Project status updates to stakeholders

Purpose

1. Automate regular project status updates from model making teams to stakeholders, ensuring transparency and real-time communication.

2. Automates dissemination of updates on project milestones, delays, deliverable readiness, and bottlenecks.

3. Streamlines project management by automating information flow, reducing manual reporting, and enhancing accountability.

4. Ensures all stakeholders—clients, architects, engineers—receive automatedly customized, timely updates in their preferred channels (email, SMS, chat, dashboards).

Trigger Conditions

1. Status change logged in a project management platform.

2. Milestone completion or due-date reached.

3. Manual status update from a team member or automator event.

4. Automated detection of project delays or blockers.

5. Reception of relevant email or message indicating project status change.

Platform Variants

1. Asana

• Feature/Setting: Use “Tasks Updated” webhook to trigger project status notification.
  
• Sample Configuration: Setup webhook under Asana Admin > Develop Apps > Subscribe to Task Events.
  

2. Trello

• Feature/Setting: “Card Moved” or “Label Added” triggers automation.
  
• Sample Configuration: Power-Up automation on board for moving cards into “Status Update” list.
  

3. Monday.com

• Feature/Setting: “Change Column Value” automation in boards.
  
• Sample Configuration: Board Automation Center: When status changes to “Done,” send update.
  

4. Jira

• Feature/Setting: “Issue Transitioned” webhook or automation rule.
  
• Sample Configuration: Project settings > Automation > When issue transitions, send outgoing webhook.
  

5. Slack

• Feature/Setting: “Incoming Webhooks” for automated status messages to channels.
  
• Sample Configuration: App setup > Add webhook URL > Post updates to #project-status.
  

6. Microsoft Teams

• Feature/Setting: “Incoming Webhook” or Power Automate flow for automated posts.
  
• Sample Configuration: Create Teams webhook > Automate project tool posts to Teams.
  

7. Twilio SMS

• Feature/Setting: Use Programmable Messaging API for automating SMS status notifications.
  
• Sample Configuration: API call on project update event with recipient phone numbers.
  

8. SendGrid

• Feature/Setting: Send automated emails using SendGrid Mail Send API.
  
• Sample Configuration: API endpoint triggered by project status change payload.
  

9. Gmail

• Feature/Setting: Automate with Google Apps Script or Gmail API to send status emails.
  
• Sample Configuration: Script triggers on Google Sheet update—send to stakeholder email list.
  

10. Outlook

• Feature/Setting: “Automated Flows” in Power Automate for Outlook Email.
  
• Sample Configuration: When a SharePoint item is edited, flow automatedly sends email.
  

11. Google Sheets

• Feature/Setting: Google Apps Script automation to update and notify stakeholders.
  
• Sample Configuration: OnEdit trigger notifies via email or chat bot.
  

12. Airtable

• Feature/Setting: Automation for “Record Updated” to send notifications.
  
• Sample Configuration: Create automation, when record status is “Complete,” automatedly email stakeholders.
  

13. Zoho Projects

• Feature/Setting: Workflow Rule triggers status update notification via Zoho Mail.
  
• Sample Configuration: Configure workflow for task status change to automatedly email or SMS.
  

14. Basecamp

• Feature/Setting: Automated Campfire bot and email notifications.
  
• Sample Configuration: Create project event triggers for automatic alerts.
  

15. ClickUp

• Feature/Setting: Automation for “Status Change” with Email or Slack integration.
  
• Sample Configuration: Set automation when list or task status changes.
  

16. Notion

• Feature/Setting: Use API or integration with automation platforms to post updates.
  
• Sample Configuration: Webhook on database change, trigger automated email/Webhook.
  

17. Salesforce

• Feature/Setting: Salesforce Flows or Process Builder for automated notifications.
  
• Sample Configuration: Configure flow to send out status notifications on field changes.
  

18. HubSpot

• Feature/Setting: “Workflows” automate project notifications via email/SMS.
  
• Sample Configuration: Workflow triggers on ticket pipeline stage updates.
  

19. Smartsheet

• Feature/Setting: Automated workflows for “Status Change Alerts”.
  
• Sample Configuration: Setup automation to send status alert when a project row changes.
  

20. Zoho Cliq

• Feature/Setting: Automated bots to send project update messages.
  
• Sample Configuration: Configure bot to listen for Zoho Projects triggers, send status messages.
  

Benefits

1. Automates communication flow and reduces errors caused by manual updates.

2. Enhances stakeholder trust and satisfaction through transparent, automated processes.

3. Saves project manager time via automated, repeatable notification workflows.

4. Prevents miscommunication by automatedly delivering the latest status across all preferred platforms.

5. Ensures project accountability through traceable, automated logs of all updates.