A project highlight report is a high-level summary of key information about a project at a specific point in time, designed to keep important stakeholders informed.
Produced by the project manager throughout the project's lifecycle, the highlight report provides the board (and other key stakeholders, as appropriate) with a high-level summary of key information on the project set at a specified time period. It serves as a regular update mechanism, typically on a weekly or bi-weekly basis, offering transparency on project status, progress, and potential issues without overwhelming recipients with excessive detail.
Purpose and Importance
The primary purpose of a highlight report is to provide stakeholders, particularly senior management and the project board, with a concise overview of the project's health and trajectory. This allows them to:
- Stay Informed: Understand the current status and recent progress.
- Identify Trends: Spot potential issues or risks early on.
- Support Decisions: Make timely and informed decisions if intervention is required.
- Ensure Alignment: Confirm the project is still on track to meet objectives.
Think of it as a regular health check for the project, ensuring everyone with a vested interest is aware of the vital signs.
Key Information Typically Included
While the specific content can vary depending on the project and organization, a highlight report generally covers the most critical aspects. The reference states it contains a "high-level summary of key information," which often includes:
- Reporting Period: The dates covered by the report.
- Overall Project Status: A high-level 'traffic light' indicator (e.g., Green, Amber, Red) or brief summary of the project's overall health against its plan.
- Progress During the Period: What was achieved since the last report.
- Activities Planned for Next Period: What the team intends to accomplish next.
- Risks and Issues: Any new or existing risks and issues that require attention, their potential impact, and mitigation plans.
- Budget/Cost Status: An overview of spending against the planned budget.
- Key Decisions Required: Any decisions needed from stakeholders.
Example: Structure Snippet
A typical highlight report structure might look like this:
| Section | Description | Status Example |
|---|---|---|
| Overall Status | High-level health indicator | |
| Progress This Period | Key achievements/deliverables completed | On track |
| Planned Next Period | Key activities scheduled | On track |
| Risks & Issues Summary | Overview of critical risks/issues | Amber (1 high-impact risk) |
| Budget/Cost Summary | Spending vs. Budget | Green (within tolerance) |
| Decisions Required | Decisions needed from the Project Board | None this period |
Note: The table above is illustrative and not exhaustive.
Best Practices for Effective Reporting
To make highlight reports truly effective:
- Keep it Concise: Focus on the essentials; stakeholders are often busy.
- Be Timely: Send reports out regularly and consistently (e.g., every Friday).
- Be Objective: Report facts and data, not just opinions.
- Highlight Exceptions: Draw attention to variances from the plan (e.g., behind schedule, over budget).
- Tailor to Audience: While the board is a primary recipient, tailor sections or distribution for other key stakeholders as needed, as per the reference.
In essence, the project highlight report is a vital communication tool that ensures key stakeholders remain informed and engaged without being bogged down in project details.
