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A Project Status report is one of the most powerful tools available to a project manager. The status report is a passport out of trouble for the project manager because by sending the status report he is making everyone part of the problem. Download This Templates Now! Project Status Report Benefits of writing a Project Status Report In this article, we will look at the project status report template in MS Word which can be used to send weekly updates to all the people involved in the project. Before we start writing a status report, we should understand some of its benefits - A crucial tool for any project manager as it captures all the critical aspects of a project - Budget, Schedule, Risks, and Issues. Most of the companies or business prefer a weekly report, so it forces the project manager to gather the status - its acts like a checkpoint. Keeps the team and stakeholders informed about the current project status. Also, a chance for a project manager to make sure everyone is on the same page. The project status template Allows the project manager to highlight critical risks and issues. Even though a lot of people ignore the status report a PM would have played his or her part by providing everyone the details. Helps in setting an expectation for resource dependency as you can articulate what type of resources you need. Used in team meetings or other meetings as a starting point for discussions. Let's see how you can make your status report useful and informative. The critical point with the status reports is to be able to keep it within one page. Keeping it limited to one page makes the report more readable and easy to update. It is essential that a project status report covers the critical parameters of a project. I have used Microsoft Word, but you can use whatever document format you prefer. I have divided the report into 4 sections. Project Details and Summary Update, Project Key Parameters, Project Schedule, and Risks/Issues. Section 1: Project Details and Summary Update Download This Templates Now! Project Details and Summary The first section of the project status report template contains the necessary details and a brief summary update of the entire project. The necessary details include information like Project Name, Project Manager, Project Status Date, and optional project code. The status date should be the date on which the report is being drafted. It is very important to put the right date in as it will give you an idea about the project status at that point in time. The summary section is one of the most read parts in the status report. You have to make sure that you write a brief and crisp summary. Make sure that you do not write too much content as people will not read long paragraphs. The summary should be targeted towards giving a glimpse of activities that have happened in the last week. You can use the summary to convey both good and bad news. Please see examples in the picture above. You can add any additional fields as you wish to the project status report template. Examples of short summary- Example 1: The project is facing significant delays due to defects identified in the quality assurance. The team is working on fixing the issues. The project budget is estimated to run over. The project schedule still remains in on track. Example 2: The vendor has indicated that the delivery of the product is on track. The internal project team is ready for analysis. The project schedule is a concern due to the unavailability of infrastructure. Section 2: Project Key Parameters Key Project Parameters The critical project parameters within the project status report template contain the essential aspects of the project. Each parameter can have 3 statues - on-track, delayed or off-track. On-track means everything is fine, delayed means there could be some delays but still under control and off-track means that aspect of the project is way off and needs immediate attention. Generally, the status of a task or project phase should be marked delayed before it is marked as off-track. It is essential to use the delayed status early if you see an issue. Business stakeholders do not like or feel misinformed if you change status from on-track to off-track. It also means that the situation was not handled as it went straight to off-track The schedule is the planned dates as per the project plan. Quality refers to the testing phase and in general, refers to the overall quality of the project. The scope is a gauge of project deliverable. Budget is the financial aspect of the project. Risk and Issues will tell the stakeholders if the risks and issues are currently manageable or not. There is a comments column for each of the parameters. The comments can be used to provide a brief explanation of the current status or can be used report numbers like % complete, defects open, current spend etc. Section 3: Project Schedule Project Schedule The project schedule section with the project status report template can be used to display the key project phases or stage gates. You can display the project timeline or individual project phases with start date and end date with % completion in a tabular format. Please see an example. I prefer to show the summary tasks in the project plan with their basic information. It is up to the project manager to decide how he or she want to report on the schedule. Generally, the senior management of the company will always look at high-level dates or milestones rather than getting into the details. You should use whatever the project team is familiar with. You can always copy paste this information from your project plan. The project schedule is important as the project team needs to be aware of the key dates that the project must meet. Section 4: Project Risks and Issues The project status report template contains a section for project risks and issues. This section enables a project manager to highlight the key risks and issues. The project manager should avoid adding all the risks and issues as it will make the list too long and readers will not get a clear idea. It is always a good idea to add only the top 3 or 4 risks and issues. At times you can also add the current risk or issue which is of high severity. You can also add what possible mitigation you can have a separate line in the risk/issue description. The owner of the risk or issue is a person responsible for some action item to mitigate or address the risk or issue. The risk or issue status will be open or close. It should be open when the risk or issue still needs to be looked at. It should be closed when the risk or issue has been addressed. It is a good idea to leave the risk in closed status for a couple weeks in the report so that people can see it is closed. If you remove the risks or issues immediately after closing people will never notice a certain issue was addressed. You may choose to move the closed risk at the bottom of the list. Final Project Status Report Final Project Status Report After having populated different sections your project status report will look similar to the image on the right. As mentioned earlier the key here is to keep the status report short and crisp. You want your team and business stakeholders to read the report every time you send it to them. Generally, most of the project managers send a weekly status report to the team and stakeholders. Sending regular weekly status reports will ensure that everyone is aware of the current status of the project. It also a good practice to copy the project parameters section in the email which will have the project status report.You can change any of the sections you wish to. Also remember that you should send the status report to everyone involved with the project including the stakeholders, team members, senior management, vendors, clients as applicable. Simple Version of Project Status Report Not all projects need a complex status report which has all the KPI. Sometimes you need a simple status report which can help in conveying the required message. In this article, we will look at two simple versions of project management status reports. Project Management Status Report Free Download Simple Project Management Status Update - Sample 1 The report contains 3 key sections other than the project name and date. The 3 key sections are - Key Updates, Project Milestones, and Project Deliverable. Project Milestones section will contain key project milestones and their status. The status can be On Track, Concern or Delayed. The key updates section is a free-form update of the latest project news. It has been divided into two parts to allow effective use of space. The last section is project deliverable. This section will have the project deliverable listed with the reference number and scope indicator which indicates if the item is still in scope or out of scope. Project Management Status Report Free Download Simple Project Management Status Update - Sample 2 The status report is divided into 3 sections. The first section is project news. This is meant for general project updates. Project Milestones section will contain key project milestones and their status. The status can be On Track, Concern or Delayed. The notes section allows a project manager to highlight general updates or issues. The notes can be in 3 categories - FYI (informational), Hold Up (blocker) and Issue (when there is some issue). Techno-Tip: The templates are concise and can easily fit into an email for updates. See below.

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What Is a Project Charter? A Project Charter is a formal, concise document that outlines the project's objectives, scope, stakeholders, timelines, and overall strategy. It serves as a foundational reference point for all stakeholders involved in the project, including team members, sponsors, and management. Download This Template Now! Project Charter Template PPT About Project Charters The inception of every project is a Project Charter. In the Initiation phase, the Project Charter is issued by the project sponsor, and it defines the existence of the project. It captures high-level project planning details like business need, scope, milestones, dependencies, risks, and required resources. The Charter is an important document that gives the project manager the authority to commence the project and acquire the required resources to support the project activities. In some cases, the project charter is signed off by the Project Sponsor, while in some others, there may be a group of approvers (all stakeholders) who need to sign off for the document to be considered approved. Once approved by the defined approvers, it cannot be changed or modified unless agreed by all the parties involved. This Project Charter Template/document helps identify the project's major stakeholders and sets clear expectations on the project goals. It is used as a reference document throughout the project. Why Do We Need a Project Charter? Do not underestimate the value of a project charter as just yet another management document. Having a project charter template PPT provides your project with the following benefits: Formally authorizes the project. Creates a vision and a shared understanding of the project. Empowers the project manager to lead the project. Identifies the high-level objectives and scope of the project. Defines what will success look like. Enables support for the project to be gained. Ensures that key stakeholders are aware of the project. Secures budget and resources for the project. Serves as a point of reference for the project team. Download This Template Now! Project Charter Template What Should a Good Project Charter Contain? While most project management methods and frameworks prescribe the use of a project charter of some sort – either called one-pager, charter, or mandate -, there is no defined composition for its template. However, a principle to consider is that any good Project Charter will help you clarify the What, Why, Who, When, and at What Cost of the project. According to the PMBOK® Guide, these are covered by the following sections in a Project Charter: Project Information: Includes the ID and name of the project, name of the project manager, and project sponsor Business need, problem, or opportunity: What is the main driver for this project to exist? What is the context from which it was born? Project Objectives and Benefits: What are you trying to achieve with the project? Try writing your objectives as SMART objectives – specific, measurable, attainable, realistic, and time-bounded Project Organization: Describes the governance of the project, including key roles for its management and direction High-level project scope: At a very high-level, the project charter should be able to outline the boundaries of the project, i.e., what will be in scope and out of the project's scope, as well as key deliverables to be created by the project. High-level project timescale: At a very high-level, the project charter should list the key stages and estimated duration for the project and its key milestones. High-level project budget: At a very high-level, the project charter should identify the project's budget requirements, including capital and revenue expenditure forecast. Key assumptions: Main assumptions that may impact the project if proven false Key project risks: Main risks that may impact the project if they materialize Success criteria: Key measures to assess the success of the projectTo make your life easier, I’ve produced a simple project charter template that you can download here. Ready to use! Best Practices when Writing a Project Charter Writing a Project Charter can be time-consuming, particularly if not done properly; thus, here’s a couple of tips to help you steer your project towards success from its very beginning: Keep it brief: Trust me, the more pages a document contains, the less chance it will get read. Try to keep your Project Charter simple and brief. After all, it should capture key, high-level information! Be explicit: No one cares or is enthusiastic about a vague summary of a project. Get to the point as early as possible and make it explicit. Build it with your sponsor: While theory advises that the Charter should be handed over by the project sponsor to the project manager, in reality, it is often the project manager to writes the Project Charter with the support of the Sponsor. Whatever the model, the involvement of the sponsor is fundamental. Get it signed-off: Until you get the Charter signed-off by your sponsor, the project is not formally authorized. No Charter, no project. Share it: One of the main benefits of a Charter is that you can gain support from the project and ensure a shared understanding of what the project is about. Be proud to share your Charter with your team and key stakeholders! Looking for PM jobs? Here is the one-stop destination Project Charter Word Template About Project Charter Template PPT Project Title: This field specifies the name of the project. Project Start and End Date: This field specifies the timeline to complete the project. Project Manager: This field indicates the project manager who has the authority to execute the project. Project Sponsor: This field indicates the Project Sponsors who have initiated the project. Business Need: This field captures the need for initiating the project. It helps to understand and specify WHY the project is being undertaken. Project Scope: This field defines activities that are within the scope of the project. Items that are out of scope can also be mentioned in this field to set clear expectations. Deliverables: Every project undertaken will result in a tangible or intangible outcome. This field indicates the deliverables/goals that are expected to be achieved by this project. Risks and Issues: Very often, major risks and issues foreseen at the beginning of the project are indicated in this field. For, e.g., Delays due to Data Dependencies on external teams, personnel working on the project proceeding on planned leave resulting in a delay in the project timelines. Assumptions and Dependencies: Very often, assumptions and dependencies are made at the start of the project when certain events are expected to occur during the course of the project, which may result in a delay of the project timelines. Project activities that are dependent on each other need to be clearly stated in this field. For, e.g., Data discrepancy may be an assumption where large amounts of data are involved, dependencies on Infrastructure teams for the hardware. Milestones Schedule: This field indicates the major milestones the project aims to accomplish and the target completion date for each milestone. The charter can track the progress of the milestones against the target dates mentioned in the document. Budget/Financials: Every project has a set budget, and this field specifies the cost that will be incurred to undertake this project. Project Team: States the personnel/members required to work on the project, including the sponsor, project manager, and other required resources. Approval Committee: Every project charter needs to be approved by a defined set of approvers, including the sponsor and other stakeholders. A project charter is considered approved once signed off by all the approvers. To summarize, as per the Project Management guidelines, the project charter template PPT is a document that formally authorizes a project giving the project manager the authority to execute the project and obtain the required resources. This is a point-in-time document signed by all stakeholders and can be used as a baseline for future project changes. The Project Charter is the key document in the Initiation phase of a project. It is the first opportunity that the project manager has to build the right foundations for the project. Grab the chance to cause a great first impression with a great Project Charter!

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