Best Ways to Update Stakeholders On Project Progress

Your stakeholders don't need more status reports They need confidence in the plan. It's easy to think that sending MORE status updates will earn stakeholder trust → Weekly updates → Color-coded dashboards → Bullet point highlights galore The truth is: information alone doesn't build confidence. Leadership does. Stakeholders aren't just asking "where are we?" They're asking "are we in control?" They're asking "are risks being monitored/managed?" They're asking "will we hit X target?" If you just report progress, you're replaceable. If you LEAD the plan (+ manage the risks and clearly own), you become essential. Here's how you can shift from "status updater" to confident execution leader: ✅ Tell the story, not just the facts Connect updates back to goals. Make it clear how today's progress ties back to business outcomes. Add metrics to support the tale you're telling. ✅ Own the risks out loud Don't wait for someone to discover problems. And don't hide things just because they may not happen (yet). Surface risks early, brainstorm mitigation, and have it ready. ✅ Frame the path forward Every update should answer 3 things. "What are you doing?" "What's next?" "What's needed/in the way?" When teams know what to do and know when and how to ask for help (and that you'll deliver), you'll execute at a whole new level. Think ahead. Solve problems. Navigate the ship. If stakeholders see you doing this, they won't need daily updates to feel safe. They'll trust that you can run the show. PS: what's one thing you've done to build deeper trust with stakeholders? 🤙

How I Keep My Projects Visible (Without Being Pushy) as a Program Manager at Amazon Out of sight = out of mind. And if leadership doesn’t see your work, it might as well not exist. But constant pings can backfire. Here’s how I keep my programs visible…without being the annoying follow-up person: 1/ I give consistent, lightweight updates ↳ I send a weekly 3-bullet recap ↳ No one has to ask “What’s going on with that project?” Example: I drop a Friday update in our team Slack: “Program X update → 1. On track, 2. Waiting on review, 3. Launch planned for 6/7.” Takes 90 seconds…keeps everyone looped in. 2/ I show momentum, not just status ↳ “We fixed X” hits harder than “On track” ↳ Progress > process Example: Instead of saying “dev work continues,” I write “finalized backend logic, tested 3 edge cases, fixed validation bug.” Feels real. 3/ I speak in outcomes, not effort ↳ Leaders don’t care how hard you’re working ↳ They care what’s changing Example: “Reduced processing time by 48%” lands better than “held 4 syncs and updated timelines.” 4/ I give credit publicly ↳ I tag contributors in wins ↳ Visibility shared is visibility returned Example: I posted a launch update tagging the SDE who carried it across the line. That update got 3 exec reactions…and now she tags me back in her progress threads. 5/ I never escalate before communicating ↳ I message the owner first ↳ Then loop in leadership if needed Example: Before flagging a delay to leadership, I always check in with the owner privately. That respect builds long-term trust. The key to visibility isn’t noise…it’s clarity. What’s one way you keep your work visible without oversharing?

As a Chief of Staff, status updates are part of the job—but making them clear, concise, and actionable is easier said than done. That’s why I love the 3️⃣𝗣𝘀 𝘁𝗲𝗺𝗽𝗹𝗮𝘁𝗲: 𝗣𝗿𝗼𝗴𝗿𝗲𝘀𝘀, 𝗣𝗹𝗮𝗻𝘀, 𝗣𝗿𝗼𝗯𝗹𝗲𝗺𝘀. It’s a framework shared with me by a former Chief of Staff at Lyft, and it’s become my go-to for delivering updates that cut through the noise and keep everyone aligned. ✨ 𝗛𝗲𝗿𝗲’𝘀 𝗵𝗼𝘄 𝘁𝗼 𝗺𝗮𝗸𝗲 𝘆𝗼𝘂𝗿 𝟯𝗣𝘀 𝗵𝗶𝗴𝗵-𝗶𝗺𝗽𝗮𝗰𝘁: 1️⃣ Keep it concise: 5 bullets max per P, with no more than 3 lines per bullet. 2️⃣ Make it contextual: Provide enough detail, but avoid jargon or acronyms. 3️⃣ Clickable links: Ensure permissions are set and links work. 4️⃣ Customer-focused: Frame updates in terms of your end-user or goal. 5️⃣ Be constructive: For problems, include actionable next steps. Using the 3Ps ensures that stakeholders get exactly what they need—without getting bogged down by unnecessary details. 📹 Check out the video for a full breakdown of how to implement the 3Ps effectively. If you want more templates like this, join our Ask a Chief of Staff community! 👋 Hi, I’m Clara, and I post daily about the Chief of Staff role. 🔔Follow me for more tips and tricks!