The best status reports are one page, produced on a fixed cadence, and written for the executive who needs to make a decision.
- One page maximum
- RAG status gives executives immediate context
- Risks and decisions needed are the most valuable sections for sponsors
Status report structure
Header, RAG status indicator, key metrics (schedule/budget/scope/quality), a 3-5 sentence narrative, risks and issues, decisions needed, and next-period milestones.
Writing the narrative
Three to five sentences. State position against plan, the most significant event of the period, and the top priority for next period. Do not summarize the whole project.
RAG status discipline
Red = cannot proceed without sponsor intervention. Amber = concern that may escalate. Green = on track. Inaccurate RAG status defeats the report.
Decisions needed
Explicitly name any decisions the sponsor must make this period. A report that asks for nothing rarely drives action.
Frequently asked questions
Sponsor, key stakeholders, steering committee, and the PMO.
No. Detailed task lists belong in the project plan.
Writing it for the PM rather than the sponsor.
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