Project updates: reporting progress and problems

B1
90 min
Premium
1

Think about these questions before reading. Share your ideas with a partner.

  1. Describe a successful project you have worked on, either at work or in your studies. What made it successful?
  2. What are some common reasons why a project might be delayed or have problems?
  3. Imagine you need to tell your manager about a problem with a project. What is the best way to explain the situation?
2

Giving a Project Update

Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.

3

Answer these questions about the dialogue in your own words.

01What was the main problem Marco reported about the website project?
Sample answerThe main problem was that their designer was sick, which caused them to fall behind schedule.
02What action has Marco already taken to get the project back on track?
Sample answerHe has already touched base with the designer this morning.
03What is the designer's status now, and what has he promised?
Sample answerThe designer is feeling better and has promised to finish his part by tomorrow.
04How does Marco feel about meeting the final deadline?
Sample answerHe is confident they can still meet the deadline.
4

Key vocabulary for project updates

Vocabulary
These expressions will help you communicate more naturally about this topic.
Examples
Hit a snag — to experience a small, unexpected problem or difficulty.
Usage note: This is a common, slightly informal idiom used in business. You can use it to explain a delay without sounding too negative. For example: 'We've hit a snag with the supplier.'
Fall behind schedule — to make slower progress than you had planned.
Usage note: This is the opposite of being 'ahead of schedule'. It's a clear and professional way to say a project is late. For example: 'We are falling behind schedule because of the bad weather.'
Get back on track — to return to the original plan or schedule after a problem or delay.
Usage note: This phrase is very useful for showing you have a solution. It's positive and focuses on recovery. For example: 'We had a problem, but we now have a plan to get back on track.'
Touch base with (someone) — to talk to someone for a short time to get an update or share information.
Usage note: This is a common business phrase for having a quick, informal meeting or call. For example: 'I need to touch base with the design team about the new logo.'
Meet a deadline — to finish a task or project by the agreed time or date.
Usage note: This is a key collocation in project management. The opposite is 'miss a deadline'. For example: 'It's important that we meet the deadline for this report.'
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Key project management terms

Do you know these common words used in project management? Test your knowledge.

Match each definition on the left with the correct term on the right.

Drag or click to match
Definitions
6

Grammar: Present perfect vs. simple past

Grammar
When giving a project update, it's important to choose the correct tense. We use the simple past for actions that finished at a specific time in the past. We use the present perfect for recent actions where the result is important now, or for actions in an unfinished period of time.
Examples
We completed the first phase of the project last month.
Use the simple past because 'last month' is a specific, finished time.
I have sent the updated schedule to the team.
Use the present perfect because the important thing is the result now: the team has the schedule. The exact time you sent it is not mentioned.
She hasn't finished her part of the presentation yet.
Use the present perfect with words like 'yet' and 'so far' to talk about progress within a time period that is not finished.
Key points
  • Use simple past with finished time words like 'yesterday', 'last week', or 'in 2022'.
  • Use present perfect to talk about recent news or results that affect the present.
  • Common mistake: Don't use the present perfect with a finished time. Incorrect: 'I have finished the report yesterday.'
7

Find the mistake

Read the sentences below about project management.

Each sentence contains one error. Find and correct it.

01I have sent you the project update yesterday morning.
Corrected version
I have sent you the project update yesterday morning.
02The delivery of the materials has delay our progress by a week.
Corrected version
The delivery of the materials has delay delayed our progress by a week.
03I need to touch base at the design team to see their latest work.
Corrected version
I need to touch base at with the design team to see their latest work.
04After the problem, we are working hard to get back in track.
Corrected version
After the problem, we are working hard to get back in on track.
05The team didn't met the deadline because of an unexpected issue.
Corrected version
The team didn't met meet the deadline because of an unexpected issue.
06So far, we resolved most of the major problems.
Corrected version
So far, we have resolved most of the major problems.
07The new resource allocations is not enough to finish the project.
Corrected version
The new resource allocations is are not enough to finish the project.
8

Useful phrases: Reporting a problem and proposing a solution

Vocabulary
When a project has a problem, you need to tell your manager or client. It's important to be clear about the issue, but also to show you have a plan. These phrases will help you sound professional and proactive.
Examples
"I'd like to give you a quick update on the [project name] project." — This is a professional way to open the conversation.
Register: Neutral/Formal. Use this to start a conversation with a manager or client when you need to discuss progress.
"We've run into a small issue with [the specific task]." — This introduces a problem in a calm, professional way.
Register: Neutral. 'Run into an issue' is a common, natural-sounding phrase. It sounds less alarming than saying 'There's a big problem'.
"The main impact is that it might push our deadline back by a day or two." — This clearly explains the consequence of the problem.
Register: Neutral. Use this to be direct about how the issue will affect the project schedule or budget.
"Here's my plan to address it: ..." — This shows you are proactive and have already thought about a solution.
Register: Neutral. Follow this phrase with your specific ideas to fix the problem. It shows you are solution-focused.
"I'm confident we can sort this out without any major delays." — This reassures your manager or client that you are in control.
Register: Neutral. Use this phrase to reduce worry and show that you believe the problem is manageable. 'Sort out' is a common phrasal verb.
"I'll keep you in the loop." — This is a common way to promise you will provide more information later.
Register: Neutral/Slightly informal. This business idiom means 'I will continue to give you updates'. It's a great way to end the conversation.
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Managing a project delay

Read the project manager's update and complete the text.

Fill in each blank with the correct word or phrase from the word bank.

Word bank
Last week, our team when we discovered a software bug. Because of this unexpected issue, we started to . I decided to the lead developer to discuss a solution. After working all weekend, we have now fixed the problem and are working hard to . I am confident that we can still the final project .
10

Discuss these questions with a partner. Try to use vocabulary from the lesson.

  1. Is it always better to tell your manager immediately when you hit a snag, or is it sometimes better to try to solve the problem yourself first? Why?
  2. In your country or culture, how important is it to always meet a deadline? What are the typical consequences if a team falls behind schedule on an important project?
  3. Imagine your team has fallen behind schedule. What are the most effective ways to help everyone get back on track? Is it better for a manager to create a new plan alone, or to touch base with the whole team to find a solution together?