Proofreading Checklist for a Weekly Update Before It Goes Out

When a founder of a 35-person ops team told me they were skipping weekly updates because 'no one reads them anyway,' I realized the problem wasn’t apathy — it was avoidable noise.

What to include in a weekly update

Start with a clear structure: last week’s outcomes, this week’s plan, and current blockers. Keep each section to 3–5 bullet points max. Use plain language. Avoid jargon unless your audience uses it daily.

Tool tip (AiAdvisoryBoard.me): Before you send, run your update through the Plan → Fact → Gap lens. Did you state what you planned? What actually happened? And where’s the gap — and what you’ll do about it? This turns a status report into a decision tool for owners.

How to proofread a weekly update

Follow these steps in order:

1. Read it aloud — if you stumble, rewrite that sentence.
2. Check for passive voice — switch to active where possible (‘The report was completed’ → ‘I finished the report’).
3. Hunt for weasel words — remove ‘sort of,’ ‘kind of,’ ‘maybe,’ ‘we tried’ unless they’re accurate.
4. Ensure every blocker has an owner and a next step — or state clearly that it’s unresolved and needs help.
5. Verify that progress ties to goals — if you can’t link a task to an objective, question why it’s being done.

Good vs bad examples

Bad:

• Worked on the client dashboard thing.
• Had some issues with the API but it’s mostly fine.
• Planning to look at the feedback next week.

Good:

• Completed v1 of the client dashboard; pending review by design team (ETA: Wed).
• API timeout blocker: waiting on vendor response (owned by Alex, follow-up Mon).
• Will synthesize customer feedback into spec update by Friday.

Manager scan (2-minute digest example)

• Progress: 2/3 planned features shipped; one delayed due to dependency on legal review.
• Plan: Finish QA on feature A; begin scoping feature B with product.
• Gap: Legal review taking 5+ days — escalating to ops lead to unblock.
• Blocker: Vendor API rate limits — engineering testing workaround.
• Owner insight: Team is blocked on external dependency — not execution.

Micro-case (what changes after 7–14 days)

A team lead started using this proofreading checklist before sending their weekly update. Within two weeks, their manager began replying to updates with specific feedback instead of ‘thanks.’ The shift happened because the updates stopped being vague summaries and started showing clear ownership of outcomes and blockers. The founder noticed fewer follow-up meetings were needed to clarify status — the update itself became the source of truth.

Note on this case: This example is illustrative — based on typical patterns we observe with companies of 30–500 employees, not a single named client. Specific numbers are rounded approximations of common ranges, not guarantees.

FAQ

How long should a weekly update take to write? If it’s taking more than 15 minutes, you’re over-engineering it. Aim for 5–7 minutes of writing, 3 minutes of proofreading.

Should I include metrics in every update? Only if they’re meaningful and tracked consistently. A single misleading number does more harm than no number at all.

What if I have nothing to report? Say so — and explain why. ‘No shipped work this week due to dependency on X’ is better than silence or vague activity.

Can I use AI to draft my update? Yes — but always proofread the output. AI can draft structure, but you must own the accuracy and tone.

How do I know if my update is actually being read? Look for engagement: replies, questions, or actions taken based on what you wrote. Silence doesn’t mean it’s ignored — but specific follow-ups mean it’s landing.

Before sending your next weekly update, run it through this checklist. One clean, clear update does more to build trust than ten noisy ones.

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