Checkpoint report

The team manager uses the checkpoint report to communicate progress to the project manager, specifically comparing actual progress against the agreed team plan.

The frequency of these reports is decided upon by the project manager when issuing the work package. Consequently, the checkpoint report is a critical tool for the project manager to monitor and control the project effectively.

Source data

The following are the main sources of information for the checkpoint report:

• Work packages prepared by the project manager
• Team plans created by team managers
• Previous checkpoint reports (especially if they indicated potential issues)

Format

The checkpoint report can have different formats, such as:

• Face-to-face updates with the project manager and other team managers, facilitating knowledge sharing and mutual feedback.
• Presentations at review meetings (either physical or virtual)
• Concise written documents or emails
• Entries within an online project management tool

Quality criteria

The following criteria determine the quality of a checkpoint report:

• Prepared at intervals defined by the project manager in the work package.
• Provide the appropriate level of detail required by the project manager.
• Contains useful, objective, and accurate information.
• Include updates on all products outlined in the work package for the reporting period.
• Address unresolved issues highlighted in previous checkpoint reports.

Tips

Checkpoint reports provide essential insights into team performance and product progress. Here are key recommendations:

• Keep reports concise
  • Focus on essential information to aid decision-making.
  • Use a structured format for clarity and consistency.
• Emphasize product outcomes
  • Report on completed and upcoming product deliverables, not detailed tasks.
  • Align updates with project objectives.
• Promote transparency and collaboration
  • Share checkpoint reports among team managers to improve visibility.
  • Use report insights to enhance coordination and resolve issues.
• Ensure timely review and feedback
  • The project manager should review reports promptly.
  • Provide feedback early to maintain quality and address issues.
  • Use insights for decision-making at stage boundaries.

Following these principles ensures checkpoint reports remain effective for tracking progress and supporting collaboration.

—o—

Written by Frank Turley.

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