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How do you handle project delays, risks, and issues in your status updates?

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As a project engineer, you know that delays, risks, and issues are inevitable in any complex project. However, how you communicate them to your stakeholders can make a big difference in their perception of your performance and the project's success. In this article, we will share some tips on how to handle project delays, risks, and issues in your status updates, and how to avoid common pitfalls that can damage your credibility and trust.

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Syed Fadzil Syed Mohamed

Fellow of The Institution of Engineers, Malaysia (FIEM)

1 Align on expectations

Before you start sending status updates, make sure you have a clear agreement with your stakeholders on what they expect from you. How often do you need to report? What format and level of detail do they prefer? What are the key metrics and milestones they care about? How do they want to be notified of any changes or problems? Having a consistent and transparent communication plan can help you avoid confusion, frustration, and missed deadlines.

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Syed Fadzil Syed Mohamed

Fellow of The Institution of Engineers, Malaysia (FIEM)
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When faced with project obstacles, I've learnt that transparency and proactivity are critical. Rather than waiting for the next status update, I notify stakeholders promptly, accept responsibility, and present a clear mitigation plan. I display leadership even in difficult times by focusing the discourse on solutions, such as strategic schedule changes, contingency planning, and open requests for resources or help. I work to realign the project and re-establish momentum while remaining flexible and resilient to the end aim. My experience allows me to navigate challenges while maintaining trust.

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2 Highlight progress and achievements

Even if your project is facing some challenges, don't forget to highlight the progress and achievements you have made so far. Show your stakeholders how you are delivering value and meeting the project objectives. Use data, evidence, and examples to demonstrate your results and impact. Acknowledge the contributions and efforts of your team and other partners. This can help you build confidence and credibility, and show that you are in control of the project.

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3 Report delays, risks, and issues early and clearly

Don't wait until the last minute or until someone asks you to report any delays, risks, or issues that affect your project. Be proactive and honest, and inform your stakeholders as soon as you identify a potential problem or deviation. Explain the root cause, the impact, and the actions you are taking to mitigate or resolve it. Provide realistic and accurate estimates of the new timeline, budget, or scope. Avoid using vague or ambiguous language, such as "slight delay" or "minor issue", that can create confusion or mistrust.

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4 Focus on solutions and next steps

When you report a delay, risk, or issue, don't just state the problem and leave it at that. Show your stakeholders that you have a plan and a strategy to overcome it. Focus on the solutions and the next steps you are taking to move the project forward. Provide clear and specific recommendations and requests for support or feedback. Emphasize the benefits and opportunities that arise from the situation, and how they align with the project vision and goals.

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5 Solicit feedback and input

Your status updates are not only a way to inform your stakeholders, but also a way to engage them and build rapport. Solicit feedback and input from them on your project status, your solutions, and your next steps. Ask them if they have any questions, concerns, or suggestions. Encourage them to share their perspectives and insights. Listen to their feedback and acknowledge their input. This can help you improve your project performance, address any gaps or issues, and foster collaboration and trust.

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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?

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How do you handle project delays, risks, and issues in your status updates?

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1 Align on expectations

2 Highlight progress and achievements

3 Report delays, risks, and issues early and clearly

4 Focus on solutions and next steps

5 Solicit feedback and input

6 Here’s what else to consider

Project Engineering

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