{"id":27312,"date":"2021-08-17T11:47:22","date_gmt":"2021-08-17T11:47:22","guid":{"rendered":"https:\/\/toggl.com\/blog\/?p=27312"},"modified":"2024-06-15T07:41:29","modified_gmt":"2024-06-15T07:41:29","slug":"team-status-updates","status":"publish","type":"post","link":"https:\/\/toggl.com\/blog\/team-status-updates","title":{"rendered":"7 Ways To Make Your Team Status Updates More Effective"},"content":{"rendered":"\n<p>According to the <a href=\"https:\/\/asana.com\/resources\/anatomy-of-work\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Anatomy of Work Index (opens in a new tab)\">Anatomy of Work Index<\/a>, your team spends 60 percent of their time on tasks that don&#8217;t contribute to meaningful work. For example, communicating about work, looking for information, managing changing priorities, etc.<\/p>\n\n\n\n<p>Team status updates are a big chunk of these &#8220;work about work&#8221; tasks.&nbsp;<\/p>\n\n\n\n<p>It can be time-consuming and frustrating to keep up with your team. Some team members are hesitant to share status updates, while others find it a chore. Plus, scheduling meetings can be challenging, particularly for remote teams.<\/p>\n\n\n\n<p>This article looks at seven ways to make your team status updates more meaningful and productive. <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#standup-meetings\">Switch to standup meetings<\/a><\/li>\n\n\n\n<li><a href=\"#one-on-one-meetings\">Leave problem-solving to 1:1 meetings<\/a><\/li>\n\n\n\n<li><a href=\"#visual-status-updates\">Make team status updates visual<\/a><\/li>\n\n\n\n<li><a href=\"#curate-status-updates\">Curate &amp; share team status updates<\/a><\/li>\n\n\n\n<li><a href=\"#active-weekly-status-updates\">Actively seek weekly status updates<\/a><\/li>\n\n\n\n<li><a href=\"#automation\">Automate team status updates<\/a><\/li>\n\n\n\n<li><a href=\"#templates\">Use templates<\/a><\/li>\n<\/ul>\n\n\n\n<p>Let\u2019s dive in.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"standup-meetings\"><strong>Switch to standup meetings<\/strong><\/h2>\n\n\n\n<p>Status update meetings, however necessary, are never very effective.&nbsp;<\/p>\n\n\n\n<p>Team members sit through hour-long meetings, waiting for their turn, to give a two-minute work update. Early morning status meetings are even worse. They suck all the productivity and pleasure out of a workday.<\/p>\n\n\n\n<p>So how do you fix your daily status meetings and make them more meaningful?<\/p>\n\n\n\n<p>Consider switching to standup meetings.&nbsp;<\/p>\n\n\n\n<p>Daily standup meetings come from <a href=\"https:\/\/toggl.com\/blog\/agile-principles\">Agile project management<\/a> teams. Everyday team members stand together to discuss:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>What did you do yesterday?<\/li>\n\n\n\n<li>What will you do today?<\/li>\n\n\n\n<li>What\u2019s blocking your progress?<\/li>\n<\/ul>\n\n\n\n<p>Because team members are standing during the meeting, standup meetings are short. Everyone knows what\u2019s under discussion. There is no meeting agenda to set and no last-minute things to discuss.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"one-on-one-meetings\"><strong>Leave problem-solving to 1:1 meetings<\/strong><\/h2>\n\n\n\n<p>During your standup status meeting, you\u2019ll inevitably come across progress-blockers.&nbsp;<\/p>\n\n\n\n<p>While it\u2019s tempting to discuss ways to solve these blockers during the standup meeting, avoid doing it. Solve these progress-blockers in 1:1 meetings.\u00a0<\/p>\n\n\n\n<p>Here\u2019s how:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Collect all the progress-blockers from the daily standup meeting.<\/li>\n\n\n\n<li><a href=\"https:\/\/toggl.com\/blog\/how-to-prioritize-tasks\">Prioritize task-blockers<\/a>.<\/li>\n\n\n\n<li>Conduct 1:1 meetings with blocked team members to find solutions.<\/li>\n<\/ul>\n\n\n\n<p>In some cases, you may need to invite other relevant team members to help solve these blockers. Keep the number of people in the 1:1 meetings as small as possible.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"visual-status-updates\"><strong>Make team status updates visual<\/strong><\/h2>\n\n\n\n<p>If you work with a <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/blog\/build-a-great-team-remotely\" title=\"remote team\" data-wpil-keyword-link=\"linked\">remote team<\/a>, it\u2019s hard to schedule a daily status meeting that matches everyone\u2019s work hours.&nbsp;<\/p>\n\n\n\n<p>However difficult, you still want to stay on top of your team\u2019s work. At the same time, you want your team members to know what everyone else is doing.<\/p>\n\n\n\n<p>An easy way to fix this is to use visual work management tools. Instead of spreadsheets or task lists, consider switching to <a href=\"https:\/\/toggl.com\/blog\/kanban-board-tools\">task boards<\/a> and <a href=\"https:\/\/toggl.com\/blog\/mac-gantt-chart-software\">Gantt timelines<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"720\" height=\"480\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/toggl-plan-boards-2.jpg\" alt=\"Toggl Plan Task Boards\" class=\"wp-image-22223\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/toggl-plan-boards-2.jpg 720w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/toggl-plan-boards-2-300x200.jpg 300w\" sizes=\"auto, (max-width: 720px) 100vw, 720px\" \/><figcaption class=\"wp-element-caption\"><a href=\"https:\/\/toggl.com\/plan\/index\">Toggl Plan<\/a> task boards can be customized to match your team&#8217;s workflow.<\/figcaption><\/figure>\n\n\n\n<p>Task boards make it easy for your team to see who\u2019s working on what. Plus, it\u2019s easy to visualize the status of the task.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"720\" height=\"471\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/toggl-plan-team-timeline.png\" alt=\"Team Timeline\" class=\"wp-image-21576\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/toggl-plan-team-timeline.png 720w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/toggl-plan-team-timeline-300x196.png 300w\" sizes=\"auto, (max-width: 720px) 100vw, 720px\" \/><figcaption class=\"wp-element-caption\"><a href=\"https:\/\/toggl.com\/plan\/index\">Toggl Plan<\/a> timelines show you who&#8217;s doing what and when.<\/figcaption><\/figure>\n\n\n\n<p>A timeline takes work visualization a step further. With timelines, you can see who\u2019s doing what and by when. As a manager, timelines make planning simple for you.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"curate-status-updates\"><strong>Curate &amp; share team status updates<\/strong><\/h2>\n\n\n\n<p>Another way to keep everyone in your remote team tuned in is to curate and share a single update for the entire team.<\/p>\n\n\n\n<p>Individually, each team member can share an update over slack or via email. But these updates remain primarily between the team member and you, their manager.&nbsp;<\/p>\n\n\n\n<p>Instead, try curating everyone\u2019s updates and share them as one team status update. Such curated team updates come with the following advantages:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Improves accountability:<\/strong> Everyone in your team feels responsible for contributing to the team\u2019s updates.<\/li>\n\n\n\n<li><strong>Keeps everyone in the loop:<\/strong> A team update involves everyone, unlike individual member updates.&nbsp;<\/li>\n\n\n\n<li><strong>Improves team morale:<\/strong> Team status updates don\u2019t single out blocked team members. Plus, everyone feels like they are contributing to the team.<\/li>\n<\/ul>\n\n\n\n<p>Once you\u2019ve curated everyone\u2019s updates, combine them into one single document. Share this document with the team and stakeholders over Slack or email.&nbsp;<\/p>\n\n\n\n<p>Because it\u2019s a team update, focus on your team\u2019s goals instead of individual contributors.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"active-weekly-status-updates\">Actively seek weekly status updates<\/h2>\n\n\n\n<p>Switching to a visual work management tool or team updates doesn\u2019t mean you switch back to <em>passive status updates<\/em>.<\/p>\n\n\n\n<p>As a project manager or a team lead, you don\u2019t want to curate status updates from spreadsheets or tools.&nbsp;<\/p>\n\n\n\n<p>While most work management tools make it easy to see what\u2019s happening in your project, you still want your team to communicate their work updates.<\/p>\n\n\n\n<p>This way, everyone in your team is aware of assigned work.<\/p>\n\n\n\n<p>Also, actively seeking weekly status updates tells your team that you take status updates seriously.&nbsp;<\/p>\n\n\n\n<p>Finally, curating team updates needn\u2019t always be the responsibility of a team manager. Team members can take turns curating and sharing weekly team updates.&nbsp;<\/p>\n\n\n\n<p>As a result, everyone in your team gets an opportunity to communicate with other team members, improving overall team communication.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"automation\"><strong>Automate daily status updates<\/strong><\/h2>\n\n\n\n<p>While weekly updates must be curated, curating daily or task status updates is overkill. Plus, it\u2019s an unproductive and ineffective way to use your team\u2019s time.<\/p>\n\n\n\n<p>Instead, choose a work management tool that helps you curate and share daily status updates automatically.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"587\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/geekbot-1024x587.jpg\" alt=\"\" class=\"wp-image-27313\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/geekbot-1024x587.jpg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/geekbot-300x172.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/geekbot-768x441.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/geekbot-700x400.jpg 700w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/geekbot-350x200.jpg 350w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/geekbot-940x539.jpg 940w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/geekbot.jpg 1114w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Use tools like <a href=\"https:\/\/geekbot.com\/\" target=\"_blank\">Geekbot<\/a> to automate daily standup meetings.<\/figcaption><\/figure>\n\n\n\n<p>If you\u2019re a remote team, you can use tools like Geekbot to automate your daily status update meetings.&nbsp;<\/p>\n\n\n\n<p>These automation tools integrate with other work tools to curate individual status updates and share them with your entire team via Slack.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"templates\"><strong>Use status update templates<\/strong><\/h2>\n\n\n\n<p>Use team status update templates if you don\u2019t have the budget or cannot use automation tools.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"960\" height=\"540\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/project-status-update-template.jpg\" alt=\"\" class=\"wp-image-27314\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/project-status-update-template.jpg 960w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/project-status-update-template-300x169.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/project-status-update-template-768x432.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/08\/project-status-update-template-940x529.jpg 940w\" sizes=\"auto, (max-width: 960px) 100vw, 960px\" \/><figcaption class=\"wp-element-caption\">Email template for <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/blog\/project-reporting\" title=\"project status\" data-wpil-keyword-link=\"linked\">project status<\/a> updates. Download more <a href=\"https:\/\/toggl.com\/plan\/project-planning-resources\">client communication templates<\/a>. <\/figcaption><\/figure>\n\n\n\n<p>Using a template means you don\u2019t have to think about what goes into an update. Templates bring consistency. And everyone in your team can use a template without having to learn anything new.<\/p>\n\n\n\n<p>Also, consider bringing in an element for fun into your updates to make them enjoyable to read. Making status updates fun can be as simple as using emoticons. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Ready to make your team status updates effective?<\/strong><\/h2>\n\n\n\n<p>Curating, communicating, and sharing team status updates can feel like an unproductive chore. Yet, team updates are necessary to keep everyone in the loop and stay on top of work.<\/p>\n\n\n\n<p>In this article, you learned about seven ways to make your status updates more effective and productive.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Switch to standup meetings<\/li>\n\n\n\n<li>Leave problem-solving to 1:1 meetings<\/li>\n\n\n\n<li>Make team status updates visual<\/li>\n\n\n\n<li>Curate &amp; share team status updates<\/li>\n\n\n\n<li>Actively seek weekly status updates<\/li>\n\n\n\n<li>Automate team status updates<\/li>\n\n\n\n<li>Use templates<\/li>\n<\/ul>\n\n\n\n<p>Hopefully, these tips will help you develop more creative ways to improve your team\u2019s updates.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Keeping up with your team can be time-consuming &#038; frustrating. This article looks at seven ways to make team status updates more meaningful &#038; productive.<\/p>\n","protected":false},"author":607,"featured_media":27315,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[753,850],"tags":[],"class_list":["post-27312","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-productivity","category-team-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>7 Ways To Make Your Team Status Updates More Effective<\/title>\n<meta name=\"description\" content=\"Keeping up with your team can be time-consuming &amp; frustrating. 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