We asked the project management community: How do you ensure concise and targeted responses at status update meetings?
STANDUP STRUCTURE
“Status meetings can be a waste of time if they're not well-structured and focused. People might start describing their achievements in too much detail or complaining about the difficulties they're having making the next due date. That's why it's important to stress from the start that a status meeting should focus only on:
- Tasks that are due: Met or not met?
- Short explanations for tasks not met, including a new due date. If there is a dependency on tasks of other teams, state the needs clearly.
- Tasks for next period and whether they will meet their due dates.
PROGRESS REPORT
What steps do you take to keep status update meetings on target? Share your tips on the PMI Project, Program and Portfolio Management LinkedIn Group.
The outcome should be a clear picture of tasks that are completed and a due date for all other tasks planned for the near future. Even if you believe topics such as strategy or planning need to be raised, wait to do so until after the status is clear—or request to set a planning meeting afterward.”
—Talmon Ben-cnaan, quality manager, Amdocs, Ra'anana, Israel
RULES OF ENGAGEMENT
“Keeping status meetings as 'standups' ensures that everyone is cognizant of the meeting requirements. In our strict standup-meeting rules, every team member discusses only: 1. Status updates of the relevant project; no operational tasks or other projects are to be discussed. 2. What was accomplished yesterday and what they plan to finish today. 3. Any impediments to getting the tasks done. By strictly following this model, we are able to get status updates from a team of eight in less than 15 minutes. We also recommend having standups every day, because it provides daily direction for team members on their tasks, and it gives the project manager or scrum master ample time during the day to resolve any problems.”
—Sibi Vadakken, PMP, business systems analyst, McMaster University, Hamilton, Ontario, Canada
SETTING THE TONE
“People are passionate about what they do, so when they veer off-topic, I acknowledge that what they're discussing is important—but not within the scope of this meeting. I then request they table the discussion, confirm their status and then move on to the next person. Frequently reminding team members about the purpose and importance of the status meeting is key. Remind them at the start of the meeting to set the tone. This usually prevents people from engaging in off-topic discussions. If we have some time after all status updates are completed, then the team can dive into deeper discussions.”
—Chiquita Hodges, program manager, Newell Brands, Atlanta, Georgia, USA
KEEP IT SIMPLE
“I have coached team members to focus on current status and that anything else will be handled separately. For example, my leads and I meet weekly, and if their status takes more than a couple of minutes, chances are they're pontificating on something not important. I ask that they finish their status and move to the next person. Time is reserved at the end for me or anyone else to ask questions. Coaching team members on a focused status report meeting will need continuous reinforcement.”
—Jason Orloske, PMP, chief of staff, Dakota Medical Foundation, Fargo, North Dakota, USA
MITIGATE DISTRACTIONS
“You can start by having a clear and structured agenda that's communicated with all relevant participants in an appropriate and timely manner. At the meeting, my first request from participants is to turn off their smartphones in order to be truly focused on the agenda—so they're not checking emails, messages or live chats during the meeting.”
—Afshin Montazami, engineering management consultant, Hirbodan Co., Tehran, Iran
CULTURE OF PRECISION
“Status meetings are supposed to be brief so the team can get back to doing the actual work. That's why I always encourage everyone to articulate their progress precisely. I do this by setting an example of concise communication through my own coaching and mentoring. I also make sure everyone has allocated time to share their progress and raise all relevant issues. Finally, I have team members send reports to the QA team before each meeting so QA can ensure execution aligns with what's promised and shared during status update meetings.”
—Niyi Adesiyan, PMP, project manager, FirstBank Nigeria, Toronto, Ontario, Canada
Talking Points
How project teams communicate updates could change in the years ahead as virtual collaboration tools become more available. Here's how much use each communication channel is expected to increase in the next three to five years:
Source: Deloitte Global Human Capital Trends, Deloitte, 2018