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6 Awesome Weekly Status Report Templates | Free Download

Weekly status report is a summary of all work done during a week and how these activities contributed to the completion of a task or a project, or how each one brings the team closer to the achievement of their targets.

It is also a helpful tool for the manager to monitor the performance and progress of his team. The report enables managers to provide feedback better.

 

  • How to Write a Weekly Status Report: Best Practices Part 1
  • Weekly Status Report: 6 Awesome Free Templates Part 2
  • Additional Sources Part 3

Part 1

How to Write a Weekly Status Report: Best Practices

Some companies or organizations require a weekly activity report on a project or from its staff. It usually summarizes what has been done by the team during the week in terms of project implementation or development, and what individual contributors were able to achieve or accomplish during the week.

This weekly activity report helps the management understand how each employee performs and how they well they are doing their jobs. It is helpful in identifying the strengths and weaknesses of an employee. Through the weekly activity report, the management is able to assess and make informed decisions in terms of the needed training and development interventions for each staff and in assigning responsibilities to each one.

With a day-by-day account of the week’s activities, an actual weekly activity report primarily provides accurate information on the number of clients’ visit made by the employee, including sales calls, follow ups, and other tasks, depending on his role in the team or in the organization. It does not have to contain too many details, just enough to make it informative to allow the management to have an overall picture of how the employee is performing.

Sometimes, the weekly activity report may also include a summary of the planned activities of the team and its individual members for the following week.

A weekly activity report allows employees to think about how their work will contribute to the overall progress of the project or to the achievement of the team and the organization. Instead of just reacting to an event. They will be able to establish a long-term perspective on their duties and become more eager in the realization of their goals.

Here are the best practices to make weekly report informative:

  1. Plan What to Include in Weekly Report

    Take the time to consider what the reader of your report might want to know. This is easier if the company provided a format or template for the weekly activity report. If there is none, defining the purpose and the readers of the report other than the management will help in determining what the report should contain.

  2. Be Straightforward in Reporting

    Use plain and simple language in reporting. Make the report brief and concise as most readers may not have enough time to read a lengthy report. Spend some time to review the report for typographical, grammatical, and spelling errors before submitting it to its recipients. Keep in mind that submissions such as reports reflect the attitude and the values of the person or the employee who made it.

  3. Consider to keep a Journal of Daily Activities

    It may not be possible to keep a mental note of everything which has been done throughout the week, so it will be helpful for an employee to maintain a log of his daily activities in the workplace. Though it may be time-consuming to do, creating one will ensure that all work of the employee has been accounted for, and acknowledged by the management through the weekly activity report.

A weekly report offers a number of benefits not only for the employee, but for the organization, as a whole, as it helps address expectations in the workplace and provides a comprehensive record of all efforts and contributions.

 

  • Always provide a brief summary of what the project or the team’s objectives in every weekly progress report, as top management may not be able to remember everything at all times. However, do remember to make it brief but concise, as the readers of the report might not have much time to ponder over a five- or ten-page report.
  • Management, project owner, or the stakeholders, primarily, have interest in knowing if the project will finish on time and is still operating within the set budget. One of the best ways to make a weekly status report effective is to provide information on these things immediately. In addition, if things are going well according to plan, it will put them at ease.If the news is not good, it will get their attention and put their minds into discussing what is causing the delays and its possible solutions.
  • Aside from the previously mentioned matters, the chunk of the weekly status report should present the team’s significant accomplishments during the week, the issues and challenges encountered and the project variances, if there are any, and the objectives or planned activities for the next week.
  • It may also include updates in terms of schedule and timelines, deliverables, resources, scope, and risks involved.

 

Part 2

Weekly Status Report: Free Download

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Part 3

Additional Sources

  1. How to Write a Weekly Sales Report + Free Template Download
  2. How to Write a Simple Weekly Progress Report + Free Template Download

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How to Write a Weekly Status Report – Video

When you write your weekly status report, remember that it’s your best opportunity to address any concerns of your project sponsor. It’s also an opportunity to get support and decisions that you need to finish the project successfully. Let’s think about the sponsor’s perspective of a new project manager with whom he or she is not familiar.

Weekly Status Report – Address Sponsor’s Concerns

Here’s what the sponsor is concerned about:

  • Does this project manager have control of what’s happening on the project?
  • Does he know about any problems or will he be surprised down the road?
  • Where are we today and what’s the forecast of costs and finish date?
  • Do the team members understand what the PM expects of them?   Project Tracking Reports Main Page

Those are very reasonable questions and concerns for a project sponsor so you need to write your status report to answer those questions. If you can provide answers to those questions, you will go a long way in building your credibility with the sponsor and gaining their support for the things you need to finish the project successfully.

Watch this video about writing and presenting status reports.

Giving the First Status Report on a New Project

Weekly Status Report – What to Include

Before you start to put together a massive data dump, here are some things to keep in mind as you decide what to include:

  • The project sponsor and other stakeholders are not familiar with all the details of your project. Don’t assume they know as much about it is you do. The best approach is to assume that they know the name of the project and nothing more.
  • The sponsor and stakeholders have a limited amount of time to spend and they’re not going to sit through a 30-slide PowerPoint show or a deep dive into the project data.
  • They are primarily interested in learning if the project will finish on time and within budget. The best technique is to answer those questions in the first 60 seconds. If the news is good, it will relieve their concerns. If the news about budget and completion date is bad, you will come across as being very frank and forthright about the problems. Then you can immediately launch into discussing solutions.
  • You should give a very short summary of the forecasted completion date and cost. Then identify the following:
    • the tasks that are experiencing problems
    • what will happen to the completion date and cost if we don’t fix them
    • what you can do about those problems
    • what the results will be after your corrective action.

When you take this approach, you are answering three of those four questions the sponsors always have. As importantly, you are answering them in the first few minutes of your status report. You are hiding nothing. They know as much about the problem(s) when you’re done as you do. There are problems on all projects. But if the sponsors think you know what’s going on and that you’ll frankly tell them about it, you will be successful. Project Tracking Software – Video

Don’t be alarmed if some of the stakeholders or even the sponsor get up and leave after you answer all their questions in the first few minutes. These are busy people and that just means you did your job right.

weekly status report Weekly Status Report – Show You Are in Control

For those people who stay beyond the opening minutes, you should demonstrate that you are in control of the project and all the project team members know what you expect of them. Your status report can:

  • list the major accomplishments or activities for the preceding reporting period
  • identify the objectives for the next reporting period
  • identify issues or challenges to the project’s success.  Project Variances

Many project managers miss the opportunity to help the sponsor and stakeholders report on project progress. Remember, they usually must prepare a report for their boss detailing how the project manager and team are performing during that reporting period. Status Report Template

The report may also include details related to the triple constraints (yes, there are six): Team Status Reports

  • Time (schedule)
  • Cost (budget)
  • Quality (deliverables)
  • Resources (staff)
  • Scope (objectives or activities)
  • Risk (may include issues or challenges).

Weekly Status Report – Summary

Writing good status reports requires a number of components. First, you need good status data from your team members. Second, you need reasonable knowledge of project management software so you can produce data about completion dates, forecasts and overall project performance. Then you have to actually put the data into a status report and present it. See Also Decision Making Data , Earned Value ,  Change Orders  and  Red Light Status

You learn all of those skills in our online project management basics courses. You work privately with an expert project manager. You control the schedule and pace and have as many phone calls and live video conferences as you wish. Take a look at the basics course in your specialty.

 

Author: Dick Billows, PMP

Dick has more than 25 years of project and program management experience throughout the US and overseas. Dick was a partner in the 4th largest professional firm and a VP in a Fortune 200 company. He trained and developed 100’s of project managers using his methodology.
Dick is the author of 14 books, over 300 articles and director/producer of 60 short project management videos. He and a team of 25 project managers work with client companies & students across the US and in Europe, South America, Asia and the Middle East. They have assisted over 300 organizations in improving their project performance. Books by Dick Billows are on Amazon.com
View all posts by Dick Billows, PMP

3 thoughts on “How to Write a Weekly Status Report – Video”

  1. Nicely explained, a weekly status report is a must have if we are to stay on track

  2. Wonderful Blogpost Thanks for sharing.

  3. Very good write-up. I definitely love this website. Keep writing!

Comments are closed.

Copyright 2018 Richard Billows. PMP All rights reserved. May not be reproduced without written permission. Richard Billows, PMP  125 Cold Springs Drive, Georgetown, Texas, USA 78633 1-303-596-0000

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