Progress Reports
Progress Reports
Progress reports are essential Often part of Provide precise scheduled deliverables technical description Maintain contact with of work as project funding Sources develops and/or industry partners, and changes colleagues Scrutinized for accountability and management practices Department of Aeronautics and astronautics
Department of Aeronautics and Astronautics 2 Progress reports are essential. • Often part of scheduled deliverables • Maintain contact with funding $ource$, industry partners, and colleagues • Provide precise technical description of work as project develops and/or changes • Scrutinized for accountability and management practices
In 622, the oral progress report Is quite brief 8 minutes presentation 5 minutes discussion Provides a milestone for the team Identifies barriers to progress and ways to overcome them Keeps faculty and staff up to date Department of Aeronautics and astronautics
Department of Aeronautics and Astronautics 3 In .622, the oral progress report • Is quite brief – 8 minutes presentation & 5 minutes discussion • Provides a milestone for the team • Identifies barriers to progress and ways to overcome them • Keeps faculty and staff up to date
Formats for written and oral progress reports Written progress reports can be a short report or even a memo or a lengthy letter Include project title, funding source(s) contract numbers, funding period organizational/institutional information, contact information Follow conventions for written documents headings, page numbers, etc Department of Aeronautics and astronautics
Department of Aeronautics and Astronautics 4 Formats for written and oral progress reports • Written progress reports can be a short report or even a memo or a lengthy letter. – Include project title, funding source (s), contract numbers, funding period, organizational/institutional information, contact information – Follow conventions for written documents: headings, page numbers, etc
Oral progress reports can be brief (.622)or quite lengthy and can range from informal to very formal Some sort of visual organizer helps in an oral report(ppt for 622)or handouts, posters, etc Include project title, team members, project advisor(s) date, relevant funding, institutional, or course data Follow conventions for effective oral presentations Department of Aeronautics and astronautics
Department of Aeronautics and Astronautics 5 • Oral progress reports can be brief (.622)or quite lengthy and can range from informal to very formal. • Some sort of visual organizer helps in an oral report (PPT for .622) or handouts, posters, etc – Include project title, team members, project advisor (s), date, relevant funding, institutional, or course data. – Follow conventions for effective oral presentations
Information organization for the 622 progress report Brief introduction to project Background context and/or significance HOS Experimental overview and technical approach Progress to date or project status Problems and solutions to them Problems are part of design, but your effort to address them is very important Department of Aeronautics and astronautics
Department of Aeronautics and Astronautics 6 Information organization for the .622 progress report • Brief introduction to project – Background, context and/or significance • HOS • Experimental overview and technical approach • Progress to date or project status • Problems and solutions to them – Problems are part of design, but your effort to address them is very important
Information organization continued Design changes Show the gap between what you planned to do and what you've done Design changes are sometimes inevitable but be prepared to explain clearly Schedule(revised, if necessary) and statement of overall progress Work to be done Department of Aeronautics and astronautics
Department of Aeronautics and Astronautics 7 Information organization continued • Design changes – Show the gap between what you planned to do and what you’ve done. – Design changes are sometimes inevitable, but be prepared to explain clearly. • Schedule (revised, if necessary) and statement of overall progress • Work to be done
Tips for progress reports Review audience analysis Audience agendas for a progress report are different than they were for a proposal Different concern different focus Also, progress reports are where people hear about problems Audience for progress report is mixed Experts, technicians, laypeople, decision makers Writer/speaker must modify expert' dialog used within team and with advisor Department of Aeronautics and astronautics
Department of Aeronautics and Astronautics 8 Tips for progress reports • Review audience analysis – Audience agendas for a progress report are different than they were for a proposal. • Different concern, different focus • Also, progress reports are where people hear about problems. – Audience for progress report is mixed. • Experts, technicians, laypeople, decision makers • Writer/speaker must modify “expert” dialog used within team and with advisor
Tips Remember that it is more difficult to absorb information aurally than it is from text Plan to use a few effective graphics Think about what audience needs to know rather than everything that you know Think about pace of report, the way the screens look font size Have a strong introduction and clear conclusion Remember to practice Control nerves, spot rough"spots, edit, check timing Department of Aeronautics and astronautics
Department of Aeronautics and Astronautics 9 Tips. . . • Remember that it is more difficult to absorb information aurally than it is from text. – Plan to use a few effective graphics. – Think about what audience needs to know rather than everything that you know. – Think about pace of report, the way the screens look, font size. • Have a strong introduction and clear conclusion. • Remember to practice. – Control nerves, spot “rough” spots, edit, check timing
Tips Be prepared for rigorous or challenging questions and discussions Practice potential answers Have a few back up slides Maintain a non-defensive attitude Use the discussion period to ask your own questions Usually, the key people are all present, so use the time effectively Department of Aeronautics and astronautics
Department of Aeronautics and Astronautics 10 Tips . . . . • Be prepared for rigorous or challenging questions and discussions. – Practice potential answers. – Have a few back up slides. – Maintain a non-defensive attitude. • Use the discussion period to ask your own questions. – Usually, the key people are all present, so use the time effectively
