Managing Projects: Explaining Delays

Read/Listen first

This week I had to review our main project with my team. On Monday we were still updating the timeline, because a supplier was late and we almost missed an important milestone. I was able to move one task to next week, but we still need to finish the report for the client by Thursday. We have already prepared most of the budget slides, although I am frustrated not to be able to show the latest numbers. Our IT system was down for two hours, so we lost time. To save the situation, I asked my colleague to create clear graphs while I called each stakeholder to explain the delay. If we manage the risks well, the client will be satisfied and the deliverables will be on time. I can't wait to present the updated plan at tomorrow's status meeting.

⚡ Learning goals

• Can describe project status, deadlines and risks in a short update.
• Can explain delays and next steps to project stakeholders.
• Can use past tenses and infinitive / -ing patterns to talk about project tasks.

✨ Key language

• review our main project “We need to review our main project with the team.”
• manage the risks well “If we manage the risks well, the client stays calm.”
• be able to show the latest numbers “I want to be able to show the latest numbers.”

⚙️ Rules & Grammar — 4 Structures

1️⃣ Past simple vs past continuous for project updates

Rule: Use the past continuous for an action in progress and the past simple for a completed event that interrupts or follows it.
Examples: We were still updating the timeline when the supplier called.; Our IT system was down for two hours.; We lost time because the system was down.
Common pitfall + fix: Learners often use only past simple for long actions. — Add past continuous (was / were + -ing) to show the ongoing activity.

2️⃣ Present perfect for recent project progress

Rule: Use the present perfect (have / has + past participle) to talk about recent actions with a result now.
Examples: We have already prepared most of the budget slides.; The team has finished the risk report.; I have sent the updated timeline to the client.
Common pitfall + fix: Learners use past simple with time words like already or just. — Use present perfect when the exact time is not important.

3️⃣ “Be able to” for successful actions

Rule: Use was / were able to to show that someone successfully did something in a specific situation.
Examples: I was able to move one task to next week.; We were able to save the situation.; She was able to finish the report on time.
Common pitfall + fix: Learners use could for one specific success. — Use was / were able to for one completed action in the past.

4️⃣ Verb patterns with infinitive and -ing

Rule: Some expressions take to + infinitive (need to finish, want to present), others take -ing (can’t stand waiting, enjoy working).
Examples: I am frustrated not to be able to show the latest numbers.; We need to finish the report by Thursday.; I can’t stand working without a clear timeline.
Common pitfall + fix: Learners mix infinitive and -ing after the same verb. — Learn which pattern each verb or expression uses.

✍️ Vocabulary

  deadline

Meaning: the final time or date when something must be completed
Synonyms: due date, time limit
Chunk/Idiom: meet a deadline
Example: We must meet the deadline for this project.
Morphology: noun; countable
Self-practice: Write three project deadlines you have this month.

  milestone

Meaning: an important point or stage in a project or process
Synonyms: key stage, checkpoint
Chunk/Idiom: reach a milestone
Example: They reached a key milestone in the rollout.
Morphology: noun; countable
Self-practice: List two milestones for your current project.

  timeline

Meaning: a visual plan showing when tasks or events will happen
Synonyms: schedule, roadmap
Chunk/Idiom: update the timeline
Example: Please update the project timeline today.
Morphology: noun; countable
Self-practice: Draw a simple timeline for this week.

  budget

Meaning: the amount of money available for a particular project
Synonyms: spending plan, finances
Chunk/Idiom: stay within budget
Example: We must stay within the approved budget.
Morphology: noun; countable, uncountable
Self-practice: Write a sentence about staying in budget.

  stakeholder

Meaning: a person or group with an interest in the project's result
Synonyms: partner, client
Chunk/Idiom: inform key stakeholders
Example: We informed all key stakeholders about the delay.
Morphology: noun; countable
Self-practice: List three stakeholders in one project you know.

  deliverable

Meaning: a specific result or product that a project must provide
Synonyms: output, result
Chunk/Idiom: review each deliverable
Example: We reviewed every deliverable before the meeting.
Morphology: noun; countable
Self-practice: Describe one deliverable you worked on recently.

☁️ Examples (+ audio)

🔊 Play We were still updating the project timeline when the supplier called about the delay.

🔊 Play The team has already prepared most of the slides for the budget review.

🔊 Play I was able to move one task to next week after speaking with the client.

🔊 Play We must manage the risks well if we want the deliverables to be on time.

✏️ Exercises

Grammar

Vocabulary & Comprehension

✅ Guided practice

Mini-dialogue:

A: How is the project going after the delay yesterday?
B: We were still updating the timeline, but we were able to move one task to next week.
A: Good. Did you inform the stakeholders about the new plan?
B: Yes, I called them and explained that the deliverables will still be on time.

Why this matters:

Clear language helps colleagues understand project risks and deadlines. It also builds trust when you explain delays. Using the right verb patterns makes your message sound more professional.

Verb & Adjective Pack:

manage risks — We must manage risks when the system goes down.
be frustrated — She is frustrated not to be able to show the data.
be satisfied — The client will be satisfied if the deliverables arrive on time.
be able to — He was able to finish the report before the deadline.
updated — Please send the updated timeline to the team.

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