Nobody minds a project that slips. They mind hearing about it late. This lesson is about saying where things stand, clearly and early.
1. Giving a Quick Update
Maya: I'll give you a quick update.
Chris: How are we doing?
Maya: We're on track for July.
Chris: Any risks?
Maya: One. The design team is short-staffed.
Chris: What's the plan?
2. Asking for a Status Update
Ben: Where are we with the Torres site?
Lea: Eighty percent done.
Ben: What's left?
Lea: Testing and the final sign-off.
Ben: When do you expect to finish?
Lea: Wednesday, all being well.
3. Reporting a Risk
Ken: There's a risk I should raise.
Manager: Go on.
Ken: The supplier hasn't confirmed.
Manager: What happens if they don't?
Ken: We lose about a week.
Manager: Then find a second supplier now.
4. Missing a Deadline
Rita: We won't make Friday.
Tom: How far off are we?
Rita: Three days.
Tom: What caused it?
Rita: Two people were off sick.
Tom: Okay. Tell the client today.
5. Asking a Coworker for Help
Sam: Hey, are you busy right now?
Julia: A little. What do you need?
Sam: I'm stuck on the spreadsheet.
Julia: Which part?
Sam: The formula in column D.
Julia: Send it over. I'll take a look.
6. Changing the Priorities
Manager: The audit comes first now.
Marc: Then what drops?
Manager: Push the website back a week.
Marc: And the client knows?
Manager: I'll tell them this afternoon.
Marc: Fine. I'll reorder my week.
7. Handing Work Over
Lin: I'm handing this over to Priya.
Ken: Does she have everything?
Lin: Files, contacts and the timeline.
Ken: Have you walked her through it?
Lin: This morning. She's up to speed.
Ken: Good. I'll copy her in from now on.
8. Finishing a Project
Maya: That's the project closed.
Chris: Did we hit the date?
Maya: Two days early.
Chris: Well done. And the budget?
Maya: Slightly under.
Chris: I'll tell the board. Nice work.
Words to know
| on track | going as planned We're on track for July. |
| short-staffed | not having enough people The design team is short-staffed. |
| sign-off | final approval from someone in charge Testing and the final sign-off. |
| raise | to bring a problem to someone's attention There's a risk I should raise. |
| stuck | not able to continue without help I'm stuck on the spreadsheet. |
| push back | to move something to a later date Push the website back a week. |
| up to speed | knowing everything needed to continue She's up to speed. |
| hit the date | to finish on the day you promised Did we hit the date? |
Quick practice
Complete each sentence with an expression from the lessons.
1. A: How are we doing?
B: We're on ________ for July.
2. A: ________ are we with the Torres site?
B: Eighty percent done.
3. A: There's a risk I should ________.
B: Go on.
4. A: We won't ________ Friday.
B: How far off are we?
5. A: What do you need?
B: I'm ________ on the spreadsheet.
6. A: The audit comes first now.
B: Then what ________?
Show the answers
1. track 2. Where 3. raise 4. make 5. stuck 6. drops
Common mistakes
Not: The project is late because of many reasons.
Say: We're three days behind. Two people were off sick.
Give the number first, then one cause. Vague explanations sound like excuses.
Not: I will finish it as soon as possible.
Say: I'll finish it by Wednesday.
As soon as possible gives your manager nothing to plan with. Always name a day.
Not: I have a doubt about the deadline.
Say: I'm not sure we'll make the deadline.
Say plainly what you are unsure about. Managers would much rather hear it early.
Your turn
Think about something you are working on right now. Say these five things aloud.
- Give a thirty-second update: where you are, one risk, and what you are doing about it.
- Ask a colleague where they are with their part.
- Say you are going to miss a date, with the number of days and one cause.
- Ask for help on the part where you are stuck.
- Hand the work over to someone else in three sentences.
Quick review
Practise the three-part update until it is automatic: where we are, what could go wrong, what we are doing about it. Thirty seconds, no more. Managers ask for updates constantly, and the person who can give a clean one is the person they trust with bigger work.