Guide
How to collect project status updates without chasing people
Seven habits that get you accurate answers with the least effort from you and your team.
Updated 2026-10-10
Short answer: ask a specific question about each task, make answering a one-click action, include the baseline dates, request a new date only when someone is late, and run it on a fixed cadence with one reminder.
1. Start from the plan, not a blank email
Pull task names, owners and dates from your tracker so every question is about a specific commitment.
2. Ask the smallest useful question
Offer three answers: on track, hard to say, not on track. Add an optional comment.
3. Show the baseline
Display the planned start, end and duration so people respond against the same numbers you use.
4. Ask for their date when late
If someone is not on track, require a new start, end or duration so you get data instead of 'a bit behind'.
5. Pick a cadence and keep it
Weekly or every two weeks beats ad-hoc. Predictability reduces nagging.
6. Send one reminder, not five
A single nudge after a day is usually enough; more trains people to ignore you.
7. Decide on changes yourself
Review proposed dates and apply, adjust or reject. Keep the plan a PM-owned artifact.
Automating it
PingCadence implements this loop: it imports your plan, drafts the check-ins, waits for your approval, sends from your Outlook or Gmail, and collects structured answers. See how it works.