Five Keys to Better Project Status Reporting

 

Regardless of the type of project or project team, at some point in time project managers need to report on project status. Depending on whether or not you have good news or bad news, you may or may not look forward to that meeting with stakeholders and sponsors. That being said, frequent and relevant status reviews are a critical component to help you avoid any unpleasant surprises.

Here are five keys to help your project status reviews run smoother (even if the news isn't all good):

1. When you do your reporting is often as important as what you report: Try to pick times that will be convenient for stakeholders. Of course, it's tough to find the perfect time for everyone, but try to schedule a time that is convenient for as many stakeholders as possible.
2. Make sure the information you are reporting is accurate and trustworthy before the meeting: There's nothing worse than showing up to a meeting and finding out that one of the key pieces of information is inaccurate or out of date. Make sure your ducks are all in a row before the meeting starts, which might mean a double-check a few minutes before meeting time. We all know how quickly project status can change.
3. Make sure the information you are presenting is relevant to your audience: Know who you are reporting to and make sure that what you report is relevant to them. Some stakeholders want to get into the weeds and dig through the details, while others don't. Make sure you have the right presentation prepared for the right audience.
4. Present your information in the right medium: Some stakeholders are OK with spreadsheets and a list of data points, but others might want to see a PowerPoint presentation—if you use the wrong medium for your presentation, you could loose your audience before you've even begun. It's like taking a knife to a gunfight.
5. "I don't know" isn't a good answer in a status meeting: If you don't have the full details of what your presenting, it isn't the end of the world—simply make sure you have someone there who does to help with the presentation. The only thing worse than admitting that you don't know the answer is making one up. Most people can see right through it.

Taking the time to consider the above five keys to better status reporting will not only make your next project status meeting more effective, it will also make it less stressful and maybe even something to look forward to.

Is there anything you would like to add to the list?