How can you report project risks and issues to stakeholders without causing panic?

1 Define the terms

First, make sure that you and your stakeholders have a common understanding of what risks and issues are, and how they differ. A risk is a potential event or situation that could negatively affect the project objectives, scope, quality, or schedule. An issue is a current problem or obstacle that is impacting the project performance or delivery. Risks need to be identified, assessed, prioritized, and mitigated, while issues need to be resolved, escalated, or accepted.

2 Use a consistent format

Second, use a consistent format and frequency to report your risks and issues to your stakeholders. You can use a risk register and an issue log to document and track them, and share them regularly with your stakeholders. A risk register should include the risk description, probability, impact, priority, mitigation strategy, owner, and status. An issue log should include the issue description, impact, priority, resolution strategy, owner, and status. You can also use a dashboard or a summary report to highlight the key risks and issues and their progress.

3 Be clear and honest

Third, be clear and honest about your risks and issues, and avoid jargon, ambiguity, or exaggeration. Explain the causes, consequences, and actions of your risks and issues, and provide evidence and data to support your claims. Don't hide or minimize your risks and issues, but also don't overstate or dramatize them. Acknowledge the uncertainties and challenges, but also emphasize the opportunities and solutions.

4 Align with stakeholder expectations

Fourth, align your risk and issue reporting with your stakeholder expectations and interests. Different stakeholders may have different levels of involvement, influence, and information needs in your project. You need to tailor your communication style, tone, and content to suit your audience. For example, you may need to provide more details and explanations to your project team and sponsors, while you may need to provide more highlights and updates to your customers and partners.

5 Seek feedback and collaboration

Fifth, seek feedback and collaboration from your stakeholders on your risk and issue reporting. Invite them to ask questions, share their opinions, and offer their suggestions. Listen to their concerns, expectations, and ideas, and address them promptly and respectfully. Show them that you value their input and involvement, and that you are working together to achieve the project goals.

6 Celebrate successes and learnings

Sixth, celebrate successes and learnings from your risk and issue reporting. Recognize and appreciate the efforts and achievements of your project team and stakeholders in managing and resolving your risks and issues. Share the positive outcomes and benefits of your risk and issue management, and highlight the best practices and lessons learned. Show them that you are proud of your project performance and progress, and that you are confident in your project success.