Microsoft Viva Amplify
Project updates
Scenario
Effective communication of project updates is crucial for keeping stakeholders informed, engaged, and aligned with the project’s progress. Here’s a framework to consider when communicating project updates:
Define your audience: Determine who your primary stakeholders are. This could include team members, clients, management, investors, and any other relevant parties. Understanding your audience helps tailor your communication to their needs and interests.
Frequency and consistency: Establish a regular schedule for providing updates. Whether it’s weekly, bi-weekly, or monthly, consistency is key. This helps stakeholders anticipate when to expect updates and reduces uncertainty.
Clarity and brevity: Keep your updates clear, concise, and focused on the most important information. Use simple language and avoid jargon that might confuse non-technical stakeholders.
Highlight achievements and milestones: Emphasize the progress made since the last update. Highlight completed tasks, achieved milestones, and any positive developments. This instills a sense of accomplishment and keeps stakeholders motivated.
Discuss challenges and risks: Be transparent about any challenges, roadblocks, or risks that the project is facing. This demonstrates honesty and helps stakeholders understand potential obstacles that might impact the project’s timeline or outcomes.
Visual aids: Incorporate visual elements such as charts, graphs, or timelines to make complex information more digestible. Visual aids can quickly convey progress and trends.
Celebrate Successes: Don’t shy away from celebrating both small and significant successes. Recognize the efforts of your team and acknowledge the milestones achieved.
Storytelling: Frame your updates in a narrative format that tells the story of the project’s progression. Storytelling can engage stakeholders emotionally and help them connect with the project’s journey.
Setup
These types of campaigns are best done as one campaign for all project updates throughout the lifecycle of the project. This can provide the best results in comparing your message metrics over time.
Channels
- SharePoint: Project site.
- SharePoint: Home page (depending on the project).
- Project Teams channel: Updates on the project to everyone that is on the project.
- Email: the Microsoft 365 group that includes all stakeholders for the project.
- Viva Engage: For communities associated with the project.
Campaign objectives
- Increase awareness and visibility of your project among your target audience by 50% in the next three months.
- Boost customer satisfaction and loyalty by sharing positive testimonials and case studies from your existing clients who have benefited from your project every month.
- Enhance project management skills and knowledge by documenting and analyzing the lessons learned and best practices from your project every quarter.
Key messages
Ideas or sample key messages:
- Achievements and milestones: We’re excited to share that we’ve achieved [specific milestone] this week, marking a significant step forward in the project’s progress.
- Progress update: We’ve made substantial headway on [task or phase], bringing us closer to our overall project goal. Our team’s hard work is paying off.
- Positive developments: We’re pleased to report that [positive development] has occurred, contributing positively to the project’s trajectory and enhancing its potential.
- Challenges and solutions: While we encountered [challenge or issue], our team swiftly implemented [solution] to address it. This demonstrates our adaptability and commitment to smooth project execution.
- Upcoming priorities: As we move into the next phase, our focus will shift towards [upcoming priorities]. We’re eager to leverage our momentum and tackle these tasks.
- Collaboration and teamwork: The synergy within our team has been instrumental in achieving [milestone]. Our collaborative efforts continue to drive the project’s success.
- Timelines and deadlines: We remain on track with our timeline and are meeting our set deadlines. This steady progress reflects our dedication to timely project delivery.
- Client/customer impact: Our progress means that our clients/customers can look forward to [benefit or improvement], enhancing their experience and satisfaction.
- Roadmap ahead: Looking ahead, our roadmap includes [upcoming task], which holds the potential to significantly shape the project’s direction.
- Transparency and honesty: In the spirit of transparency, we want to share that we’re addressing [challenge or issue]. Our commitment to open communication ensures that we tackle setbacks head-on.
- Recognition and appreciation: We extend our appreciation to the team members who played a pivotal role in reaching [milestone]. Your dedication and hard work are highly valued.
- Feedback and engagement: We welcome your thoughts and feedback on our progress so far. Your input is vital as we continue to refine our approach.
- Continued innovation: In our pursuit of excellence, we’re exploring innovative approaches to [aspect of the project], keeping us at the forefront of industry trends.
- Long-term vision: Every step forward brings us closer to realizing our long-term vision for this project. We’re committed to achieving our overarching goals.
- Exciting developments: Prepare for some exciting updates in the coming weeks. We’re on the cusp of revealing [teaser for upcoming development]. Stay tuned!
