“Okay, how about we do a quick round robin and see what everyone’s project status is?”
This phrase used to strike fear in my heart! Woe is me, I know, actually having to do the job I begged for. But you get it. Obviously.
In the first few weeks (or much longer, depending on the line of work you’re in), the idea of speaking in front of your team can seem like a daunting task. Maybe you feel confident going in, but when you open your mouth, you stumble over your words. Or you just end up feeling like you said a lot of words that mean literally nothing. That’s normal! But I want to give you a few ways to help you give a stellar status update, whether it’s begging a senior dev to review your pull request or having to tell your boss you don’t actually know how to publish posts on LinkedIn.
So, here’s how to give a status update in a team meeting so you can go into your next all-hands with confidence!
- Define your tasks.
Yep, that’s right. The best first step you can take is figuring out exactly what you’re supposed to be doing in the first place. Make sure you clarify every aspect of a project you’re assigned. Here are some basic questions to ask your manager or boss when you get a new project:
- When is the deadline?
- Who can I contact for help?
- Are there any resources you’d suggest I use?
- Where can I find definitions (if technical)?
- What do you think will be the most challenging aspect of this task?
I like to keep a physical notebook to jot these things down in my 1:1 meetings. Your notes don’t have to be Pinterest-perfect, but you should be able to understand them at a quick glance. Defining each task this way will give you notes to refer back to when giving your update, and they’ll also serve as a way to get your brain moving on the project in the background. You’ll be surprised how much this method helps with productivity, especially when you’re wondering what to do when you just can’t start a project at work because you’re procrastinating.
- Make a checklist.
Okay, I know this seems obvious. But I think checklists are the most underutilized organization tools for new hires right out of college. Making a checklist of weekly tasks is a simple yet powerful way to group projects together for work without overwhelming yourself.
Some people find daily checklists help them the most with productivity at work, but my best productivity hack is to think of things in terms of weeks and months instead. This method works especially well if you have the time management skills to keep yourself in check. Maintaining a weekly checklist allows for lazier days where you don’t feel as motivated.
If you redefine what productivity means to you, you’ll be able to take control over your feelings of anxiety about work projects. For me, productivity is defined in weekly goals, not daily ones. Don’t set yourself up for failure by making an endless daily checklist. You’ll end up feeling demotivated if you don’t finish, or burned out if you do.
So what does this have to do with giving status updates in meetings? With a checklist, you’ll be able to easily refer to all of the tasks you’re working on simultaneously. You’ll be better prepared and, as a result, will feel much calmer and more in control when updating your team on your project status.
- Prepare in advance.
The whole point of telling your team or manager where you’re at in a project is to help identify any issues you’re having and to set and manage expectations for completion time. Keep that checklist handy and review it an hour before the call. Take a moment to think of any blockers or issues you’re having with the project. Mention who has been helping you for extra brownie points. People love receiving praise, even from a newbie. If someone has been genuinely helpful, shout them out on the call! Something simple like, “Oh, and thanks to Cate for reviewing my PowerPoint deck last week. She gave me some great advice” will do the trick.
If you’re new, it is totally normal to be unsure and to ask questions. And, when in doubt, definitely ask. I’ve almost sent an email to 25,000 of the WRONG people because I was feeling embarrassed to ask which distribution list I should use. The truth is that you’re not expected to know everything right away, and you’re not a failure for asking questions.
- Be honest!
Everyone can tell when you’re BSing them, especially if your team is made up of more experienced people. If you don’t have a lot going on, that’s totally fine. If you don’t have a status update at a team meeting, let everyone know that you have some extra time on your hands to pick up another project or to help review someone else’s work. You could even take this opportunity to shadow someone who’s working on something cool.
In the corporate world, it is truly feast or famine. You might be bored to death one week and working overtime the next. By taking the initiative to be honest with your workload, you’ll impress your manager with your eagerness and will have saved yourself the embarrassment of trying to make something out of nothing.
- Watch your time.
Don’t be that person that monopolizes the whole meeting just to fill time or to make it seem like you’re doing more than you are. You don’t have to be the next great public speaker, but be cognizant of the space you’re taking up. You can even time how long it takes each person to give their updates and aim to hit under that. Preparation is key here – for the first few round-robin updates, practice what you’re going to say out loud. This will help you avoid going on and on in front of your team and probably calm some of your nervousness, too.
Here’s a sample of what a good project update for a team meeting could look like:
“I’m currently working on project x and project y. I feel confident that project x will be completed on time by end-of-day Thursday. Jordan gave my article a look and left a lot of helpful feedback that I plan on weaving in today. I am having a bit of an issue with project y – does anyone know where I can read similar articles that are in the style I’m shooting for? I’m having trouble finding the right voice. Other than that, I have some bandwidth for one more task, so if anyone needs an editor or to brainstorm I’m happy to help.”
Giving updates in a team meeting with confidence will get easier as time goes on. Honestly I cringe when I think of the random things I told my team when I first started, because I didn’t have a ton going on. As you work for longer in your role, you’ll begin to discern what’s relevant and what isn’t. Plus, you’re the newbie – take advantage of that status for as long as you can.
Gen Z Inc. 