How do you track the progress of your project?
We often set ourselves up for unrealistic metrics to track and reports to create.
At the start of the project, when you have plenty of time, you often overcommit to what you can actually do.
Too often, project reporting is over complex and inconsistent.
The over complex reporting often means it’s misunderstood or, in some cases, not even looked at.
Then, when it’s shared inconsistently, that impacts the confidence your team, client, or stakeholders can have in you.
Tracking progress shouldn’t mean endless spreadsheets or dashboards nobody checks.
The simplest systems are usually the ones people actually use.
Here’s how to keep it simple and useful:
Define what progress means (for your project)
Progress isn’t just “tasks completed.” It’s about outcomes achieved. Ask: What should be true at this point if we’re genuinely moving forward? That shifts the focus from ticking boxes to delivering results.
This works even better when you discuss this as a team what you think should be true at certain points. It might not be aligned with those that you work with.
Track at the right level Avoid tracking everything.
Summarise at milestones, phases, or key deliverables. Over-tracking creates noise; under-tracking hides risk. Aim for a “just enough” approach.
What a just-in-time approach is for you to work out, so be prepared to adjust how much you share, but don’t make that decision alone.
Use one source of truth
Whether it’s a tool like ClickUp, Jira, or a simple Kanban board, make sure everyone knows where to look for the latest status. If you’re updating multiple tools, something will always be out of sync.
You have to remember that everyone on your project whether a stakeholder, team member, or third-party is busy in one way or another. So don’t make it hard for them to find the data that really matters.
Add context, not colour codes
A green/red/yellow dashboard might look tidy, but without commentary it’s meaningless. A short note on why something’s at risk (and what’s being done about it) makes your tracking ten times more valuable.
Use really simple language. Don’t try to sound over impressive or super professional. The most important thing is that it’s understood.
Review progress together
Make progress visible and social. A 15-minute weekly check-in or end-of-sprint review keeps momentum high and ensures people feel ownership not just oversight.
Create a conversation around progress rather than just a tick-box exercise of going through the status report.
“What gets measured gets managed — but what gets understood gets improved.” — Peter Drucker
In summary: The simplest way to track progress is to focus on clarity, consistency, and context not complexity.
Use one tool, update it regularly, and make sure what you’re tracking actually tells a story about delivery, not just data points.
Have a great week 💪🏼
Ben
