How to mail manager project status

Mailing a project status report to stakeholders is an essential part of project management. Here's a step-by-step guide to help you create and send a project status report:

Before You Start

1. Identify your stakeholders: Who needs to receive the project status report? Typically, this includes project sponsors, team members, customers, and other interested parties.
2. Determine the frequency: How often will you send the project status report? This could be weekly, bi-weekly, monthly, or quarterly, depending on the project's complexity and the stakeholders' needs.
3. Gather necessary information: Collect data on project progress, milestones, issues, and upcoming tasks.

Creating the Project Status Report

1. Use a template: Create a template with the following sections:
   • Project overview
   • Progress update
   • Milestones and deadlines
   • Issues and risks
   • Upcoming tasks and milestones
   • Conclusion and next steps
2. Fill in the template: Enter the necessary information, using clear and concise language. Focus on the most important updates and avoid unnecessary details.
3. Include visual aids: Use charts, graphs, or tables to illustrate project progress, milestones, and issues. This will help stakeholders quickly understand the project's status.
4. Keep it concise: Aim for a length of one to two pages, depending on the complexity of the project.

Sending the Project Status Report

1. Choose a delivery method: Decide how you'll send the project status report:
   • Email: Attach the report to an email and send it to stakeholders.
   • Project management tool: Use a tool like Asana, Trello, or Basecamp to share the report with stakeholders.
   • Physical mail: Send a printed copy to stakeholders who prefer a hard copy.
2. Set a schedule: Establish a regular schedule for sending the project status report, such as every Monday morning.
3. CC or BCC stakeholders: Consider CC'ing or BCC'ing stakeholders who don't need to take action, but should be informed of the project's status.

Example Project Status Report Template

Project Overview

• Project name: [Insert project name]
• Project manager: [Insert your name]
• Start date: [Insert start date]
• End date: [Insert end date]

Progress Update

• Current phase: [Insert current phase]
• Tasks completed: [Insert tasks completed]
• Tasks in progress: [Insert tasks in progress]
• Tasks pending: [Insert tasks pending]

Milestones and Deadlines

• Upcoming milestones: [Insert upcoming milestones]
• Deadlines: [Insert deadlines]

Issues and Risks

• Current issues: [Insert current issues]
• Risks: [Insert risks]

Upcoming Tasks and Milestones

• Upcoming tasks: [Insert upcoming tasks]
• Upcoming milestones: [Insert upcoming milestones]

Conclusion and Next Steps

• Summary of project status
• Next steps: [Insert next steps]

Remember to customize the template to fit your project's specific needs and stakeholders' requirements.