How to Share Project Updates in Weekly Division Meetings
Anonymous
Hello! I am new to Project Management (6 months) and I am a Project Manager for our HR team. I recently started sharing some 1-2 slide high-level updates in our weekly HR team call, however a lot of info I share on my slides is already shared by our head of HR or the HRBP team earlier in the call before I present (since I work heavily with those groups), so it's redundant. I have specifically been asked to present PM updates in the weekly call, so I need to find a more efficient way to share what I am working on with this team without creating duplicate work.
As an additional tool, I have a Smartsheet dashboard that displays all the projects I am currently working on with status, project timeline, stakeholders, etc. if anyone needs to reference this outside of the meeting time.
How do other PMs present their project updates to the rest of their teams properly? I would love some ideas! Thank you so much! Saving Changes...
This is a very common problem. You really need to sit down with others providing status on the call, and make sure you understand who's covering what. If your information is redundant to others, who talks what needs to be part of the meeting planning.
You and the boss could cover different levels of detail. They might briefly touch on major items that need high level organizational attention, while you cover the working level details.
Another division of responsibility is they are rolling up all the PM inputs into a department level view to show the overall landscape of what is going on. The project teams provide a project specific view.
When my senior manager has a weekly report out on our department activities, we lay out who's covering what on Wednesday before we present to the larger audience on Thursday. Saving Changes...
I recommend this newfangled project monitoring solution, that combines agile with global indicators. Every team member can be included in a Trello dashboard, to update the state of his respective tasks. Then, the information is translated into a global indicators panel, that can be shared with the team and management supervisors. To get more information about this solution, visit this site: https://www.facebook.com/Teleworking-Monitoring-107369664431280/. Also contact them at [email protected] Saving Changes...
Thomas WalentaGlobal Project Economy ExpertHackenheim, Germany
I would use stakeholder analysis to find out what is interesting to the audience and the person who asked you to present (what is his/her motivation).
Then look at what is being presented before, as Keith said, and align with those. Maybe they are happy if you take over some of their information. If they report anything which is genuinely in your responsibility (and you can go into the details if asked), you have an argument to ask them to let you present.
And then regard it as an opportunity to share your added value and items they did not hear before. Any specific project management techniques? Earned value, risk mitigation, estimation etc.?
This is a good chance for you to build your reputation. Use it.
Thomas Saving Changes...
Riad AlhammoudProject management| LanganAbu Dhabi, United Arab Emirates
"People are always blaming their circumstances for what they are. I don't believe in circumstances. The people who get on in the world are the people who get up and look for the circumstances they want and, if they can't find them, make them."
