How to conduct your weekly project updates
Every project manager is asked to provide a weekly update. Key stakeholders want to know how the project is progressing. They would like to hear about issues before they become big headaches. Yet, most of the time, these updates become weekly reports that no one pays attention to. They are done for the sake of ”checking a box”. They are filed in a shared folder and forgotten by the project team.
Let’s start with their purpose. The goal of updates is not to brag about what has been accomplished by whom. The goal is to inform project members about the most important issues that need to be addressed, quickly, to move the project forward. So, it is not a long list of what has been done but a prioritized list of the top five items that must be completed to move the project forward. If someone needs to view completed tasks, direct them to your project management tools to get a summary.
In short, the weekly project update is not a weekly newsletter. It is an action-focused, prioritized task list. The content should change as the project progresses through its phases. It should be detailed enough to invoke a specific action by specific resources to accomplish specific goals. Thus, the timing, the distribution, and the consumption of the weekly updates are key.
Let’s talk about the timing first. Given their focus on action, weekly updates should have two distinct release dates. The first date is a short, heads-up in the middle of the week. It informs project members what tasks are due for that week and gives them a chance to complete their tasks.
The second one is an assessment at the end of the week. It highlights the top delayed tasks that need the most attention. The uncompleted tasks are prioritized, and an action plan is suggested to get them back on track. If the same issue is being reported in more than two updates, it should be escalated to next-level managers to avoid further delays.
Your distribution list is next. Your target audience is the project team members - both internal and external. They own the tasks, so they should be the primary audience. Do not include the executives in weekly updates, unless, of course, they ask to be included. But, be warned. In my experience, they hardly ever read them. You may want to reserve their time and attention for when you really need them. Use steering committee meetings for this.
Finally, the weekly updates should be easily consumable. The best updates are e-mails without attachments because they can be quickly digested in one step. So, here are some tips:
Keep the update in the body of the e-mail. Do not attach a word document. People rarely open them.
Use bullets to make your points.
Try to make it a “no-scroll” email, completely readable once the email is open.
Get to the point quickly and concisely.
Clearly state the delayed task. Attach its owner. Explain its relevance to the project. Propose a clear action plan with a deadline.
Keep the update fresh. Change the subject line every week rather than the default “the weekly status update”.
Try to make it fun and engaging. You will be surprised how many tasks get completed on time using the right tone for your updates.
Finally, save these weekly update e-mails in a folder for future reference.
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My name is Cem and this has been another gem.
