Dec 26, 2023
“What percent done are you?”
<the team moans and rolls their eyes…>
Status reporting is a core skill (and responsibility) of project managers. It is an opportunity for you to check in with your team, and to build rapport and engagement with stakeholders. But it’s also something we often take for granted.
In this episode, Kate and Kim talk about how to approach status reporting whether your project is big or small, and how to leverage this key communication point to help with overall project success.
Why Status Reporting?
Essential for communicating project progress and challenges
Builds trust with stakeholders by demonstrating progress
Tailoring Status Reports
Reports should be adapted to audience needs
Understanding the audience (executives, team members, stakeholders) is crucial!
Components of an Effective Status Report
Executive Summary: A clear, concise overview
Accomplishments: Completed tasks or milestones
Upcoming Tasks: Planned activities or next steps
Risks and Issues: Key challenges and potential problems
Go-to-Green Plan: Strategy for addressing significant off-track areas
RAG Status: Red, Amber, Green indicators for project health
Budget Status: Financial overview (where applicable)
Timeline Overview: High-level graphical representation of key events
Approaches to Percent Complete
Debate on the utility and accuracy of percent-complete metrics
Preference for tying status to key milestones over percent completion
Status Report Frequency and Medium
Weekly status meetings with teams
Different report cadences for different audience levels (e.g., executive status monthly)
Possible mediums: Email, PowerPoint, Slack, or other communication tools
Challenges in Status Reporting
Ensuring stakeholder engagement and consumption of reports
Potential pushback on RAG status, especially when reporting red or amber
Importance of team input and alignment on report content
Additional Recommendations
Focus on highlighting value and progress in reports
Importance of clear, effective communication in status reports
Using status reports for accountability and project alignment
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