Weekly Status Reports: Five Best Practices for Program Managers

Written communication is crucial for program managers. Everyone—from team members to executives—relies on them to deliver timely and relevant program updates. Think of program managers as news reporters. Their job is to deliver the latest program updates, highlight new risks, address issues, and outline necessary decisions.

Most programs require weekly status reports for stakeholders. However, many program managers struggle with status reports, often viewing them as tedious tasks. This mindset leads to reports that are quickly generated and lack depth.

For me, preparing and distributing a clear, concise, and thorough status report weekly is essential. Following principles from William Zinsser’s “On Writing Well,” writing with clarity is challenging and requires time and effort. Here are five tips to help you create great weekly program status reports:

1. Block Out Dedicated Time for Reporting

For my programs, I block time on my calendar each week to focus on writing the weekly status report. For large and complex programs, it can take two or more hours to complete a quality report ready for distribution. I review my program plan and update the financials, milestones, and risks and issues log to ensure accuracy. I prepare this detailed information in a PowerPoint deck or a tool that stakeholders can easily access. Before sending it out, I move on to the next step—writing up the email, which I relate to being the front page of the news.

2. Emphasize Key Updates in the Email Body

Think of the email body for your weekly status report as the headline news. Executives often prefer to see the main points directly in the email, rather than having to open attachments or use tools like Jira. Here’s an effective format for the email subject and body:

Subject: WSR Green – Program Name – Date

Email Body:

• Summary
• Recent Accomplishments & Updates
• Key Open Decisions, Issues, and Risks
• Upcoming Activities

This concise structure ensures that all critical information is immediately visible and easily accessible to busy executives.

3. Use Clear, Jargon-Free Language

Avoid corporate jargon at all costs. If the program is running low on funds, just say it! Do not say, “We need to strategically align on the financial impacts of the current capital allocation.” Remember William Zinsser’s wise words: “Every word that serves no function, every long word that could be a short word, every adverb that carries the same meaning that’s already in the verb, every passive construction that leaves the reader unsure of who is doing what—these are the thousand and one adulterants that weaken the strength of a sentence.”

4. Maintain Honesty and Neutrality

Delivering unwelcome news can be stressful. We tend to think it reflects our performance. The truth is: 1) bad news doesn’t age well, so communicate it early, and 2) there is much program managers cannot control, but honest communication is within our control. Transparency is critical, and quality leaders and executives will appreciate honesty.

It’s also important to remain neutral and not be overly pessimistic or optimistic. Focus on reporting facts, not feelings or opinions. That said, a hint of positivity by highlighting recent successes and giving recognition when warranted is beneficial.

5. Identify Owners of Key Tasks, Risks, and Issues

The weekly status report is an effective tool to motivate the owners of action items, risks, or issues. As program managers, we often lack the authority to motivate action item owners to complete their tasks. However, exposing these owners to stakeholders and their management teams helps drive action on stalled tasks or issues. This is not about throwing people under the bus but ensuring accountability and progress. When identifying these owners, do it in the email body to ensure visibility by leadership.

Summary

Effective weekly status reports are vital for keeping stakeholders informed and ensuring projects stay on track. Treating these reports as essential communication tools rather than mundane tasks can significantly enhance their value. By dedicating time to preparation, summarizing key points in the email body, avoiding jargon, maintaining honesty and neutrality, and highlighting key action item owners, program managers can ensure their reports are clear, concise, and impactful. Embracing these best practices improves communication, fosters transparency, accountability, and creates a more collaborative work environment.

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