UBC Award of Achievement in Project Management with Microsoft Project >

6. Communicate Progress to Clients and Management
Friday, Mar 4, 2016 Or Sat, June 11, 2016, 9am to 4pm

1. Scheduling Projects and tasks
Feb 19, 2016 Or May 27 2016
2. Managing projects and resources
Feb 26, 2016 Or Sat-May 28 2016
3. Initiating Projects Laying the Foundations for Success
Mar 4, 2016 Or June 3, 2016
4. Specifying and Estimating Deliverables
Mar 11, 2016 Or Sat-June 4, 2016
5. Building High-performance Teams to fast track projects
April 1, 2016 Or June 10, 2016
6. Communicate progress to clients and management
Mar 4, 2016 Or Sat, June 11, 2016
Brian Mullen , M.Sc, MCP,  your workshop leader UBC Robson Square

Clear communication builds credibility with your sponsor and stakeholders. 

Agenda for today's session 'Reporting Progress to clients and management'

Project manager should create a communication plan early in the project life cycle to establish expectations with the client and management. Schedule project review meetings. Split time between focusing on the project and communicating with clients and management.

Project reporting occurs at two levels. First the project managers report progress on their individual projects. Second the project management office should provide management and clients with an unbiased view of the status of each project. Organizations need an early warning system to identify projects that need attention. Many projects slip behind schedule long before anyone being aware of what is happening.

Project managers communicate progress to clients and management to maintain support for the project so your resources will not be stolen for other projects. Communicate project schedule and budget progress against the project baseline. Progress is measured by finishing key deliverables on reported milestones. Progress reports should include issues and risks that threaten project success.

Project managers can spent lots of time preparing project status reports. Project reporting takes considerable amount of time. Microsoft Project offers the advantage of reporting from a single data source. Reporting from project plans improves integrity of project progress reports. Unlock valuable project information by standardize reports with Microsoft Project Server and Web Access. Project reporting requires project managers to keep their plans up to date.

Organizations can lighten a project manager's communication workload by standardizing reports across projects. Standardization improves communication because users don't have to learn the unique reporting style of each project manager.

The last session discusses methods and tools for reporting project progress to clients and management. Participants will learn to:

  1. Create a communications plan for your project.
  2. Create consistent reporting standards
  3. Understand reporting requirements
  4. Design efficient reporting systems.
  5. Build custom reports with tables and views.
  6. Automate standard project reports across projects.
  7. Understand the power of macro's and Visual basic for applications
  8. Report progress to management
  9. Conduct a post-project audit
email Brian Mullen with your questions

Click to register for this course

Communicate Progress to Clients and Management
Agenda for Friday, Mar 4, 2016 Or Sat, June 11, 2016, 9am - 4pm

The following topics will be covered in this course.

Topic Report Progress to Clients and Management
 9am  Communicate to succeed in project management
  • Report progress for all projects
  • Drill down to find detail.
  • Keeping project on track requires action
  • Communicating a key Project managers' responsibility
  • Difficulties with honesty
  • Difficulties with managing the news.
  Build communications plan
  • Identify stakeholders.
  • Identify reports by project phase.
930am Defining reporting requirements.
  • Decide reporting process. 
  • Critical project metrics to report
  • Earned value reports
  • Identify reports to produce.
  • Reporting top ten risks
  • Getting timely feedback
10am Coffee 
10:15am Design reporting architecture 
  • Regular project review meetings
  • Distributing information via email
  • Benefits of distributing information from repositories.
  • Designing a project web site
11am Produce project reports with views, tables and filters.
  • Customizing Microsoft Project reports
  • Defining columns with tables
  • Selecting tasks with filters.
  • Building custom views.
  • Adding reports to menus
12noon Lunch break
1pm Task status Reports
  • Tasks in Progress
  • Tasks scheduled to start in next period
  • Days til start custom field
  • Tasks completed in last period
  • Pasting project views to Word
1:30pm Assemble status Reports in Word
  • Reduce overhead in preparing status reports
  • Copy and Paste dynamic views
  • Store Status Reports as PDF documents
2 pm Track change requests, issues and risks
  • Custom field for special items
  • Extract special Tasks with custom filters
  • Report risks with special views
  • Report Special items outstanding
  • Analyze special items by time to resolve
  • Graph special items
230pm Coffee
2:45pm Analyze data with Visual Reports and Pivot tables
  • Pivot table components
  • Work and cost analysis by task and resource
  • Resource Warkloads
  • Visio Charts
3:15pm Generate Reports with Visual Basic
  • Automate reports generation for all projects
  • Standardize reporting across projects
  • Capture worksteps with Macros
  • Assemble macros in a VBA program
  • Next steps
245pm Manage Project Execution
  • Publish project plans.
  • Focus efforts on high priority items.
  • Run effective meetings with Turbo brainstorming.
  • Perform project work.
  • Avoid missing key deadlines with Time-Box Scheduling.
  • Monitor project progress.
  • Track and report project progress.
  • Manage scope creep with change control.
  • Manage client expectations.
  • Bring project in on budget and on time.
  • Rescue projects in trouble.
4pm Finish

Click to register for PM6

email Brian Mullen with your questions

Updated: Dec. 21, 2015.