3 Provide relevant and actionable information

When updating your virtual team members on project status, it's important to provide relevant and actionable information that helps them understand the current situation, the expected outcomes, and the next steps. A simple and standard structure can be used to organize updates, such as what has been done since the last update, what is being done right now, what challenges or risks exist, what achievements or successes have been made, and what plans or actions are in place for the next period. Be sure to emphasize key points, avoid unnecessary details, and use clear and concise language. Additionally, visuals like charts, graphs, or images can be used to illustrate data and progress.

4 Invite feedback and questions

The fourth step to update your virtual team members on project status is to invite feedback and questions from your team members and other stakeholders. This can help ensure everyone is on the same page, address any concerns or issues, and foster a sense of involvement and ownership. You may want to ask specific and open-ended questions such as how they feel about the project status, what their suggestions and recommendations are, what their questions or doubts are, and how you can support them or help them. It's important to listen actively, acknowledge different perspectives, and respond promptly and respectfully. Additionally, you should follow up on any action items or commitments that arise from the feedback and questions.

5 Celebrate and appreciate

The fifth step to update your virtual team members on project status is to celebrate and appreciate the achievements and efforts of your team members and other contributors. This can help to boost morale, motivation, and recognition, as well as reinforcing a positive and collaborative culture. You should share specific and genuine praise, such as thanking them for their hard work and dedication, congratulating them on their excellent results and performance, appreciating their creativity and innovation, or being proud of their collaboration and teamwork. It's important to recognize both individual and collective accomplishments, as well as both big and small milestones. Additionally, you can express your gratitude and recognition with public or private messages, tokens or rewards, or fun or social activities.

6 Review and improve

The sixth step to update your virtual team members on project status is to review and improve your communication and reporting process. This will help you identify what is working well and what can be improved, as well as adapt to any changes or feedback. You should ask yourself and your team members reflective questions such as, “Are the updates clear and useful?”, “Are the tools effective and reliable?”, “Is the schedule appropriate and flexible?”, “Is the feedback constructive and helpful?”, and “Is the celebration meaningful and motivating?” Collecting data and feedback, soliciting suggestions, implementing recommendations, experimenting with different approaches, monitoring the impact, and measuring outcomes are all important steps in this process.