What are the best ways to update a client on project progress?

One of my client (CIO) told me showing his blackberry mobile (you know how old this story is) that he expects updates/progress that is mobile friendly. What that means is short update which is easily readable in the mobile screen and clear call out actions required to mitigate risks, support required etc., So the bottomline is that even if you have a word/powerpoint summary dashboard, make it a point to write a summary in the email (or post it in internal channel)

I quite agree with the steps that have been stated. Communication during project execution is key. One of the ways to get it done is to ensure you have a 'workable' implementation plan and for such a plan to be updated on a daily basis all thorough the project duration. This plan ought to have been shared with all Stakeholders at pre-project stage for their buy-in & an alignment for all (content, format, mode) Project updates, task responsibilities, associated risks that may derail the achievement of project timelines, milestones achieved, recommendations etc then need to be inputted into the plan and shared will all Stakeholders. By so doing, everyone is adequately carried along from the commencement to the completion of the project.

Frequency consistency is important along with the format, but equally is consistent participation of project teams in review and alignment, as well as an understanding of the expectation of detail in the format (i.e. to what level of depth are we going to cover each topic at these sessions). Having names, owners, dates, and impacts is also important as many folks tend to be visual and having indicators helps folks focus their energy and attention where needed.

other then the formal documentation, it is important to keep track of the client's dynamism in interest and power. I like to throw something new (not monotone) in the reporting system to trigger a feedback. use short simple communication.

Giving a honest and truthful of where we stand really helps. Because the client you are updating to also has some one above them to give the information. On both perspectives (1. Open, transparent and giving honest communication and 2. Vague, opaque and telling only what is being asked). It is more helpful in the first one, where there is no trust deficit and failure if any are acknowledged upfront with promise/commitment to fix at the earliest. It works and helps you have a peaceful sleep...:)

Agreed, feedback is based on the scope, duration and how complex the Project is. Communication at the right pace is essential to keep the project on track and address any untoward challenge that comes up.

Es importante determinar la frecuencia con la cual se realizarán videollamadas o reuniones con el cliente al proponer el alcance y objetivos del proyecto.

Periodic and concise updates are crucial for keeping clients informed. Utilize a combination of written reports, status meetings, and visual aids like charts or timelines. Highlight key achievements, upcoming milestones, and any challenges faced. Customize communication based on the client's preferences and schedule. Be transparent about potential delays or changes and provide solutions. Encourage client feedback and maintain open lines of communication to ensure alignment with their expectations.

Some clients may prefer detailed weekly updates, while others are satisfied with a more high-level monthly summary. Discuss and agree upon the frequency of updates at the project's onset. Similarly, choose the format that best suits the client's style and availability - this could range from formal reports to brief emails or even quick phone calls for updates. For instance, busy clients might appreciate concise bullet-point updates in an email, whereas others might prefer a more detailed presentation in a scheduled meeting. By aligning the frequency and format of your updates with client preferences, you ensure that they stay informed and engaged with the project's progress without feeling overwhelmed or under-informed.

Gantt Chart is an excellent tool used on monitoring projects. It gives a helicopter view of the Project progress, enabling both the Client and Consultant evaluate effectively in a short time.

Use a project management platform that allows client interaction. This way you have a fluid and active channel for progress notification and feedback. Ex. ZOHO projects

A template should encapsulate essential project elements and key performance indicators. The trick is to balance comprehensiveness with simplicity. For example, you might use a dashboard format with visual elements like progress bars or traffic light status indicators (red, yellow, green) for quick comprehension. This format standardizes your communication and respects the client's time by making the information easily digestible. By consistently using this structured approach, clients become accustomed to your update format, which can improve their ability to understand and respond to project developments quickly.

In addition, challenges are also highlighted at this stage as the Client may be the only solution to that challenge, to avoid a lag on the planned delivery time.

You should laways build your update, whatever the form, Highlighting the achievements so far and the challenges the project faces in the future. This way you show the client what is the flow of the project so far, and you prepare him for the challenges ahead. If you manage to do it in a way that highlights the uniqueness of your role in all of it, then this is art.

In your updates, clearly outline the major successes since the last report, providing concrete examples or data to illustrate these accomplishments. This not only showcases the progress but also builds client confidence in the project's direction. Equally important is openly discussing any challenges or obstacles encountered. Rather than just stating the problem, accompany it with the steps taken or planned to address these issues. This approach of pairing challenges with proactive solutions or mitigation strategies demonstrates your competency in handling difficulties and maintains client trust even when the project faces hurdles.

In your progress updates, always include a section detailing the next steps in the project timeline. This should encompass upcoming tasks, expected milestones, and any decisions or actions required from the client's side. After presenting this information, invite the client to ask questions or express concerns. You might also pose specific questions to them, especially on areas where their feedback or decision is crucial. This not only keeps the client well-informed about the project’s direction but also fosters a collaborative environment.

👌📊To effectively manage project updates, it's crucial to have robust communication systems in place. These systems should make it effortless for both clients and team members to see and track project steps and know who is responsible for each task. Additionally, meetings should be scheduled in advance to comprehensively discuss all project aspects. Practical tip: Invest in project management tools that streamline the update process and makes tracking tasks easy. These tools should be user-friendly, allowing clients and team members to share information, request adjustments, and flag concerns with ease. Establish a clear and concise meeting schedule to ensure everyone is on the same page, promoting a collaborative and proactive approach.

You need to have a standard practice in place where you set expectations and the journey ahead. Place standard check in, ways to maintain following up on the project as it advances via a project management system. lso make sure that all of the key decision makers are looped in and on the same wavelength. Consulting is an art that can create beautiful progress.

You should be ridiculously organized as a consultant, as a team is bringing you in to whip them into shape. Have a well mapped out process with regularly scheduled intervals of check-in‘s with key stakeholders. Have opportunities for questions in general and for unforeseen circumstances. Also, have a method to contact them with updates in writing.

I probably overcommunicate about what's happening around client projects, but often, what is an entirely logical step for me is new for the client. Besides, having a super clear process for projects (that includes regular check-ins), a client portal and excellent project management software have helped me keep everyone in the loop.

In an agile project regular showcases allow the client to see actual progress and provide feedback in real-time, with less emphasis on templates and Gannt charts.