Understanding the Importance of Incremental Updates
Written By: Shane Clark on February 1, 2023
Incremental updates refer to the process of updating clients and teammates in small, iterative notifications rather than in one announcement only at the time of completion. I work with many teams, and one of the most critical topics is being able to update in a way that sets expectations on the status of a task or a project. With web development and SEO, multiple people, companies, and organizations may have different levels of responsibilities in the project. Not taking a moment to provide an update can cause those entities frustration and anger.
Updates I expect to see on a project or task are:
- “got it “
- “The project is in progress; it will take a ______ and should be done by ____.”
- “Here is a delivery for initial review”
Dealing with the Pushback
For whatever reason, it is the nature of some people to refuse to provide an update that only contains status. I gravitate to those willing to provide these types of updates. Those who will not provide updates explain that it would take time if they provided them; time they cannot afford when working on the deliverable. However, it takes longer to deal with a project that is going differently than expected when developers will not inform all parties. Furthermore, if you actually send micro-updates, you will find that it literally takes only a few seconds to do so.
Incremental Updates Can Prevent Scope Creep
This is a real-life scenarios to showcase how incremental updates can prevent scope creep and make the process more efficient:
In my first scenario, I tasked a writer with creating privacy policy & terms of service statements on a website. Over the phone I suggested creating one based on mine (the ShaneWebGuy terms and conditions and privacy policy), which is just a matter of finding/replacing my business name with the new business name. What I got back were custom pages that most likely took hours versus minutes. The writer could have said, “I am working on this now”. If so, I would have asked myself why even do an update for something that should have been so quick. Then I could have asked what the writer was doing.
In another situation, I have a developer who does excellent work (the limo, in my analogy). The best quality work comes in on time with no issues except for about one time out of 20. During those times, the developer left me wondering about the status. I don’t know if development is underway or if there are issues, and repeated inquiries yield no answers. Unfortunately, these exceptions are what clients remember in lieu of an otherwise spotless record.
When Do You Do the Incremental Updates?
After receiving the request, say “received” or “looking” to notify the sender that you are actively engaged in the task or project. The longer the wait or the more important the request, the more frequently you should send a micro-update. If the request is simple and you intend to address it right away, an incremental update may not be necessary. When in doubt, however, send a quick status message to alleviate anxiety.
What You Should Include in the Incremental Updates
The Four main items you should consider in an incremental update are as follows:
- Receipt
- Time Needed
- Timeline
- Any issues encountered.
Receipt:
Even a quick message saying “I will look” “noted,” or “got it” lets the sender know the task/project is already received. I would not expect someone to update the receipt per task on ten tasks sent on the same project; just acknowledge that you have received all of them.
Time Needed:
It is essential to add the time needed to complete the task or project. This way, if the sender sends over what they believe is a 1-2 hour task or project and receives back an estimate of twenty hours needed, it may be a bigger red flag that there will be miscommunication. If a developer surprises stakeholders with unexpected development hours, project managers and clients will be angry.
Timeline:
If a task requires 3 hours of work, it does not follow that it will be completed within 3 hours of the estimate. The task should be incorporated into the developer’s work schedule. The timeline is determined by where the task is located in the schedule of work that needs to be completed. The start time must be after the point when the developer has all instructions, information, resources, and assets necessary for the completion of the task or project. When it comes to the timeline, it may be the case you have just started on the project or task and need to provide a timeline. Just saying, “I will provide a timeline as I progress,” would let the sender know you will let them know when you know. Don’t make project managers and clients guess when you might be able to start a task.
Any issues encountered:
Letting the client know you have or are experiencing ongoing issues helps set the expectations for a project or task.
Some perfect examples of an incremental update are:
- “I will create the maintenance page content after lunch. It will take me 2.75 hours.”
- “Reviewing now”
- “Give me until tomorrow to review”
Any absence of “issues” in the update so that it will not be assumed that none are expected. If the person does experience issues, they should immediately update the project task. This is true even if the resolution or even the exact nature of the problem is unknown.
Attaching the Incremental Update to the Task or Project
It is important to remember to add incremental updates to the project management system that is currently uses. Attachment to the task also allows for review at a later point and allows for historical data. If I get a Facebook message about the status of a task from a writer, but the developer and everyone else working on the project is in Basecamp, it may get lost. In some cases the incremental update needed may not yet reside with a project management system and only live in a chat.
Incremental Updates Show Engagement
You demonstrate your commitment and concern by keeping your client and others involved in the project/task up to date. It serves to foster a better client relationship. Every time you send a message, it shows a client you care.
Conclusion
One of the most significant issues in web development and marketing is the lack of communication that needs to keep multiple parties on the same page. If you find someone not willing to provide incremental updates, work with those individuals but be ready to move on. Don’t hesitate to contact me with any questions, comments, or concerns.
