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2 Tips for More Effective Project Status Reports

pm411_logo We visited with Ron Holohan today on The Bigg Success Show. Ron is a Certified Project Management Professional and is currently the Director of Program Management at Shure in Chicago. Ron also hosts a weekly project management internet radio show called The pm411.org Project Management Podcast, which has consistently been one of the top four project management shows on iTunes.

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marylynn We all know that project management can be a stickler. So we asked Ron to share two tips with us to create more effective project status reports.

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ronThe first tip is to focus only on the exceptions. What I mean by that is that you don’t want to throw everything in the kitchen sink into your status reports. No one wants to read all that. They want to be able to look at your status report and pull out just the information they need. So focus on the exceptions – those issues that have changed since your previous report. Your audience only gets the information they need so your status report is short and concise.

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georgeI think that’s a bigg one. It seems that you often see status reports that look like a “mind dump.” You see all the activity that’s happened since the last report. You get bored with it so you’re not able to help them. might call it stubborn.

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ronThat’s right. If someone wants to go back, they can always look at one of your previous reports for more information.

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marylynn Cut the fat … get to the meat. What’s another tip?

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ronAnother tip is to make your report as easy as possible to read. This is the same kind of ideas as Tip #1. You want to allow your audience to easily scan for details that interest them the most. One way to do that is by using something called “Stoplight Reporting” – you communicate progress by using different colors. A bullet point in green may mean this item is going according to plan. Yellow means that particular item needs to be watched. Red means action is required because that item is starting to go off track. You can actually use blue as well to indicate that particular item has been resolved or completed.

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marylynn Can you put a “Don’t Walk” in there?

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ronThat would be nice! Use short bullet points. You don’t want to write a paragraph; this isn’t going to win you a Pulitzer Prize. You’re just trying to convey simple facts to your audience. Also, use tables where you can. They’re great for listing things like milestones, budget information, or product material cost.

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georgeWhat’s interesting about this to me is that some people are good with words or numbers, but other people are very visual. So you’re giving your report in a way that allows your audience to consume it the way they prefer.

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marylynn I prefer stick figures!

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georgeIt’s a great system that you’ve outlined with the different colors. You instantly can see what’s going on. Now I assume what you talk about are the “yellows” and the “reds”.

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ronThat’s right. So if I was reading the report, my eyes would naturally look for those yellow and red bullets that need my attention the most.

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Ron’s freebie!
Ron has a free status report template available for you, complete with a Stoplight along with other great templates.

Thanks Ron for sharing your fantastic tips with us!

 

 

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Beyond Networking

Today on The Bigg Success Show, we welcomed Melissa Giovagnoli. Melissa is an author, speaker, coach and entrepreneur. Of her 11 books, four have been on the best seller’s list and one was featured on The Oprah Winfrey Show. She is one of the world’s leading experts on networking and has appeared on The Today Show, CNN, CNBC, and Fox. She was recently named the “best networker in Chicago” by Crain’s.


Networking vs. Networlding

We asked Melissa for her best networking tip. She says not to think of it as networking, but think of it as networlding, which is the title of one of her books. Networlding expands opportunities rather than limiting them.

As a networker, you might set a goal of meeting two people. If you’re a networlder, you would set a goal of meeting two people who you can form a long-term relationship with and build opportunities for you, for them, and for the greater good.

The “overstuffed Rolodex syndrome”

Many people confuse activity with accomplishment. You leverage your network by thinking about who would be good connections for you. Start with people who have complementary values. With the online world, you can have quality and quantity by being specific about what you ask for to create a vibrant exchange.

7 levels of support

Networking isn’t about taking. It’s also not about just giving. You can support people:  

  • Emotionally
  • By providing information
  • By providing knowledge (information plus experiences)
  • By promoting them
  • Through wisdom sharing (the 20 percent that will yield 80 percent)
  • By creating transformational opportunities
  • Community (creating the greatest good for the greatest number)

Links to Melissa’s sites

networlding2.org
This is Melissa’s most interactive community. The goal is for members to support each other in achieving their respective goals. You can create your own profile and build your own private circle around your special interest.

Networlding E-Learning
Here you’ll get six FREE lessons on networking for business and sales or networking for jobs.

Melissa will also help you with writing a book. If you’re really serious about it, contact her.

 

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