As a follow-up to my post about sending email updates as an alternative (or improvement) to status meetings, here’s list of what people want to see in their status meeting update emails.
What to include in the email update.
Project Milestones. List the project milestones with their planned completion dates and status. This provides clear context to the project timeline and current status.
Key Actions Required. List a few important actions that are required by the team or stakeholders to keep the project on track. This list provides a list of activities that have been assigned with their due dates. Make sure to say who’s accountable or responsible, details of what’s expected, and a due date.
Key Issues. List any current problems that are blocking the team’s progress. There may be Key Actions Required that describe actions to be taken for Key Issues.
Key Risks (Uncertainties). List the things that will impact the project if they were to occur. These may be threats/negative or opportunities/positive activities. Dates should be included with the risks to specify when the risk impact will be felt is nothing is done. There should be an action to be executed, and a person listed as the accountable owner. The impact to the project should be given if the risk occurs (high, medium, low). The probability that the risk will occur should also be specified (high, medium, low).
Important Information. Include notes about upcoming meetings or other important information in the project status report so it’s easily accessible by team members.
What do you think?
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