A Guide to One Page Project Reports (+ Free Template)
A one page status report is just like a regular project status report. The only difference is that the one page status report contains a brief but concise overview of accomplishments, milestones, problems, and issues encountered, and budgetary information about the project. It provides a summary of all tasks completed and also the necessary parameters which would show how a project is progressing and if there is a variance in the schedule.
- The Effective Way of Writing a 1-Page Report Part 1
- One-Page Status Report: Free Template Download Part 2
- How to Make Project Status Reporting 10x Easier Part 3
- Additional Sources Part 4
The most important consideration in this type of project report is keeping the balance between providing relevant data and limiting everything in one-page since the purpose of this report is to allow the recipients to have a quick grasp of the project status at a quick glance. Remember that any report should match its intended recipients so as not to waste anybody’s time.
A carefully prepared and well-presented one-page project report is a great tool to communicate with the management and the stakeholders. It is also a useful tool to update the team members on the status of the project considering that they would rather spend their time working on the project than having them read a lengthy project report.
Ideally, a one page status report should contain the following information in each section, usually in tabular form, in order to fulfill its goal of providing project updates that are brief but comprehensive:
This section should contain basic information such as the Project’s Name, Manager’s Name, and Status Date. The project status date should be the date when the report was drafted, and it is important to include it in the report as this will provide an overview of where the project is at a certain point.
All activities that are complete during the week should be in this section in a simple form. Make sure that it contains the most important details, but not be too long.
This section should include the basic parameters for the measure of the progress of the project.Examples of project parameters are schedule, quality, scope, budget, risks, issues, and others which may be determined by the team or the management, where each one may have three statuses on track, delayed, or off-track. There should also be a brief explanation about the status of each project parameters.
Presented in this section are the phases or the stages of the project, indicating the start and end date for each one and the percentage of work completed in each phase or stage.
Milestones that are complete at each stage or phase can also have emphasis, especially those high-level ones.
Project Risks and Issues
It is not necessary to include all risks and challenges facing the project in this section. Consider only those risks and difficulties which have the biggest impact on the project or those which need immediate attention. Possible means to mitigate the risk or to address an issue may also be in this part.
Also, it is important to indicate if the issue or risks have already been resolved.
What is important is to make this report as complete as possible but not too long so that its recipient can easily monitor how the project is being carried out and if there are items which require attention.
Here are some ways on how you can create a one-page project report which will provide a complete status update without having to present a whole slew of information.
Determine the purpose of providing a project report
Is it just to keep the management and the stakeholders updated about the current status of the project? Is the project facing a roadblock and something has to be decided or needs an approval from the management or the client? Doing so will help the writer of the report choose the right set of information that he must include in the report.
Be brief and concise
Make the report ‘lean and mean’. This specific type of report needs to be as exact, as possible. No frilly sentences nor dragging paragraphs. Keep in mind that it should be straight to the point and thoughtful choice of words to use will simply do the trick.
Ensure the accuracy of the report by validating information
The figures and data presented in the report are its main attraction, therefore, it is an imperative to verify its accuracy, including the credibility of the source.
Prepare ready-to-use one-page project report templates
If the company or the client does not have a preferred format or template for a project report, any one of these available templates may be used to avoid spending time creating one. Just make sure that the template to be used will capture what your recipients would want to know about the status of the project.
Be consistent in sending out this report
Give relevance to the report and make your readers, the management, and the stakeholders, look forward to receiving these report by coming up with one on a regular basis. It is also another way of saying that the project team and most especially, the project manager, is on top of the project.
Keep in mind that the key here is to be brief but concise. Even if it is just a one page project status report, it should still be able to show the progress of the project and how it is performing, just like how a long project status report will do.
One Page Status Report: Free Download Section
Free online tools for work:
1. Fluxes.com — Free Project and Task Management Software
2. Status.net — Software for Daily and Weekly Status Reports
How to Make Project Status Reporting 10x Easier
How to configure status reports on status.net:
- Create a “Status Report” applet — customize our preset forms or easily create a new form in minutes.
- Setup reminders if you want your team members to receive automatic reminders when their reports are due.
- Configure who will submit reports by choosing the “Participants” tab.
Step 2: Users will click the “Open Submission Form” button to fill in and submit the report.
Data such as the report type, date and name will be added automatically.
As soon as a new status report is added, participants with “View” rights can view it in real time.
- Set the applet as “Team-wide” if you want all team members to view each other’s status reports.
- Alternatively, you can make every participant to view his/her own reports only. Manager/stakeholders will view all reports.
- Add, remove, and assign new team members at any time.
Step 3 (Optional): Generate a report and export it to PDF.
(Skip this step if you share status reports online and don’t print them.)
Click “Generate Report”.
- Make project reporting easier with auto-fill:
Fields such as date, name, report type, and formatting are inserted automatically by software.
- Consolidate reports automatically:
Reports created by your team members can be consolidated easily.
- Save time with auto-layout:
No need to spend hours in Word or Excel perfecting the report’s layout because it exports your updates into a beautifully crafted file with a couple of clicks.
- Peace of mind with auto-reminders:
No one forgets to fill in their status reports because status.net sends timely reminders according to the schedule you chose.
- Decrease time and effort spent on monthly, quarterly, and yearly reporting thanks to powerful filtering and export features.
- Optionally, enrich reports with the latest updates automatically added from web apps your team uses (such as popular free task management software Fluxes.com, and other project management tools, version control systems, support systems, financial applications, etc.) by connecting these apps to your status applet.
- Quick sharing:
Status reports can be either
– exported to files and printed, or sent by email;
– shared with the manager online (in real time);
– shared online (in real-time) as company-wide or team-wide status reports, i.e., all team members share their progress with each other — spend less time on meetings.
Sign up now to make status reporting easier for your team.