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PPT On Writing Progress Report

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Published in: Creative Writing
21,239 Views

From this PPT students will learn how to write Progress report.

Indira M / Ipoh

8 years of teaching experience

Qualification: PhD Lit, M.Ed TESL, BA ELS

Teaches: English, Biology, History, Bahasa Malaysia, MUET (English Test), Pengajian AM

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  1. UALE1113 / MPU32143 English for Information Technology Lecture 8: Short Report: Progress Report Prepared by: Ms. Indira
  2. uocleu sse1601d
  3. Definition To inform a supervisor, associate, or customer about progress you've made The project can be The design, construction, or repair of something The study or research of a problem or question The gathering of information on a technical subject Especially when it takes well over three or four months to complete a project.
  4. Definition An assessment that takes place during a project or process Conveys details such as: What sub-goals have been accomplished What resources have been expended What problems have been encountered Whether the project or process is expected to be completed on time and within budget. Used by management to determine whether changes are necessary to an ongoing effort.
  5. Functions of Progress Report Reassure recipients that the project will be complete by the expected date (or inform them of delays in a project). Provide recipients with a brief look at some of the findings or some of the work of the project. Give recipients a chance to evaluate your work Force you to complete the project on time. Project a sense of professionalism
  6. Backqround on the project itself The client expects to be updated on the followings: 'What your project is •What its objectives are 'What the status of the project was at the time of the last reporting
  7. Discussion of achievements since last reportinq Follows the progress of the tasks presented in the proposal's schedule. How much of the work is complete What part of the work is currently in progress
  8. Discussion of problems that have arisen What problems or unexpected things, if any, have arisen Progress reports bring benefits for both parties. Can share or warn your client about problems that have arisen. The client might be able to direct you toward possible solutions You might negotiate a revision of the original objectives, as presented in the proposal
  9. Discussion of work that lies ahead What work remains to be done Discuss your plan for meeting the objectives of the project Written in the same manner as the "Plan of Action" section of the proposal A better perspective for the schedule and cost
  10. Assessment of whether you will meet the objectives in the proposed schedule and budqet How the project is going in general The bottom line for the client. Failure to meet the objectives in the proposed schedule and budget can result in the cancellation of the contract. In other situations, the client expects that the objectives will change somewhat during the project.
  11. Tips for Writing a Good Progress Report Make sure you use the right format. Memo format - internal progress reports Business-letter format - written from one external organization to another Write a good introduction State that this is a progress report Provide an overview of the contents Use headings to mark off the different parts of your progress report Your summary of work done on the project.
  12. Tips for Writing a Good Progress Report Provide specifics — avoid relying on vague, overly general statements about the work Address the progress report to the real or realistic audience—not your instructor Assume there will be non-specialists reading your progress report
  13. Types of Formats Memo: A short memo Shared within an organization. A few copies for your boss and all the project members.
  14. Types of Formats Letter or email: Generally short. Can be shared either within or outside of an organization. For example, Jonah needed to share the progress report both with his boss and with his company's client Email: Convenient, and everyone can have an electronic copy saved.
  15. Types of Formats Formal report: More formal Longer document Bound in a binder or presentation folder Shared outside of an organization.
  16. LETTER FORMAT Avoid slang and jargon. Choose a formal O vocabulary. o Introductory paragraph — Typically indicates the letter's topic, explains its purpose, and indicates, perhaps implicitly, its relevance to the readers Closing paragraph — Make a social O gesture / Expressing pleasure in working with the reader, offering to assist the reader, and the like
  17. LETTER FORMAT Two punctuation styles for the salutation O and complimentary close Open punctuation: No punctuation Mixed punctuation: A colon follows the salutation and a comma follows the complimentary close. E.g.: O Dear Dr. Lombardi Dear Dr. Lombardi:
  18. LETTER FORMAT Writer's Name and Title O E.g.: Jenny Kaplan, Ph.D. Program Coordinator E.g.: Leng Xiong, Director City Youth Program
  19. MEMO FORMAT O O O O TO: (Receiver's name, designation & department) FROM: (Sender's name and designation) SUBJECT: (Title of the report) DATE: (Date it is sent out) (March 6, 2015) Use some headings or subheadings for longer reports
  20. MEMO FORMAT For than more receivers O Separate the names by comma or set them in a list Alphabetize the names unless your organization prefers that they be listed by rank Do not use a courtesy title with your own O name o Include more information to help the reader understand the source (for their convenience) :
  21. Memo Format Provide a specific, informative subject line. e.g.: Progress Report for the Preparation of Iphone 6 Launch Day State the purpose and main point in the opening sentences. List the people to whom you are sending copies. Courtesy Assure that you have sent the memo to everyone who should have it Alert them of the possibility of receiving questions about the memo from the individuals listed here
  22. ATTACHMENT / ENCLOSURE Tells the recipient that another separate document is O included with the memo o If the document is physically attached to the memo (Attachment) o If the document is included with the memo but not attached to it (Enclosure) O Enclosures: Order Form Cheque Attachment: Application form
  23. THE END

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