Overview with tools, software, best practices and alternatives

What is a Project Status E-Mail?

A project status e-mail is a kind of an electronic mail that contains information about the status and progress of the team or the project. Since the project status is sent via e-mail, it requires a stable internet connection.

Who does Project Status E-Mails?

Project status e-mails are written and prepared by the members of the team. In addition, members of external parties can also send and receive project status e-mails to and from the members of the teams. The team’s secretary, if there is one, can also write and prepare a project status e-mail, which is sent to the members of the team as well as the team’s affiliations.

Why do people do Project Status E-Mails?

Business teams write project status e-mails for a number of reasons.

The primary goal of doing project status e-mails is the communication within the team. Communication is important to the team, whether the report is done via paper, e-mail, or messaging applications. Project status e-mails inform the members of the team, as well as concerned groups, about the status and progress of a team or project.

Project status e-mails are also important to analyze information better, make stronger inferences and conclusions, and make logical decisions, as they provide comprehensive, detailed, and accurate information. The contents of a project status e-mail help the team members attain their goals and become victorious with their tasks and duties.

How to do Project Status E-Mails

Project status e-mails provide adequate information to the team members on the status and development of the team and the project, allowing them to make better plans, strategies, and actions in the future.

Fresh hand information is important in a project status e-mail. The data in the e-mail should include what happened within a day or a week. It usually emphasizes the most recent activities of the team, including achievements, plans, and problems. Pending actions from a previous meeting or report should also be updated in the new project status e-mail.

Positive and negative cues, in the form of accomplishments and issues are presented in the report. These are followed by the team’s current plans, strategies, and actions. In addition, the outcomes of previous actions by the team will also be evaluated and should be included in the e-mail.

The project status e-mail should be short and simple, focusing on what the team really needs to know about the status and progress of the team and the project. The reader of the e-mail may find it boring or overwhelming to read a very long e-mail, which can lead to information overload or misinterpretation of data in the report.

Completeness and accuracy are needed in order to come up with a great project status e-mail. There will be poor data analysis and decision making if the report has missing or incorrect data. Also, the status e-mail is to be sent to all team members and to the members of the team’s affiliated group.

Advantages of doing Project Status E-Mails

Doing project status e-mail is advantageous to the team in several ways.

Project status e-mail stands as a communication tool for the business team as it gives team members an overview of the team’s status and project. The status e-mail allows the team to exchange information about the team’s most recent accomplishments, issues, plans, strategies, and actions. Also, the team members will be able to share their strengths, weaknesses, open opportunities, and threats to the whole team.

The internet is highly reliable when it comes to doing project status e-mails. With a stable internet connection, the team members will be able to send their messages to other members of the team in just one click. Project status e-mails highly benefit virtual teams, teams with dispersed members, as they can send and receive information to and from the other members of the team.

Disadvantages of doing Project Status E-Mails

While doing project status e-mails have their benefits, they also have some disadvantages.

The high dependence to a stable internet connection stands as the primary issue in writing project status e-mails. Team members will not be able to send and receive reports from other members of the team or from other departments if the internet access becomes slow or absent. This adversely impacts the business team as the members will be prone to missing essential information about the team’s status and progress.

The possibility of the project status e-mail to be hacked is another issue. With the evolution of modern technology, hackers can use their hacking tools by sending viruses or malwares to the e-mail accounts of the team members. These viruses and malwares will not only penetrate the user’s e-mail account, but it can also take control of the account itself. As a result, the owner of the account will not be able to access his account or data in the account may be corrupted.

Best practices for doing Project Status E-Mails

Project status e-mails provide essential updates about the project’s status and progress to the team, allowing team members to formulate plans, develop strategies, and execute actions.

Team members should include adequate information to the status e-mail, which typically includes the team’s achievements, strengths, weakness, plans, strategies, actions, and evaluations. Information about these aspects of the team and the project will allow the team to make critical decisions in the future.

Project status e-mails should utilize a language that is understood by all members of the team. This includes limiting the use or jargons, reducing the use of acronyms, and using fairly used vocabulary worlds. In addition, the team can make use of tables, graphs, or diagrams to effective illustrate both qualitative and quantitative information. In addition, the data can be presented in a numbered or bulleted form, instead of a narrative text. Overall, these will help the readers read and comprehend the report without any trouble.

With regard to hacking accounts, team members should keep their passwords within them at all times. Also, passwords should not be shared with other people. The password should be fairly easy to remember by team members. Then, team members should also be cautious in opening links in webpages, as these may lead to accessing some malwares or hacking tools, which can access their accounts.

How to do Project Status E-Mails with Teamreporter

Teamreporter is a business tool, an application that utilizes schedule report mails in place of status meetings. Since it makes use of scheduled report mails, then it would be easier to create project status e-mails. More than that, Teamreporter can be used by small teams with up to four members for free and signing up just takes less than a minute.

Teamreporter has an automated and easy to use interface, which makes it simpler and easier for the team members to generate project status e-mails that they need to send to their teammates. Teamreporter sends e-mail notifications to the team members, asking them to provide updates like the team’s accomplishments, issues, and plans. Depending on the response sent by the team members, Teamreporter will create a summary, which will be sent to them the next day.

Flexibility is one of Teamreporter’s asset, since users can change its questions in its database. Also, the users can modify the scheduled report mails in accordance to the time of their activities. In addition, the list of people who need to send updates and those who will receive an e-mail can be configured. Teamreporter can also be used with web browsers and e-mails, along with other existing applications that the team uses.

Team leaders can also benefit from Teamreporter as they can get an overview of the team’s status and development with the information the application gives the team. This justifies team leaders’ oversight of the team and the project. In addition, the reports members send via Teamreporter will help team leaders see the distinction between those members who perform well and those who experience problems.

Alternatives to Project Status E-Mails

Project status e-mails can be helpful to the team; however, there are some options that the team can consider.

One alternative to project status e-mails is the conduct of a quick stand-up meetings. A stand-up meeting can be scheduled by the team for them to gather and share essential information about the team and project’s progress and development, which includes plans, strategies, actions, evaluations, accomplishments, and issues. The meeting is a brief way to share information within the group, without having internet problems. However, quick stand-up meetings are usually offline, which may not benefit virtual teams.

Another alternative to project status e-mails are paper-based reports. These reports are the hard copy of the status and progress of the team and the project. Since the information is on paper, team members will not have to worry about hackers, viruses, and internet problems. Team members just need a copier to distribute copies of the information to team members. In addition, team members can easily store the paper-based report inside a binder or a fire proof box. While paper-based reports are safe from hacking and data corruption, the paper itself can be destroyed overtime.

Learn more about Teamreporter

Teamreporter is free for small teams (up to 4 members)