The Project Manager sends a short message to everyone involved in the project, and briefs them on what’s going to be done in the coming week, and the risks that may affect it, as well as the plans to respond to those risks.

The purpose is to ensure everyone is aligned with the overall goal of the project, and there won’t be conflicts among teams and suppliers.

Example 1

Hi everyone,

We’re just done with the weekly kick-off, and the review of the plans. Based on that, we’ve planned to complete the structure in Block B, solve all the remaining utility problems in Block A, and install windows in all floors in Block A.

As you know, installing windows was scheduled for later, but because of the strange weather this year, there’s a risk of having sub-zero temperature in the near future, which creates a lot of problems for our finishing activities. The best plan we’d come up with is the new schedule for installing windows. So, everyone, please support your colleagues in this high priority deliverable.

Example 2

Hi everyone,

I wish you had a great weekend. This week, we’ll be focused on two things: fixing the problem with our staging environment that slows everything down, and preparing for the next release by finishing the remaining Must-Have items. Please keep it simple and only focus on delivering the essential parts; any fancy feature would be done later, when we’re sure there would be no problem with the release.