AtlasFree guide
Project status report template
A status report has one job: let a busy sponsor answer three questions in two minutes — are we on track, what changed, and what do you need from me?
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The two-minute rule
Sponsors do not read status reports; they scan them. If the overall status is on page three, the report has failed regardless of its content.
Put the RAG status, the one-line summary and any decisions needed at the top. Everything else is evidence for people who want it.
What RAG status really means
Green, amber and red are commitments, not decorations. Green means you will hit the date and budget without the sponsor doing anything. Amber means you have a problem you can still manage inside the project. Red means you cannot recover without a decision or help from above.
Coordinators get into trouble reporting amber as green to look competent. The first red then lands as a shock, and shocks are what destroy a sponsor's trust.
What to include, every time
Keep the structure identical week to week. Sponsors build a reading habit around a fixed shape, and a change of format reads as a change of status.
- Overall RAG status and one sentence explaining it.
- Progress since the last report — two or three lines, outcomes not activity.
- Milestones — the next few dates, with any movement explained.
- Top risks and issues — from the RAID log, not invented fresh.
- Decisions needed — what you need, from whom, by when.
- Budget position — one line against the authorised figure.
Write the ask, not the essay
The most valuable line in any status report is a clear decision request: "We need the clinical lead to confirm the triage form by Friday, or go-live moves a week." That sentence is worth more than three pages of narrative.
Worked example — the top of a weekly status report
| Section | Written as |
|---|---|
| Status | AMBER — data migration test failed at 4% mismatch; recovery plan agreed, date held for now. |
| Progress | Training sessions booked for wards A–C. Field mapping signed off by the clinical lead. |
| Next milestones | Migration re-test 21 March; training complete 4 April; go-live 25 April (unchanged). |
| Decision needed | Approve two extra evening training sessions (£1,400 within contingency) by Friday. |
| Budget | £418,000 committed of £1,200,000 authorised; contingency intact. |
Free status report template
Copy this shape and keep it identical every week. The discipline is the value.
Report date and period
So nobody confuses this week's with last week's
Overall RAG status
Plus one sentence of explanation, no more
Progress this period
Outcomes delivered, not meetings attended
Milestones
Dates, and any movement with the reason
Top risks and issues
Pulled from the RAID log, with owners
Decisions needed
What, from whom, by when
Budget position
Committed against authorised, in one line
Common questions
What should a project status report include?
Overall RAG status with a one-line explanation, progress since the last report, upcoming milestones, top risks and issues, decisions needed with owners and dates, and the budget position.
What does RAG status mean?
Red, amber, green. Green means on track without intervention; amber means a problem the project can still manage itself; red means recovery needs a decision or help from the sponsor.
How often should you send a status report?
Weekly is the common rhythm for active projects. Whatever the frequency, keep it fixed and the format identical so readers build a habit around it.
Report status to a steering committee that pushes back
In the Atlas simulation you submit status reports to a steering committee that reads them. Choose the honest RAG, defend your numbers, and see what happens when you soften bad news.
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