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Comprehensive Guide to Progress and Periodic Reports

Learn about progress and periodic reports, including their definitions, audience, prewriting tips, formatting guidelines, composing strategies, and organizing methods. Discover how to effectively communicate accomplishments, work schedules, problems, and projections.

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Comprehensive Guide to Progress and Periodic Reports

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  1. Chapter 12 PROGRESS AND PERIODIC REPORTS

  2. Definitions • Fiscal: the operating or business year, a calendar that may run from a July to June, rather than January to December • Progress Report: a report that tells the audience what work has been completed and what remains to be done on one particular project during the reporting period

  3. Definitions continued • Periodic Report: a report, issued at time intervals, informing the audience of the progress made on all the projects of an organization during the reporting period • Reporting Period: the time span covered by the report

  4. Progress and Periodic Reports • Report on progress for a period of time • PROGRESS: describes what has been done during a specified time on one particular project • Anyone may have to produce this report • PERIODIC: explains accomplishments for all of the projects of a unit or of the whole organization over a specified time period

  5. I. Audience • Decision-makers and managers within organization • Stockholders • Use information to evaluate projects and the way they are being handled • Used to determine how to deal with other projects under way or to decide if continuing certain projects is worthwhile • Readers are busy people looking for specific data • Readers are basing decisions on the information – they expect information to be complete and accurate

  6. II. Prewriting • Consider Audience: • What does the reader need to know? • Anticipate questions/concerns • Check facts and figures for accuracy • Consider project schedule or plan • Begin be noting time period of your report • Correspond time frame with original plan, goal, and objectives • Consider organization of tasks • Lists are useful – listing what was to be completed in a time period and what actually was

  7. III. Formatting • For internal audience use memo form • For external audience use letter form • Use a more formal tone

  8. IV. Composing • Organized to address the reader’s most important questions/concerns first • Address any decisions that need to be made • Indicate what needs to be done to complete • Indicate what problems may have come up

  9. IV. Composing continued • Organizing: • INTRODUCTION – report topic, purpose, reporting period • WORK COMPLETED – what has been done • WORK SCHEDULED – what needs to be done • PROBLEMS/PROJECTIONS – what has gone wrong, if anything, and when the work will be finished *subheadings may be used for further breakdown

  10. IV. Composing continued • Drafting the introduction • Name the project • Note the time period you cover in this report • State the purpose of this report *Use “I” and or “we” (this shows that you are taking responsibility) *Be direct and honest

  11. IV. Composing continued • Drafting the work completed section • Note again the time period • Use past tense verbs • Improve readability by using subheadings (to separate kinds of jobs) or bulleted lists • Provide enough details and explanations about each job completed to meet the needs of the reader *must be clear and accurate

  12. IV. Composing continued • Drafting the Work Scheduled Section • Tell the audience what work needs to be done in the next reporting period • Drafting the Problems/Projections Section • Describe any obstacles to the completion of the job • Be honest and direct • Unless responsibility needs to be assigned, report just the facts • Give completion date for the project, revise date if problems have come up

  13. V. Composing Periodic Reports • Organizing • An overview that briefly presents the highlights of the entire report • A section for each category of activity or work undertaken during the reporting period • A conclusion that refers to the next report • Drafting the introduction • Brief and to the point • Should mention each idea included in a major heading

  14. V. Composing Periodic Reports continued • Drafting the Work Progress section • Have heading and discussion for each area or type of work • Organize by priority • Note progress and any problems factually • Drafting Conclusion • Looks to the future, to the next periodic report

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