Progress Report: How to Track and Communicate Project Status
Keep stakeholders informed with clear, actionable progress reports that drive decisions
The Essential Elements
Executive Summary
3-4 sentences covering status, key wins, blockers, and next steps.
Progress Metrics
Velocity, completion rate, burndown, or other relevant KPIs.
Completed This Period
Specific deliverables and achievements with business impact.
Risks & Blockers
What could derail progress and what you are doing about it.
Next Period Focus
Key priorities and expected outcomes for the coming sprint/period.
Support Needed
Specific asks from stakeholders or other teams.
Visual Progress Indicators
- Traffic Light System: Green (on track), Yellow (at risk), Red (off track)
- Burndown Charts: Show work remaining vs. time
- Velocity Trends: Track team capacity and consistency
- Milestone Timeline: Visual representation of key dates and dependencies
- Risk Heat Map: Probability vs. impact matrix for identified risks
Writing for Your Audience
For Executives
Focus on business impact, strategic alignment, and resource needs. Keep it high-level and decision-oriented.
For Product Managers
Include feature progress, user feedback, and technical debt considerations. More detail on scope and quality.
For Engineering Teams
Technical achievements, code quality metrics, and infrastructure improvements. Focus on technical health.
How Scrumrobo Automates Progress Reporting
Auto-Generated Summaries
Pull data from standups, retros, and sprint reviews to create executive summaries.
Real-Time Dashboards
Stakeholders can check progress anytime without waiting for reports.
Blocker Escalation
Automatically flag and escalate blockers to the right people.
Scheduled Reports
Weekly or monthly reports sent automatically to stakeholders.
Common Mistakes to Avoid
- Focusing only on completed work (include progress and blockers)
- Using technical jargon with business stakeholders
- Hiding bad news (be transparent about challenges)
- Making reports too long (executives want the highlights)
- Not including actionable next steps
- Forgetting to celebrate wins and team achievements
Automate Your Progress Reporting
Let Scrumrobo generate stakeholder reports from your team's daily work.