Assignment 8 information Technical writing Assignment 8 information

Today Final document: Progress Report

Progress Report Another kind of short report. Purpose: Inform reader about the status of an ongoing project. Indicates: - How much work has been done. - What type of work has been done.  Who has done the work, how well it was done. - How close the entire job is to completion.

Progress Report Emphasizes whether you are: Specifying what work has been done Keeping your schedule Staying within your budget Using proper technology/equipment Making the write personnel assignments Identifying an unexpected problem Providing adjustments in schedules, personnel, etc. Indicating what work remains to be done Completing the job efficiently, correctly, and according to codes

Progress Report Any kind of ongoing work can be described: - Research for a paper - Construction of an apartment complex - Preparation of a website - Hiring new staff - Study progress

Progress Report Often prepared at key phases, or milestones, in a project: - Weekly, monthly, bi-weekly, bi-monthly. - After a certain process/action been completed. i.e., After installing the windows in a building.

Progress Report - Audience People you are not working alongside you but need a record of activities. - To coordinate with other people’s efforts. - Learn about problems or changes in plans. i.e., Company supervisors may not be at a construction site, so they will rely on progress reports for crucial information.

Progress Report - Length Similar to other short reports. - Usually 1 -2 pages, depending on the complexity of the project.

Parts of a Progress Report Should contain information about: 1. The work you have done. 2. The work you are currently doing. 3. The work you will do.

Parts of a Progress Report Introduction: - Indicate why you are writing the report. - Provide any necessary project titles, codes, and specific dates. - Help readers recall the job you are doing for them.

Parts of a Progress Report Introduction: If this is the first progress report: - Supply brief background information in the introduction. If this is a subsequent progress report: - Intro should just remind the reader about where the previous report left off (and where the current one begins).

Parts of a Progress Report Body: Provide significant details about: - Costs - Materials - Personnel - Times for major stages of the project

Parts of a Progress Report Body: Emphasize completed tasks, not false starts. i.e., if you report that painting is finished, do not explain paint texture or geometrical patterns.

Parts of a Progress Report Body: Leave out routine or well-known details. i.e., “I had to use the library when I wanted to read the back issues of Safety News magazine that were not available on the Internet.”

Parts of a Progress Report Body: Describe any issues you encountered that may affect the work’s progress. (It is important for the reader to know about trouble early so changes or corrections can be made). i.e., “Three candidates who initially accepted our employment offers have subsequently declined the offer.”

Parts of a Progress Report Conclusion: Give a timetable for the completion of duties or submission of the next progress report. Provide the date that you expect work to be completed by. Be realistic - Do not promise to complete a job in less time than you know it will take. Conclusions must be tentative. i.e., “If everything stays on schedule…”

Letterhead Begins with key information: project status Concisely summarizes previous work for background Summarizes current accomplishments. Identifies problems, how they were solved, and costs involved. Specifies what work remains and when it will be completed.

Projects successful completion of work. Promises to keep reader informed

Assignment 8 Write a progress report for your project. - 2nd of 3 progress reports (pretend you have already written the first). See instruction sheet for details.