deliver as scheduled and within budget tolerances [such as +/- 10%]
[The actual definitions should be agreed or well-defined beforehand and this RAG status is useful for dashboard style reporting of multiple projects, especially for senior management.]
Project Status Report Checklist
The project status report must focus on being current, accurate, concise, complete and it must address one or more of the stakeholders needs. The checklist of key content should include:
- Current RAG status
- Status of outstanding actions from previous reports/meetings
- Project progress for key project tasks, especially those with significant business impact or involving a significant number of project team members
- Key third party tasks, especially for vendors or contract resource
- Key dependencies with related projects or programme activities
- Status of resources and expectations for resource management
- Key risks regarding people, process and technology and project risk mitigation plan
- Management of current issues and their status
- Current progress regarding project deliverables and documentation
- Status of inter-related or delegated accountabilities such as business change management
- Clear identification of stakeholder actions needed, if any
- Actions from project reviews, if any
Project Reporting
Project reporting done well will ensure that stakeholders feel well informed and that the project communication is working. Use the checklist in conjunction with a strong emphasis on being concise. Project reports that contain a lot of words but say very little of substance will soon be devalued by being ignored. Brevity is critical to ensuring that stakeholders will take the time to read it and absorb the content. Consequently do not try to report on everything - only those items of real significance to people not interested in the project level of detail.
Roger Lever - Early career was in Treasury Banking and this led to my interest in financial investment, especially the stockmarket. Enjoy reading widely ...
