Summary: Progress reports explain construction accomplishments and problems to project principals. They include chronological information critical to conflict resolution. Use this simple format to create progress reports in email or paper form.
Golf course construction managers use progress reports to inform committee members or owners about ongoing construction projects. They are effective communication tools when sent out between formal construction meetings. They provide timely information about project progress and complications.
Write progress reports in a memorandum format with the following headings:
- To: Name of recipient.
- From: Type your name,then initial, with a pen, next to your name to sign-off on the document.
- Date: of the memo.
- Re: summarize the issue in a few words like: Smoky River GC bunker renovation progress report
Develop a template using your favorite word processing program. Save the original, and modify it for each report.
The first paragraph should include a summary of project progress. Add good and bad news in the following format:
The bunker renovation at at Smoky River Country Club is on schedule and within budget. The contractor will use seven employees and two excavators on this project. This crew is less than promised, but progress continues as planned. Change orders were submitted and signed for ledge removal on hole #6. A laborer sprained his ankle while installing a pipe, he returned the following day after physician approval.
Discuss completed work in the next paragraph.
We completed work on the bunkers on holes #4, 5 and #6 on August 22, 2009. After relocation of an irrigation main, the contractor completed the large bunker on hole #4. I refused delivery of several pallets of inferior sod. The sod vendor apologized and he shipped acceptable sod the following day. We encountered several yards of ledge on hole #6. The contractor removed the ledge with a hoe-ram.
The project is on-time. Rain forecast for late this week may slow production. I’ll evaluate conditions after the storm and permit work only when conditions allow.
Summarize project costs in the next paragraph.
The project is now 52% complete. We’ve paid the contractor 48% of the contract minus ten percent retainage. We paid a signed change order for $4300.00 for ledge removal.
Describe the upcoming work schedule in the next paragraph.
The contractor will begin work on hole #7 on Monday, September 4. After removal of existing sod, we’ll excavate the two foreground greenside bunkers. I’ll close the 7th green on Monday, and golfers will use a temporary green during construction. I’ve planned the irrigation work to insure that all non-construction areas will receive suitable amounts of water. Before construction, my crew will identify irrigation mainlines on hole #8.
Write in an informational style. Include the facts. If you have a political or personal issue, deal with it face-to-face, don’t hide behind a memo. Include solid, factual information. Don’t exaggerate work schedules. If construction is behind schedule, explain the reasons. Few golf course projects are completed on time. If the project is delayed, describe how you’ll increase production.