Project Status Reports

 

Why have reports?

First, it is essential for project leaders to know the status of the project and thus each member of the team. Furthermore, this documentation should be stored during the project for reference purposes. Noteworthy reports should be permanently stored with the project's working papers. The intent of receiving and reviewing individual status reports is to have oversight and be able to respond to problems before they get severe.

Do I give these reports to stakeholders and/or clients?

Typically, you do not give individual unedited reports to parties outside of the core team. One of the responsibilities of the project manager is to collect the various individual reports, consolidate the data and then present a compiled project report or a series of reports to the various stakeholders. It may be that there is one version of the consolidated project report for the sponsor, one for stakeholders and one for the project team's management. The reason for different reports reflects the various needs and sensitivities of the project.

What should status reports collect and how?

First, there should be a status report completed by each project member for each defined reporting period. It may be that you want the status reports submitted weekly, biweekly, etc. In addition, there should be defined due dates and a designated person the reports are sent to.

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