# Write a weekly project status report: checklist

Turn your rough notes on this week's project work into a short status report that keeps what is done, what is under way, what is blocked and what you need from the reader in separate places, using only what your notes say.

## Before you start

- [ ] Have ready: Your notes from the week
  Paste your notes, log entries or message highlights in any order, with dates where you have them. Paste only what your organization lets you put into an AI tool.

## Step 1: List each thing the notes report

- [ ] Pick out every separate update in the notes, quoted word for word, so the report is built on a fixed list.
- [ ] You have: A numbered table of updates, each quoted from your notes.
- [ ] Check: Each quote in the Update (quote) column appears in the your notes from the week, with shortened fragments in the same order.
  A plain rule you can check by eye. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.

## Step 2: Sort each update by what the reader needs to know

- [ ] Mark each update as done, under way, blocked, a risk, or something that needs a decision, and say who has to act.
- [ ] You have: A table that sorts each update by status and says who acts.
- [ ] Check: Every row of the table has one of "done", "under way", "blocked", "risk", "needs a decision" or "none" in the Status column.
  A plain rule you can check by eye. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.

## Step 3: Draft the status report

- [ ] Write the report from the sorted updates only, with the asks for the reader near the top.
- [ ] You have: A one-page status report with the asks first, then done, under way, blocked, next week and open questions.
- [ ] Check: Every number in the answer also appears somewhere in at least one of "your notes from the week"; this does not check what each number means.
  A plain rule you can check by eye. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.

## Step 4: Add the count and the reminder

- [ ] Add a count of the updates in each status and keep the reminder as the last line, changing nothing else.
- [ ] You have: The status report with a count line and the reminder.
- [ ] Check: The answer contains the text fragment "Check the dates and figures against your own records before you send it." (including inside a longer word).
  A plain rule you can check by eye. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.

## Final checks

- [ ] Check: Compare the report with the table below. Is every update in the table in the report, under a heading that fits its status? Answer FAIL and quote each update that is missing or sits under the wrong heading.
  Checked by a second AI prompt. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.
- [ ] Check: Read the report against the notes. Does any task, date, cost, person, reason or rating appear that the notes do not give? Answer FAIL and quote each place where one does.
  Checked by a second AI prompt. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.
- [ ] Check: Look at the rows marked needs a decision, and at the blocked rows that someone outside the project can clear. Is each one listed under What We Need From You? Answer FAIL and quote each one that is missing.
  Checked by a second AI prompt. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.
- [ ] Check: Read the report as the person who receives it. Check each date, cost and name against your own records, and check that the blocked items and risks are described the way you would describe them. Only you know how serious each one is.
  Checked by you. If not: Carry on, but write down the problem so whoever uses the result knows about it.

## You end up with

- [ ] A one-page status report with the asks for the reader first.
- [ ] A table that sorts each update by status and who acts.
- [ ] A count of the updates in each status.

---

From Logic Lab (logiclabhq.com). Free to use and adapt, with credit.