How to write the perfect project update

Sharing progress asynchronously is one of the best ways to save meeting time, but how do you write a great project update?

Here’s a structure to get you started.

Summary (1-2 sentences)

This is the only part most people will read. Your goal here is to share the status of the project (on track, at risk, off track), give readers high confidence that the status is accurate, and do so in as few words as possible.

Let’s say you’re midway through a 3 month project, with a goal of ‘Increasing sign-up conversion from 5% -> 10%’.

Here’s a bad summary:

Things are going well! Yesterday we launched the first version of the new sign-up flow and users are already giving us great feedback on it. 🎉

This summary looks positive, but it’s vague and fails to give the reader confidence that things are on track.

Here’s a better version:

Status: At risk. Sign-up conversion remains unchanged at 5% (10% is the goal), however we’re optimistic that the new sign-up flow (launched yesterday) will increase conversion by end of week.

Notice the key difference: Version 1 focuses on the team and work achieved, version 2 focuses on the project goal and how confident you are in hitting it.

Progress since last update (~1 paragraph)

This is the place to celebrate the team, get a bit more specific, and stay accountable. It’s also a good opportunity to link relevant docs and designs. But don’t go overboard, you still want to keep it short and snappy.

Here’s a good example:

The big news this week is the launch of the new sign-up flow. See here for the original project brief, here for designs, and here to see live conversion stats. Huge thanks to all the team and @sarah in particular for leading on this. ❤️

Notice how links are used to provide ways to find out more. This keeps the update short and focused, while letting stakeholders deep-dive if they want.

Path to green (~1 paragraph)

If your project is not on track, you should include a path to green section to show the specific steps you’re taking to get things back on track.

Note, this section is not a cry for help. The goal here is not to complain or throw requests out, rather, you should detail the actions you’ve already taken to get things back on track.

Here’s a bad example:

We’re hoping the new flow has a positive impact, but if it doesn’t we’ll need to work extra hard to catch up! Infra team, would you be able to expedite the A/B solution so we can use it sooner? We’ll also be brainstorming some new ideas for improved conversion this week.

Notice how it focuses on things that will be done to get back on track, rather than concrete steps that have already been taken. The request for help is weak and easily missed.

Here’s a better example:

Our default assumption is that the new sign-up flow will result in a significant (>3% increase) in conversion, which will take us back to green. However, we have the following mitigation items in place in case this doesn’t happen:

• Ability to immediately roll back part/all of the new flow
• Agreement with infra team to prioritise release of an A/B solution within the next 2 weeks
• Prioritised task list of other solutions to improve conversion

This version details specific actions that have already been taken, and shows a plausible plan to get back on track.

Writing project updates can be intimidating, but with the above template you’ll save time and stakeholders will love you.

You’ll be on track in no time. 🚀

Ps. Macro lets you save meeting time with project updates and templates to help you get started. Try it for free here.