A study by the Project Management Institute (PMI) study indicates that ineffective communication is a primary contributor to project failure, cited in 56% of failed projects.
Ouch, 56%, because of ineffective communication.
Project management is often 70% communication and people management, making the project status updates really critical for getting them right for your audience.
To structure project updates so they’re actually read, and more importantly, used, you need to keep things simple, relevant, and people-focused.
Don't just do what you've always done. Think about what's best for this project and the people who receive the updates.
Here are some tips to help 👇🏼
1. Set the Rhythm
Send updates at a consistent time (e.g., Friday at 3 pm or Monday at 9 am). Predictability builds trust and helps people form the habit of reading them.
2. Use a Clear Format
Break your update into simple, scannable sections. For example:
- What’s Done (since last update)
- What’s Next (key priorities)
- Risks or Issues (with owner/action)
- Support Needed (if any)
You can add optional quick-win sections like:
- Shoutout (for someone who added value)
- Unexpected Progress (something that moved faster or turned out better than expected)
3. Keep It Brief, Then Link
Don’t turn your update into a novel. Aim for 3–5 bullet points per section max. If more detail is needed, link to deeper docs or dashboards.
The single biggest problem in communication is the illusion that it has taken place.
4. Add a Human Touch
Make it conversational. Speak like a person, not a robot. For example:
Instead of “Deployment completed as per scheduled timelines,” say “We got the release out Thursday morning, big thanks to Tom and Akiko for pushing it over the line.”
5. Tailor by Audience
If your update is going to different people (e.g., stakeholders vs. team), create two versions. Stakeholders want high-level clarity, while teams want detail and action.
6. Make It Visual (Optional but Powerful)
A simple roadmap or progress bar is easier to understand than a wall of text. Use them sparingly to boost clarity, not clutter the update.
Bonus tip 🏆
Be honest, not perfect. If something’s delayed or unclear, say so. The right people will respect the clarity, and you’ll avoid the dreaded “surprise escalation.”
Have a great week 💪🏼
Ben.
