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A project manager should continually check with team members to make sure they have what they need to complete their work, and that nothing is acting as a roadblock.
Communication is critical because it helps identify issues early, which often makes troubleshooting problems easier. Some communication methods are email, meetings, presentations, and online communication tools.
In fact, the most important aspect of a project manager's role can be communications. Since everyone else is focused on their tasks, it's the project manager's duty to provide the connection between all the tasks, and that's done with communication. That's why the project manager develops a communication plan in the planning phase of a project, and it's why that plan must then be implemented well by the project manager.
One method that project managers use to communicate project status to the team and stakeholders is through a project status report. This report should be created and distributed on a regular schedule. This report contains the following details that communicate the current status of the project:
| Schedule | Planned | Actual |
|---|---|---|
| Behind | 15% Complete | 12% Complete |
| Budget | Planned | Actual |
| On Target | 10% Spent | 10% Spent |
| Activity/Task Last Period | Status | |
| Discussions with Stakeholders | 100% | |
| Create Design Specification | 75% | |
| Develop System Modules | _ | 10% |
| Activity/Task Next Period | ||
| Create Design Specification | ||
| Develop System Modules | ||
| Integrate System Modules | ||
| Risk/Issue | Mitigation | |
| System Modules more complex than anticipated | Added additional programmer |
A status report can use a dashboard style of reporting. This is when a color coding system is used to visually communicate the status of a deliverable.
| Color | Description |
|---|---|
| Red | Indicates a deliverable has a significant problem. If work is over budget, behind schedule, or the quality or performance of the deliverable does not meet expectations, then it should be coded red. The project manager must address the issue in the status report. The issue should be described, and the actions either taken or to be taken to resolve the issue should be explained. |
| Yellow | Indicates that the deliverable might be in danger. For example, the cost could be increasing, the task could be slipping, or risks are likely to occur that impact the deliverable. |
| Green | Indicates the deliverable is on track. |
Project team members, especially leaders, should assist the project manager with the creation of the status report. Project team members can provide information on the work that has been completed in the last reporting period and the focus of the work during the next period.
The project manager should work together with the project sponsor and the key stakeholders to determine when, and for what periods, status reports will be delivered and who will receive the status reports. This should be documented in the communication plan.
It's the project manager's responsibility to store and archive each status report throughout the project life cycle. Be sure that's stakeholders can access the old status reports since questions often arise about the history of a project and the actions taken to resolve issues.
Source: this work is adapted from sophia author jeff carroll.
