If your desk looks like a paper tornado during progress report season, you’re not alone. Between collecting data, writing summaries, and double-checking every goal, it’s easy to lose track of time (and maybe a few sticky notes). But with a few simple systems and the right tools, you can get reports done faster whether you’re working on paper or in Kit for Teams.
1. Gather all your data before you write
Before you start typing or handwriting a single report, pull together your evidence.
If you’re paper-based, grab each student’s folder, data sheets, and any notes from sessions. Having everything in front of you prevents mid-report hunting.
If you’re using Kit for Teams, all your service notes, progress graphs, and Instruction data live in one place so you can copy what you need directly into your reports. No piles, no guessing.
For more ideas on efficient documentation, check out ASHA’s guidelines for documentation in schools. The information is relevant for all roles on the IEP team!
2. Use patterns in your writing
Most progress reports follow the same rhythm: state the goal, summarize the data, interpret progress, and describe next steps.
If you’re paper-based, create a simple sentence template you can reuse for each student to keep you focused. For example:
“[Student] is making steady progress toward [goal area] as shown by [data or observation]. Continued focus on [specific skill or strategy] will support further growth.”
That single framework can become your outline for every report. Just plug in the student, goal, data, and next steps.
If you’re using Kit for Teams, you can run a Data Report, copy the data into your preferred template, and use AI writing support to generate a clean, professional paragraph in seconds. You still personalize it, but it removes the repetitive phrasing work that slows you down.
3. Keep a “report bank” of reusable phrases
Once you have a solid structure, the next step is building your personal “report bank” — a collection of ready-to-edit phrases that make writing faster and more consistent.
If you’re paper-based, highlight sentences you like and save them in a document or notebook for next time.
If you’re using Kit for Teams, you can export your data and notes to use alongside your preferred phrasing in any AI writing tool. Pairing accurate progress data from Kit with your tone and report bank helps generate drafts that sound like you — while still saving time on manual writing.
Here are a few examples you can start with:
When describing steady progress:
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“[Student] is making consistent progress toward [goal area] and continues to benefit from targeted instruction.”
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“[Student] demonstrates improved accuracy with [skill] when provided with [type of support or cue].”
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“[Student] shows gradual improvement in [skill or behavior] as data reflects increasing independence.”
When describing limited or variable progress:
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“[Student] shows inconsistent performance across sessions and continues to require support with [specific skill].”
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“[Student] benefits from additional repetition and practice to improve consistency with [goal area].”
When describing next steps:
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“Continued focus on [specific target or strategy] will support ongoing progress.”
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“Next quarter will target generalization of [skill] across settings.”
Having go-to language ready gives you a consistent foundation. Whether you reference it from your notebook or combine it with exported data from Kit, it helps you write faster and keep every report clear and professional.
4. Batch your reports
Writing similar reports back to back helps your brain stay in one workflow.
Paper users can stack folders by goal type or service frequency.
Kit users can filter by group or frequency, review all relevant data at once, and move through reports in batches without switching screens.
5. Check compliance as you go
Before you finalize, double-check timelines and goal alignment.
Paper users might need to cross-reference IEPs manually.
In Kit, you can instantly view service logs, dates, and progress graphs to confirm everything lines up before submitting.
You can also explore more best practices for progress monitoring through the Council for Exceptional Children.
Bonus: The Progress Report Playlist
Progress reports require focus, and a little atmosphere never hurts.
Lo-fi beats – calm, consistent focus
🪴 Lo-Fi Beats by Spotify
☕ Chill Lofi Study Beats by Amplify
Power-up anthems – motivation for round two
⚡ Hype Motivation Mix by Spotify
🔥 Pumped Pop by Spotify
Rain sounds or piano instrumentals – deep concentration
🌧️ Rain Sounds by Calm Sound
🎹 Peaceful Piano by Spotify
Total silence – for those who like hearing their own thoughts
🤫 Just you, your data, and your thoughts — no playlist needed.
Whether you’re surrounded by paper or ready to go digital, progress reports don’t have to take all night, or weekend, or heck – well-deserved break!
Start your free trial of Kit for Teams and see how much faster you can finish with all your data, phrasing, and reports in one place.