AI progress reports
AI progress reports built from your own site records
A progress report repeats work you have already done: the site diary, the registers and the week’s correspondence hold most of it. We set up a workflow that drafts the weekly or monthly report from those records, and the project manager checks it before it goes to the client.
Where this time goes
Writing it twice
Everything in the report already sits in the diary, the registers or an email, and someone retypes it at month end.
Evenings at month end
Reports land on top of a full week of site work, so they get written late.
Statements without a source
When a client asks where a date or a figure came from, it takes time to find it again.
The same layout, every time
Each report follows the same headings, yet it is rebuilt from a blank page.
How the workflow runs
- Gather the records. The site diary, the project registers and the period’s correspondence.
- Sort by heading. Progress, programme, instructions, risks and open questions each get their own section.
- Draft the report. A draft is written in your own report layout, with each statement pointing back to its source record.
- Flag the gaps. Anything missing or contradictory is marked for the project manager to check.
- A person signs it off. The project manager reads the draft, corrects it and decides what goes to the client.
Example
Our own practice · internal use
Weekly and monthly reports for a construction project
This workflow was built for our own construction project management practice and is used internally. It is not a client engagement.
The task was to stop writing weekly and monthly client reports from scratch. We built a workflow that keeps a dated site diary and drafts each report from the diary, the registers and the correspondence, with every statement traceable to a record. The project manager reviews and issues it.
This describes what was built, not measured results.
Running a construction project? See AI workflows for construction project managers.
What stays with your team
The sign-off
Nothing goes to the client until the project manager has read and approved it.
The judgement calls
Risk ratings, delays and what to tell the client stay with people.
The records
The workflow drafts from your records. It does not change them.
Professional sign-off
Work requiring professional sign-off remains with the authorised person.
Questions
Does the AI decide what goes in the report?
Can it follow our own report layout?
How is project information handled?
Start with this task.
Build with AI sets up AI workflows, with practical lessons for the team, for owner-led businesses in Cape Town and across South Africa.