SUBSEQUENT PROGRESS REPORTS
Second and succeeding progress reports maintain continuity and refresh the reader’s memory by adding one new section, a summary of work completed prior to the present reporting period:
II. Summary of Work Previously Completed (Dates)
III. Work Completed (Dates)
IV. Work Scheduled (Dates)
The new section contains the same heads for major’ tasks (second-level, that have appeared in earlier reports but condenses the information. To prepare this section, you examine the Work Completed sections of your previous progress reports and write a capsule version of them.
Adding Special Sections
Sometimes other sections need to be added. If readers want specific information on some aspect of the project that they particularly want to control, you should provide that information. Budget; or any other item of special concern, can easily be given a main heading of its own and a thorough accounting.
Progress reports update readers on the sta•tus of projects during a specific time period. These reports explain the project’s goals, then describe the work already completed and future work scheduled. If necessary, writers explain s.pecial problems encountered in the course of the. project.
progress report follows. Notice the sections it contains and how it explains material to the supervisor who knows in general what is going on.
1. Your instructor may require a progress report approximately midway through your writing of a longer project, such as a manual or a recommendation report. The progress report should be 350 words in length, aimed at a reader who is less knowledgeable than you. You can use as an example the model in this chapter (p. 327), which describes progress on a recommendation report. Notice the informal format and the writer’s use of heads to cJanfy the report’s organization.
2. Write a progress report on one of the following hypothetical situations You may have to supply some data.
a. The Upper Room Computer Consultants are installing a computerized inventory
system in Q branch of Grover’s Fashions for Men, a retail store. Send a progress report to James Tanner, a vice-opresidentof Grover’s. The facts follow The ‘electrical workis finished in the store: several new lines and outlets have been installed. The Super Meatcomputerized cash registers are back-ordered from Boe Supply; they will not be in for two weeks. The programmer has finished tthe inventorysurvey and has assigned codes to all brands and items of clothing. The training booklet for the clerks has been written; the manual to. the system program will not he completed until after the programmer is finished. Training sessions will begin next were Uppr R06m will install a computerized
cash register for training that is operated in the same way as those that will be installed. Tht! new bar code t9,9s are m. Upper Room will hold a one-hour training session with clerks to explain now to use the tags.
b. Bain Americana will sporsor t~ American Folk Craft Exposition in Dallas, Texas, April 1-4. Write a progress report from the Exposition Manager, Jerome Ookeby, to the Bain Board of Directors. Explain the work completed and the work remaining: selectiny artists, creating publicity, and organizing equipment for the display. . Of 27 weavers’ and 12 potters who applied to exhibit in the ‘exposition, 15 weavers-ano 8 potters were selected. Each submitted three pieces of original work. Other applicants included 97 watercolorists, 20 lawn decorators, .191.trlnketmakers, and 76 food suppliers. Of these, 21 watercolorists, 6 lawn decorators, 11 trinket makers, and 15 food suppliers were accepted. A public relations firm – Mjork, Bjork’, and Johnson – was hired in January. The firm has set up an entire campaign) including handbills (done in a Grandma Moses motif), newspaper ads, TV and radio spots, feature stories, and posters. The posters and handoills are distributed. The radio and TV ads will begin two weeks te fore the event and run three times a day on KTIZ TV and KOOO FM 1G 1. The feature stories wil! focus on the methods used to create the pots and weavings and on the authentic designs the artists are using.
Each display artist must furnish a booth. Each artist must supply a drawing of tne booth, complete with requirements for electricity and water. The exposition has received 26 descriptions so far. Each artist is assigneda space based on electricity/power needs. The committee rejected the designs three booths because of inadequate safety small size: These artists must resubmit a design or lose their $500 entrance fee.