7.7 Status Report: Rough Waters Ahead

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Review Exhibit 7. Hopefully, you noticed that we reversed the fortune of the same two issues discussed in the previous example. Also notice that the issues are clearly spelled out and their impacts noted. Ambivalence is acknowledged in the router consultant issue. In this case, we are not sure whether or not the inability to hire the preferred consultants will become a problem (i.e., if we can find equally qualified individuals in a timely manner). Obviously, this could become problematic, so we used the status report to do a little expectation management. I used the foreshadowing technique to lay the groundwork for some serious escalating to take place real soon. If you read between the lines on this one, you might infer from the phrase "are no longer available" that perhaps there was a snag in the funding process. Perhaps there was. Although I would not advise you to shout from the rooftops that the request sat ignored on an important person's desk for 2 weeks, I would also not recommend that you allow the inference that the project office dithered on this one.

Exhibit 7: Rough Waters Ahead

The following represents the SouthPointe project team weekly status report. The team met today as usual and had to address two significant issues. Tomorrow is the deadline for ordering file servers for the file and print services at the new site. The decision on server model is mainly predicated on throughput and the number of users each server could effectively support. The server build team has been unable to complete its testing and is not yet prepared to make their recommendation. It was decided to give them one more week. We checked with the supplier and were informed that our delay of 1 week in placing the order for these 40 servers may cause an additional 2 weeks' delay in delivery due to current availability. The server build team said they could absorb this shortened timeframe by working an additional weekend. Final server model recommendation will be made no later then start of business this coming Monday November 28.

The other significant issue raised is that of engaging consultants to support the telecom team for the design of the router configurations. Although additional funding was secured, the consultants recommended by the router manufacturer are no longer available. Requisitions have been rushed to several other agencies, and the manufacturer's rep is checking with her peers to see if they can recommend any other consultants. It is too early to determine if the delay in bringing on consultants for this task will cause a problem. The current plan calls for the design to be complete and ready for testing by the middle of next month, so we will track this very carefully.

Exhibit 8 lists the key attributes of a good status report.

Exhibit 8: Status Report Guidelines

Be clear and concise.
Describe the project impact as positive or negative for each item mentioned.
If impact is uncertain, say so, but include finite follow-up action items.
If an explanation is required, keep it simple and depersonalized.
Do not load up on minor victories to offset bad news or to look busy.
Convey a positive attitude about the team and its enthusiasm for its duties.
Do not repeat old news. If an issue lingers, escalate it. If it is over, forget it.

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