010 ANEXO - Progress-Plans-Problems-Facilitators-Guide

PROGRESS, PLANS, AND
PROBLEMS STATUS UPDATE

Useful for “reporting up”, this status meeting format makes it
easy to quickly share the key events driving a team’s work. Each
person or department shares 3 to 5 responses for each category.
• Progress: Any accomplishments since the last update
• Plans: What you’re working on next
• Problems: Where you need help
Best For
Reporting up and out
10 or fewer people
Groups with less shared context.
Contents
When to Meet...........................................2
Step-by-Step Instructions...........................3
Solving Common Problems.........................6
Mix it Up! Things to try...............................7
Additional Resources..................................8
Progress, Plans, & Problems Facilitator’s 1

Guide
WHEN TO MEET
Most teams use the Progress, Plans & Problems reporting format for written status reporting rather than meetings.
Let’s look at when to meet using this format, and when you may be better off sticking with email.
Depending on the people you work with and the work you
manage, you may find that sending PPP updates by email works
well on
it’s own. Most groups, though, benefit by meeting regularly to ask
questions and build personal connections.
Consider using the Progress, Plans & Problems format in a meeting
in the following situations.
Reasons to Schedule a Meeting
• No one comments on the email report, and you can’t tell if

anyone is reading them. Use a meeting to make sure everyone
hears
the same information at the same time, and open up
discussion between people who don’t reply in writing.
• You find your team scheduling meetings to talk about what they
see in the reports. Prevent the proliferation of ad-hoc meetings
by providing a single short meeting that addresses all the
questions at once.
• You have a regular status meeting already scheduled, and

can save time by using the written status report to drive
the discussion.
Scheduling
Schedule this as a weekly meeting for internal teams, or as a

monthly update when reporting out to investors or other outside
stakeholders.

Guide
STEP-BY-STEP INSTRUCTIONS
Before the meeting

For this meeting to run efficiently, each person must add
an update in advance. As the leader, you can update the
agenda to create a separate agenda item for each team
member and mark that person the presenter for that item.
This will make it easy for them to see where to add any
updates, and sets the order for reports during the
meeting. Give each team member 5 minutes for their
agenda item.
Be sure to send invitations at least 1 day in advance, and

turn email reminders on. This will make sure everyone gets
an email 10 minutes before the meeting, in case they forgot
to add their update earlier.
Every team member gets a

dedicated agenda item for reporting
their PPPs.

Guide
During the meeting
1 Team Updates
Welcome everyone and explain the process if this
is your first time using this template.
For example, you might say:
“ We’ll walk through everyone’s updates in

turn. When it’s your turn, give us all a quick
moment to read your update for
ourselves. Then, point out any highlights if
necessary. We’ll take up to 5 minutes to
ask questions and capture any new tasks
that need to be assigned based on your
report.
When your time is up, we’ll move to the
next person.
Everyone can take notes, so if you hear
something important we should write down,
go for it!
”
When you’re ready, click “Next >” to get started
with the first person’s update.
2 Closing
End the meeting by reviewing any notes. Then,
confirm the date for the next meeting. Finally, ask
everyone to take a moment to review the meeting.
“ There are a lot of ways to run this kind of

meeting, and we all want to make sure this
is a good use of our time. Before you
leave, please quickly rate this meeting and
provide
some feedback.
”
Progress, Plans, & Problems Facilitator’s Guide 4
After the meeting
Send out the follow-up email, which makes sure
everyone gets their action items and a full report
in their email, even if they couldn’t attend the
meeting.
Use the “Copy meeting” feature to create the next

meeting. This will copy forward everyone’s report for
this meeting. When they add an update for the next
meeting, this will make it easy to move the Plans for
this week to the Progress for next.
Progress, Plans, & Problems Facilitator’s Guide 5

COMMON PROBLEMS & HOW TO SOLVE THEM
Problem Try
• Remind everyone about

time at the beginning of
the meeting.
• Give a good example,
Updates take and praise people who
too long. stick to the time.
• Schedule meetings more
frequently. You might have
too much going on to wait
a week!
• Stop the discussion.

People try to
solve problems in • Enter an action item to
the meeting work on the problem after
the stand-up.
Low Mix it up! See tips below.

energy

Guide
MIX IT UP!
Routine helps a team gel and create a consistent rhythm to their work, but it can also get boring! If your status
meetings start to drag, try one of these variations.
1.Ask different questions.
Progress, Plans and Problems cover the key

elements essential to all status updates, but
answering these same questions every time can get
dull. Consider asking one of these additional
questions when you hear lackluster reports.
• What came up that you didn’t expect?
• What did you learn that the group should know?
• How confident are you that we will hit our goals, on a scale
of 1 to 10? (where 1 means “not at all” and 10 means
“completely confident!)
2. Change the meeting frequency.
If your work really doesn’t move that fast, consider

meeting less frequently. Or, if your meeting goes too
long, try meeting more often – you obviously have
things to talk about!
3. Try a different template!

Guide
RESOURCES FOR ACHIEVING
MEETING MASTERY
Websites
Cleve Gibbon, “Planning, Productivity and Progress
– The Power of P”
http://www.clevegibbon.com/2013/01/planning-
productivity-and-progress-the-power-of-p/
Emi Gal, “Progress, plans and problems”

http://emigal.com/post/38339681077/progress-
plans-and-problems
Colin Nederkoorn, “Progress, Plans, and Problems”

http://iamnotaprogrammer.com/Monthly-Emails-
To- Advisors.html
Progress, Plans & Problems (PPP) methodology

https://blog.weekdone.com/faqs/implementation-
guide/progress-plans-problems/
Lucid Meetings How-To

Tips for Managing Status Meetings

Guide
ABOUT THE AUTHOR
This template was designed and produced by the team at
Lucid Meetings.
Learn more about us on our website.
Provided under Creative Commons Attribution-ShareAlike

4.0 International License
http://creativecommons.org/licenses/by-sa/4.0/

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PROGRESS, PLANS, AND

PROBLEMS STATUS UPDATE

• Progress: Any accomplishments since the last update

• Plans: What you’re working on next

• Problems: Where you need help

Groups with less shared context.

Progress, Plans, & Problems Facilitator’s 1

Reasons to Schedule a Meeting

• No one comments on the email report, and you can’t tell if

• You have a regular status meeting already scheduled, and

Schedule this as a weekly meeting for internal teams, or as a

Progress, Plans, & Problems Facilitator’s 2

Before the meeting

Be sure to send invitations at least 1 day in advance, and

Every team member gets a

Progress, Plans, & Problems Facilitator’s 3

For example, you might say:

“ We’ll walk through everyone’s updates in

“ There are a lot of ways to run this kind of

Use the “Copy meeting” feature to create the next

Progress, Plans, & Problems Facilitator’s Guide 5

• Remind everyone about

• Stop the discussion.

Low Mix it up! See tips below.

Progress, Plans, & Problems Facilitator’s 6

1.Ask different questions.

Progress, Plans and Problems cover the key

• What came up that you didn’t expect?

• What did you learn that the group should know?

2. Change the meeting frequency.

If your work really doesn’t move that fast, consider

3. Try a different template!

Progress, Plans, & Problems Facilitator’s 7

Emi Gal, “Progress, plans and problems”

Colin Nederkoorn, “Progress, Plans, and Problems”

Progress, Plans & Problems (PPP) methodology

Lucid Meetings How-To

Progress, Plans, & Problems Facilitator’s 8

Learn more about us on our website.

Provided under Creative Commons Attribution-ShareAlike

Progress, Plans, & Problems Facilitator’s 9

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