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How can you effectively communicate progress and updates in a group work project?

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Group work projects can be challenging, especially when you have to coordinate with different people, tasks, and deadlines. How can you effectively communicate progress and updates to your team members and stakeholders? Here are some tips to help you keep everyone on the same page and avoid confusion, delays, and conflicts.

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Jonah Cherutich

Program Manager |Partnerships| Disability Inclusion | Program Management | Humanitarian | Peace-building |Cash Transfer…
GEORGE KAPIYO, MPH

Public Health Consultant.|Health Systems Specialist|SRHR|MNCH|Research
Minco Domingo

Managing Director at Avaloq Philippines ROHQ

1 Define the scope and goals

Before you start working on the project, make sure you have a clear and shared understanding of the scope and goals with your team and stakeholders. This will help you set realistic expectations, avoid scope creep, and align your actions with the desired outcomes. You can use tools like project charter, SMART objectives, or scope statement to define and document the scope and goals of the project.

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Jonah Cherutich

Program Manager |Partnerships| Disability Inclusion | Program Management | Humanitarian | Peace-building |Cash Transfer | Climate Change Adaptation and Justice |Strategy Reviews| Advocacy | Resilience & Livelihoods
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Regular Status Meetings: Schedule regular team meetings to discuss progress. These can be weekly or bi-weekly, depending on the project timeline and complexity. Use these meetings to share updates, discuss challenges, and collaboratively problem-solve. Ensure that all team members have an opportunity to speak.

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GEORGE KAPIYO, MPH

Public Health Consultant.|Health Systems Specialist|SRHR|MNCH|Research
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Track your projects from 0-100% , Keep it simple and only track the status of your projects. and have all your project's milestone roll up their % complete into the project.

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Emilio Márquez Espino

Te conecto con las personas adecuadas en espacios de confianza. Fundador de la comunidad profesional La Latina Valley.
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It is essential for the team to have well-defined objectives that are realistic and aligned with the available resources, as well as a time-based roadmap to optimize resource utilization.

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2 Choose the right communication tools

Depending on the size, complexity, and duration of your project, you may need different communication tools to share progress and updates. Some common tools include email, instant messaging, video conferencing, project management software, or dashboards. Choose the tools that suit your project needs, preferences, and budget. Make sure you use them consistently, securely, and effectively. You can also create a communication plan to outline the purpose, frequency, format, and audience of each communication tool.

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Minco Domingo

Managing Director at Avaloq Philippines ROHQ
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Understand the information to present and who is your audience. There will always be different types of information communicated at any point in time. To be more effective, you have to start with the big picture, timeline, milestones, key progress and challenges - this can be done in a weekly team or project meeting. For smaller packages this can be done via email with proper tracking on what has been completed, I find the strikethrough of items effective. One also interesting way is to have a static page where anyone can quickly access important information that is not moving rapidly. In this case, I use our internal confluence tool.

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3 Update regularly and timely

One of the key aspects of effective communication is to update your team and stakeholders regularly and timely. This will help you build trust, transparency, and accountability. You can use tools like status reports, progress reports, or milestones to communicate the achievements, challenges, and risks of your project. You can also use tools like feedback forms, surveys, or meetings to solicit input, suggestions, and concerns from your team and stakeholders. Update them as soon as possible when there are any changes, issues, or delays that affect the project.

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Vedansh Dubey

Senior Executive HRBP | LinkedIn Top HR - Leadership Voice | Top 10 B-School Leader Unstop India, Rank-1 XIMB | Nat’l Winner TATA Steel-a-thon | XIMB-HR'23 | Nat’l Runner up Capgemini WOrkathon | Wipro(PPO) | Ex-TCS
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In order to update the status it is important to set the timeline and checkpoints during the initial discussion. Those checkpoints should be based on discussion with everyone and according to the participants time zones. There should be alternate mode of communication for the same where if a participant is unable to join the connect, they should give their progress over that medium. Also after every connect an MOM should be maintained for further reference and reflection.

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4 Be clear and concise

When you communicate progress and updates, make sure you are clear and concise. Avoid using jargon, acronyms, or technical terms that may confuse or alienate your audience. Use simple and direct language that conveys your message clearly and accurately. Highlight the main points, facts, and figures that are relevant and important to your audience. Use visual aids like charts, graphs, or images to illustrate your data and findings. Summarize the key takeaways and action items at the end of your communication.

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5 Adapt to different communication styles

Another important aspect of effective communication is to adapt to different communication styles of your team and stakeholders. Different people may have different preferences, expectations, and needs when it comes to communication. Some may prefer more frequent, informal, and verbal communication, while others may prefer less frequent, formal, and written communication. Some may focus more on the details, while others may focus more on the big picture. Some may respond more to emotional appeals, while others may respond more to logical arguments. Try to understand and respect the communication styles of your team and stakeholders, and tailor your communication accordingly.

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6 Seek feedback and improvement

Finally, you can improve your communication skills by seeking feedback and improvement. Ask your team and stakeholders for their feedback on your communication methods, frequency, content, and quality. Listen to their comments, compliments, and criticisms with an open mind and a positive attitude. Thank them for their feedback and acknowledge their concerns. Implement their suggestions and recommendations to improve your communication. Monitor and measure the impact and results of your communication. Celebrate your successes and learn from your mistakes.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you effectively communicate progress and updates in a group work project?

1

2

3

4

5

6

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1 Define the scope and goals

2 Choose the right communication tools

3 Update regularly and timely

4 Be clear and concise

5 Adapt to different communication styles

6 Seek feedback and improvement

7 Here’s what else to consider

People Management

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How can you effectively communicate progress and updates in a group work project?

1

2

3

4

5

6

7

1 Define the scope and goals

2 Choose the right communication tools

3 Update regularly and timely

4 Be clear and concise

5 Adapt to different communication styles

6 Seek feedback and improvement

7 Here’s what else to consider

People Management

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