Highlight report

The highlight report provides a regular update on stage progress, prepared by the project manager for the project board. The frequency and format of this report are defined in the communication management approach. For example, it may be agreed that the project manager will submit a two- or three-page overview every two weeks on a specific day.

Purpose

The highlight report serves two key purposes:

• Confirming that the stage remains within tolerances (time, cost, quality, scope, benefits, risk, and sustainability).
• Identifying potential issues that may require attention before they escalate.

By providing this regular update, the project board can manage by exception between stage boundaries, ensuring they stay informed without unnecessary intervention.

Timeline

The project manager mainly created the highlight report in the controlling a stage process.

Contents

The highlight report should be kept simple and focused, providing a clear one-page overview of the stage’s progress. Below is a structured format:

• Date: Specify the current reporting period.
• Status summary: Report progress using the six project variables (time, cost, quality, scope, benefits, and risk).
• Work packages (current): List the product names being delivered (avoid listing tasks).
• Work packages (next): Provide a list of upcoming products to be delivered (not work packages themselves).
• Change requests: Link to the change request document, which in PRINCE2 is formally recorded as an issue report.
• Key risks & issues: Highlight any significant changes to risks or issues that the project board needs to be aware of.

Source data

The following are sources of data for the highlight report:

• Stage plan and lasted status information
• Checkpoint report
• Issue register
• Quality register
• Risk register
• Project initiation documentation
  • Communication management approach
  • Etc.

Format

The highlight report can be delivered in various formats, depending on the preferences of the project board and organizational standards:

• Face-to-face presentation: Delivered in a meeting or via conference call for real-time discussion.
• Formal document: Provided as a Word or PDF report for record-keeping.
• Presentation slides: A concise, visual summary similar to the above example.
• Email summary: A quick update for easy access.
• Project management tool entry: Logged within a project management system for tracking and collaboration.

Quality criteria

To ensure the highlight report is effective and meets PRINCE2 standards, it should adhere to the following quality criteria:

• Correct reporting frequency: The report is produced at the agreed intervals specified in the communication management approach.
• Appropriate level of detail: The content is tailored to the project board’s needs, as outlined in the communication management approach.
• Clear and concise: The report is easy to read, to the point, and avoids unnecessary complexity (be cautious with percentages of completion and traffic light indicators to ensure clarity).
• Timely, accurate, and objective: Information is up-to-date, fact-based, and useful for decision-making.
• Highlights potential problem areas: Identifies risks, issues, or concerns that may need attention before they escalate.

Tips

The following tips help you have better highlight reports:

• Confirm preferred format: Ask the project board how they want to receive the highlight report (e.g., document, email, presentation, or project tool entry).
• Keep it simple: Focus on key updates without unnecessary details.
• Highlight major issues & risks: Be transparent about challenges; don’t hesitate to report them.
• Avoid percentages for product completion: Too many products remain “95% done” without real progress; use clear status descriptions instead.
• Request feedback: Ask the project board if they need more or less detail to improve future reports.
• Understand their review process: Find out how the project board engages with these reports to ensure they are read and used effectively.

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Written by Frank Turley.

If you have questions or doubts after using this wiki, you can ask for help on the Facebook or LinkedIn study groups.