How do you share your project status with your team?

1 Choose the right format

Depending on the size, complexity, and frequency of your project status updates, you may use various formats to share them with your team. Email is a simple and convenient way to send a brief summary of your project status, especially if you have a remote or dispersed team. You can also use a dashboard to display your project status visually and interactively, using charts, graphs, indicators, and metrics. If you need to provide more context, analysis, and evidence for your project status, then you could create a detailed report. Finally, you could create a dynamic presentation to showcase your project achievements, challenges, and learnings.

3 Use clear and consistent language

When you share your project status with your team, it’s important to use clear and consistent language. This entails using simple words and sentences, avoiding jargon, acronyms, and technical terms. Additionally, you should use a positive and constructive tone that highlights the achievements and opportunities of your project. Furthermore, you should use consistent terminology, formats, and styles that adhere to the guidelines and templates of your organization or project. Lastly, make sure to use accurate and reliable data and sources, citing and referencing them properly while acknowledging any limitations or assumptions.

4 Highlight the main points

When you share your project status with your team, it's important to emphasize the main points that are relevant and important. These points may differ depending on the format, scope, and frequency of your project updates, but generally include accomplishments, issues, risks, and action items. Accomplishments refer to what you and your team have achieved since the last update, while issues are current or potential challenges that could affect the project. Risks are uncertainties or threats that may impact the project negatively, and action items are next steps or tasks that need to be completed or followed up on. It's also important to identify who is responsible for these tasks and when they are due.

5 Seek feedback and input

Sharing your project status with your team is not a one-way communication. To seek feedback and input from your team, you should ask open-ended and specific questions, inviting their opinions, suggestions, concerns, or questions. Additionally, it's important to listen actively and respectfully, acknowledging and appreciating their feedback and input. Respond promptly and appropriately to address their feedback and input, and take action or make changes as needed. Follow up and update your team on the outcomes or results of their feedback, and how they have contributed to your project success. Through these best practices, you can share project status effectively and efficiently while also enhancing your team's engagement, trust, and performance.