Because the project's status can influence major decisions, you must be honest in your report - your boss would rather know 6 months in advance that you need an extra 4 weeks to complete the work, instead of finding out 3 days before the project is due to the customer. You won't do anyone any favors by playing down, or worse, ignoring, major problems.

At the same time, as suggested earlier, progress reports can influence people's perceptions of you and your work. Whether you're writing to your supervisor, the president of the company, or an outside customer, you want that person to see you as competent and to feel confident in your work.

So how do you balance the need to be honest with the need to project a positive image?

• One solution is to pay close attention to your language - calling something "a complete disaster" may not be in your best interest.

• More importantly, instill confidence in your readers by providing solutions, rather than simply describing problems. Telling readers how you plan to handle the problem gives them the information they need to make decision, but also lets them know that you are in control of the situation.

• Finally, avoid making excuses or placing blame. If there are legitimate issues (late delivery from a supplier, unresolved questions, etc.), you can lay those out clearly - particularly if they require action from your audience - but don't sound as if you're rationalizing or trying to compensate by shifting the blame.

Consider the three paragraphs below, each a different version of the same student's progress on a semester-long research project:

Version 1

In the past month, I have read one book, titled The History of Widgets, which has provided a lot of useful information. From this text, I can now draft almost the entire Background section of my article on widgets in the workplace. For instance, I learned that widgets were invented by Al Jones at the boat races in Tuckahoe, NY, as a means of increasing the speed and stability of his boat so that he could finally beat his long-time rival, Sara Kinicky. Mr. Jones spent 6 months in his basement designing and testing the original widget, and we have his work to thank for the way this innovative device has transformed our lives.

Version 2

In the past month, I have read only one book, The History of Widgets, because I have been overwhelmed with work for my other classes. I had 3 major tests (Physics, Partial Differential Equations, and Heat Transfer), as well as a major project due in my Measurements Lab. At the same time, my roommate just broke up with his girlfriend, and has been playing sappy country-music love songs over and over and over until 1 a.m. every morning, which obviously makes it very difficult for me to concentrate. And I can't go to the library to work because I fall asleep every time I try to get anything done there.

Version 3

Because of an unexpectedly heavy workload in my other courses, I have thoroughly reviewed only one source (The History of Widgets), which addresses the background section of my article. However, as noted earlier, I have completed my database and web searches, and have marked 14 articles/web sites to review. I have scheduled approximately 12 hours over the next 2 1/2 weeks to read these sources, which should bring the project back on schedule so that I can complete the article by December 14.

An Analysis of the Versions

The first version simply ignores the problem (very little progress made) and instead attempts to fill space with "facts" and thus make it seem as if the writer has accomplished something worthwhile. While those facts may be critical in the final report, they do not belong in a progress report unless they represent major findings that require immediate action or attention.

The second version at least acknowledges the problem, but spends too much energy making excuses. The writer effectively comes across as an irresponsible whiner.

The third version acknowledges the problem and briefly explains why the writer is behind. More importantly, it offers a solution and emphasizes that the writer has taken responsibility for falling behind and has a clear plan to resolve the problem.

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