Project Report Checklist

Ever wanted an easy way to present a project for review? Well, that's exactly what this project report checklist is designed to do.

This checklist takes you through all the necessary steps to prepare a project for review and the subsequent project status report. Combined with powerful tools like Filestage, this makes it easier than ever to present your progress and get immediate feedback.

You'll have more time to focus on your work and the reviewers won't have to sift through pages of irrelevant information to get to the meat of the report. It's a win-win, and a great way to keep your momentum going.

Let's get stuck in!

First things first, you're going to need to record the project report details. This will let you know when the report was held and who was present at it. To do this, use the form fields below. 

While it's not necessary to have a meeting at the same time as the project report, it's useful to do so if everyone is able and willing to.

Replying to comments is fine, but a real-time meeting lets everyone give and receive feedback much faster than a text back-and-forth (especially over different time zones).

As such, think about and inquire as to whether everyone will be able to have a meeting (physical or digital) to discuss the project report. Record whether there will be a meeting in the form field below.

Next up, you need to record the basic details of the project being assessed. This will let you easily identify what was being reviewed and the state it was in for future reference.

At the very least you should include the project's name, description, a link to the project (in its native or cloud storage form), and its deadline.

Login to your Filestage account and import your project there (if you haven't already). This will allow you to easily present it for review in your report, along with allowing reviewers to leave and reply to comments easily and without even needing a Filestage account.

Once it's in Filestage, record the project's link within Filestage and its review link (the one you send to reviewers) using the form fields below.

If you don't already have a review link, generate one by opening the file in Filestage and clicking the "Reviewers" button in the top right of the project display. Click the "Review Link" button to see and copy your link.

Now you need to prepare your project in Filestage ready for the project report. The easiest way to do this is to go through the project and leave comments by clicking on the various segments where you need to give a little extra information.

For example, if you know that a video will need to have a logo inserted in a specific place, you could leave a comment stating where and when it will go. That way the reviewer won't assume that you haven't thought of this step already.

Other good ways to use comments are to explain what changes have been made since the last review, where resources have been invested, what changes are yet to be made (or require direct approval) and so on.

If you haven't already, now's the time to send the project review link from Filestage to whoever is reviewing the project report.

This will let them access the project in Filestage and leave their own comments and/or reply to yours. Remember; they don't need to have a Filestage account to access the project, so there shouldn't be any issues there.

You can automatically handle this task with business process automation. All you need to do is let Zapier send an email to all of the reviewers (using their email addresses from earlier in the checklist) and include the Filestage review link.

Once all the prep is complete, it's time to take part in the project report meeting (if you're having one).  To do this effectively, follow the sub-checklist below and record any meeting notes in the form fields provided.

Once reviewers have left their feedback (and/or the meeting is complete) you need to go in and process their comments.

This usually involves reading through all of their notes and recording new tasks that need performing, along with replying to comments that can be immediately dealt with.

Record new tasks generated using the form field below.

The final step is to prioritize your work according to the feedback and any new tasks received.

Do this by assessing the project in terms of the difficulty and value of each task, along with the priorities of the stakeholders in the project.

Once you have a list, record the top three tasks and any further work with the form fields below. This will give you a clear course of action going forward.

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