What are the best ways to present project status updates?

1 Know your audience

Before you prepare your project status update, you need to understand who your audience is, what they care about, and what they expect from you. Different stakeholders may have different levels of interest, involvement, and influence on your project, and you need to tailor your message accordingly. For example, your sponsor may want to know the high-level overview of the project scope, budget, and risks, while your team members may want to know the detailed tasks, deadlines, and dependencies. You should also consider the format and frequency of your project status updates, depending on the preferences and availability of your audience.

2 Define your goals

Before you present your project status update, it is important to define your goals and objectives. Depending on the stage and situation of your project, these goals may vary, but some common ones are informing and educating your audience about the project progress, achievements, challenges, and next steps; aligning and engaging your audience with the project vision, goals, and benefits; soliciting and addressing feedback, questions, and concerns; celebrating and acknowledging successes and contributions; and requesting and securing support, resources, or approval. With these goals in mind, you can ensure that your presentation will be effective in engaging your audience.

3 Use a simple structure

When providing a project status update, it's important to have a simple and logical structure that guides your audience. Start with a brief summary of the project purpose, scope, and objectives, and remind your audience of the expected outcomes and benefits. Then, highlight the key milestones, deliverables, and accomplishments that have been completed since the last update, and show how they align with the project plan and schedule. Identify any challenges, risks, or problems that are affecting or may affect the project performance, quality, or scope, and explain how you are managing or mitigating them. Outline the upcoming tasks, activities, and deadlines that are planned for the next period, including what you need from your audience or other stakeholders to complete them. Finally, summarize the main points of your presentation, restate your goals and expectations, and thank your audience for their attention and support.

4 Choose the right tools

The tools you use to present your project status update can make a big difference in how effective and engaging your presentation is. Depending on the format and audience of your presentation, you may use different tools, such as slides, dashboards, and reports. Slides allow you to use visuals, charts, graphs, and icons to illustrate your points and data; however, you should avoid overloading them with too much text or details. Dashboards provide a quick and easy way to show the current status of your project metrics; however, they should be kept simple and consistent. Reports document and detail the project progress, performance, and issues in a structured and standardized way; however, they should be concise and highlight the key findings and actions.

5 Practice and refine

The final tip for presenting project status updates is to practice and refine your presentation before you deliver it. Doing so can help you boost your confidence, clarity, and delivery, as well as avoid any mistakes or surprises. Review your content and structure to ensure they are relevant, accurate, and complete. Test your tools and technology to make sure they are working properly and compatible with your format and venue. Time your presentation to fit within the allocated or expected duration. Rehearse your presentation either by yourself or with a colleague or friend, and request feedback and suggestions. Anticipate any questions or objections that your audience may have, and come prepared with answers or solutions. Presenting project status updates is an essential skill for project leaders that helps them communicate, collaborate, and influence stakeholders. By following these tips and best practices, you can present project status updates that are clear, concise, and engaging, helping you achieve your project goals.

6 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?