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Communication with Confidence: Status Reports

When working on a long-term project or initiative, the best way to ensure buy-in and alignment from your manager and other key stakeholders is simple: a status update. Having the diligence to initiate regular, hi-level reviews of a piece of your workload not only keeps project components on track but gives those involved the confidence that you’re in control.

Regular status reports do more than keep people informed. They can be personal motivators. Let’s say you decide to update the team every other Friday.  Maybe you had a busy week tending to other responsibilities and needed to push this project to the back burner.  If, however, you know Friday status updates are near, you’ll probably make sure to tackle even a small task in the project plan to avoid coming up empty.

Another benefit of a status report is that keeping your manager in the loop gives them insight into the amount of work you’re doing and its broader impact. When managers have a firm grasp of what’s on your plate, they’re better equipped to provide the support you need and less likely to overwhelm you with too many other distractions.

Creating your own status update template

When developing your status update template, aim to follow a consistent format and share it at regular intervals – ideally on the same day each time. There should be a clear sense of predictability in both what you share and when you share it.  A consistent formal also makes it easier to track and compare progress over time.  An effective status update should apply the following principles:

• Break down complex information into manageable bites.
• Focus on activities rather than individuals and maintain objectivity. (For example: “The team missed the deadline by two days.”  Instead of a personal conclusion, “The team missed the deadline because they were disorganized.”)
• Provide consistent structure with straight-forward wording.
• Remain objective; avoids personal conclusions or subjective opinions
• Use multiple sources to confirm pertinent details and reliability.
• Incorporate tables, bullet points or color-coding if needed to increase readability.
• Determine your distribution channel, such as a spreadsheet, email, interoffice messaging, and stick to it for consistency.

Asking for feedback

The most fundamental purpose of a status report is to stand back and review a project in its entirety on a regular basis to note progress and flag issues.  In evaluating the health of a project, there could be metrics outside of your own peripheral. Make sure to include a section, column, or wrap up note that highlights any potential problems and ask for input. If you already know of an obstacle, point it out and make suggestions for solving it. Either way, make sure to invite those who are reviewing your status report to let you know of any potential roadblocks or what they think you need to solidify a favorable outcome.  

If sending it to a larger group, you might also consider asking your manager in a side text or email whether the status update format you’re using is helpful and if you can do anything to improve readability. Ask them if they think you are handling the deadline well, meeting the project objectives, and supporting the team effectively.

Tailoring check-ins for hands-off v. heavily involved managers

If your status report is meant only for your supervisor, you can tailor the format and narrative style to match their communication preferences. Let’s say, for example, your manager is hands-off and doesn’t ask for information until you come to them, they might prefer a simple high-level update. Tell them whether tasks are on track, what could be falling behind, call out anything that’s overdue, share possible solutions to overcoming the issues you’ve spelled out. Here is an example:

Task	Due date	“On track” or “At Risk”	Notes
Developing marketing brochure	5/1/25	On track	The printer has our initial design and will be sending samples to review next week.

On the other hand, managers who prefer to be more deeply involved might also be checking in with others on the project team. With that in mind, consider adding personal narrative to your email headnote. Don’t overwhelm with details because being too wordy can come off as defensive or like you don’t sincerely have a handle on things.  

Try something like this:

“Here is a link to the status update sheet. Overall, things are going great! I did add a note about the budget because I’m worried we could need more money closer to the deadline. Can give you a call if you want to talk more!”

Archiving critical milestones for future interviews or performance reviews

No matter the outcome of the project, your ability to keep everyone looped in, stay accountable for deadlines and expectations, and creatively approach problem-solving says much of your leadership capacity. Try to keep your status reports organized in a folder that is easy to access at the end of the project. They could come in handy when you are meeting with your manager for a performance appraisal or preparing for an interview for a promotion. When your manager asks about your accomplishments over the past year, instead of sitting at your desk in a fervent state of memory block, use the status reports to tell that story.  

When keeping managers and other key stakeholders regularly updated, you’re teeing them up to help you succeed. Not to mention, knowing that you’ve committed to providing regular updates on a project helps keep you on track and productive, ensuring you have something to report. A well-formatted status update that covers all angles to a project honors your manager’s communication style and instills confidence that the project is on track.