A Guide to Effective Communication for Project Management

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Whether it is a small business of a handful of people or a large firm with dozens of employees, effective communication is essential to ensure that everyone is prepared to accomplish the same objective within a project.

Nevertheless, due to poor communication it always seems that something is always lost in translation. In fact, according to one, 56% of projects fail due to ineffective communication. Brandeis University Study,

Without effective communication, it is easy for team members to become directionless and complete tasks unrelated to the broader project. This can be a challenge for project managers, but all hope is not lost. We have prepared a comprehensive guide to successful communication for project management.

Types of Communication in Project Management

It is said that 90% of all communication is non-verbal. In fact, there are many ways in which you can communicate with your colleagues in the office. There are four primary communication categories:

  • non verbal
  • Oral
  • Scene
  • written

But how can you convey to your team the specific details of the project, the goals everyone should consider, and the widest range of client demands? In this day and age, communication is multifaceted, as you can connect with your subordinates through:

  • E-mail
  • instant message
  • face to face meetings
  • voice and video calls

Of course, using a whole host of communication tools can be effective because you can essentially repeat the finer points of the project.

Top Communication Skills for Project Managers

Brandeis’s study found that 69% of managers felt uncomfortable communicating with employees in general. It makes sense that less than one-fifth of employees would note that their companies are doing a good job of facilitating strong communication throughout the organization.

Many say that the management does not give clear instructions, while others point out that the management fails to schedule time to meet with the employees.

“Effective communication ensures the team doesn’t misunderstand requirements,” said Ruben Yonatan, Founder and CEO. get voip, ‘Ineffective communication can cause a team member to think that the requirement was red, when in reality, it was burgundy. Managers, customers and executives become unhappy if they deliver red products.

Jonathan said it is important for a manager to maintain effective communication ‘to make the most of the global workforce’, especially as ‘the workplace is becoming increasingly global.’

So, what needs to be done? It’s simple: Project managers must sharpen their communication skills. While the list may be extensive, here are the top five communication skills that project managers should have:

  • setting priorities: When a team is taken into battle, the project manager’s main objective is to clearly state the strategy for completing the task successfully, including outlining the goals, planning the course of action and going from start to finish. Prioritizing is involved.
  • promote cooperation: Not only is it essential that the project manager is cooperating with everyone, but that they are engaging and collaborating among their team as well.
  • active listening: Project managers must be able to gather input and ideas from their team, and this requires listening actively, without interrupting, dismissing, or ignoring what each person has to say.
  • building relationships: Individuals will go above and beyond their duty if the project manager is attentive, honest and competent during a project.
  • Compatibility: As a project manager you need to be consistent with the messaging and vision of the project. Frequent changes can disrupt the flow and progress of an ongoing project but can also lead to miscommunication and misunderstanding.

Why communication is important in project management

In recent years, many companies have moved to a remote format, meaning more employees are working from home instead of a centralized office space. This can be a challenging transition for both the company and the workforce, which is why effective communication is important.

The head of GetVoIP explained, ‘Recently, during our transition to remote work, I tried my best to take the necessary steps to facilitate a smooth transition to our small team, allowing us to meet the deadlines of all pending projects. can do , ‘I spoke face-to-face with the team members involved, listened to their concerns, and adjusted where necessary. As a result, we met all our deadlines, despite the turmoil of going into remote work.

So, what are some of the benefits of effective communication when it is incorporated into project management? Here are seven advantages you should consider:

1. Risk Mitigation

Let’s be honest: No matter how much you plan, there will always be obstacles and setbacks. That said, by communicating with your team and breaking down what needs to be done, you can reduce these risks and make sure you overcome any obstacles effectively and quickly.

2. Facilitating Employee Development

Be it Zoom meetings or in-person povo, communication can trigger a tsunami of other short-term and long-term benefits. What many experts discuss is talent development, be it confidence, collaboration or camaraderie. By creating an environment where everyone is interacting with each other, you can almost guarantee that no one is sitting on edge.

3. Ensuring Everyone’s on the Same Page

Communicating regularly with your employees can help keep everyone on the same page. How many times have you spoken to your team in the last week or two? This is a good question to answer because it can shed light on whether you are consistent with your communication efforts.

By being communicative and encouraging others to express their views about the details of a project, whether it is its process, vision or overall purpose, you will be able to receive constructive feedback and input that will ultimately refine your next steps. can.

4. Having Clarity From The Beginning

When you launch a project, you typically start with a template. Once the blueprint is established, it is essential that you let your team know about the plan as it will allow you to answer their questions, confirm details, and consider solutions to common problems.

“As a project manager, you receive and process information about potential changes, as well as knowing their expectations and ideas about the final product,” notes Kuba Koziej, co-founder zety, ‘There’s a whole team that you need to present the requirements for the project, carefully discuss its specifications, communicate about changes and answer questions on a daily basis.’

5. Creating Transparency

If there is one thing that many employees demand, it is transparency. Unfortunately, too many companies like to withhold details of ongoing projects from their employees, even if they are part of them, which can lead to a lot of frustration. ‘As a project manager, you need to establish good relationships and effective communication channels when all parties are involved’ notes Koziej. Regular and flexible communication can meet expectations from the start of a new project.

Be it corporate vision or specific customer demands, transparency allows your team to know exactly what needs to be achieved as well as how to get there.

Effective communication requires that you be candid and open. This results in dedication as well as motivation because it can allow your team to feel like they are part of something more meaningful and important.

Tips for Project Communication

As Brandeis reports, 81% of employees recommended an increase in frequency in communication, 85% suggested constructive feedback, and another 84% sought more clarity about project goals and expectations.

But what better can project managers do to communicate the inside and outside of a project and encourage teamwork, participation, and collaboration? Here are some tips for enhancing project communication in the workplace:

1. Establish a Communication Plan

A communication plan will ensure that you stay on track with your comprehensive communication efforts for an assignment.

Here are some components you should consider when creating your communication plan:

  • Identify all parties involved
  • Define the methods you will use to communicate
  • set the frequency of communication
  • Establish the types of information to be sent to each party (sensitive information, updated and standardized details)
  • Write the purpose of your communication plan

2. Use Techniques and Tools

In today’s technologically advanced and hyperconnected world, there is no excuse for refraining from taking advantage of the wealth of software, technology and tools at your disposal.

From mobile apps to telecommunications services, there are many ways to communicate, plan, and work with these resources. You can also choose to automate some of your communications with these tools, such as office memos or calendar reminders.

3. Schedule and Plan Meetings

Meetings have gotten a terrible reputation these days – they are seen as unproductive and a waste of time. But they can be quite the opposite if they are managed and executed properly.

Before each meeting, make a list of what you want to discuss, allot time to seek opinions from your colleagues, and set a time limit. And, of course, make sure your meetings don’t hinder your team’s work.

4. Keep a Daily Checklist

A to-do list will help you stay on track, accomplish what needs to be done, and facilitate productivity. The checklist concept should apply to your communications as well, as you may try to accomplish your project objectives.

5. Use Visual Aid

Some people are more visible than others, so it’s wise to accommodate them whenever possible. Often, even a visual presentation can get your point across. Whether it’s charts or videos, there are many ways you can use visual elements to enhance communication with your employees.

6. Create a Milestone Tracker

A milestone tracker can give your team an extra push and also help them keep track of the progress of the project.

Be sure to include objectives and project phases as well as assign responsibility to each team member. Each time you achieve a milestone, make sure you acknowledge the progress of the project and praise everyone’s efforts.

7. Celebrate Achievements With Your Team

No one likes a manager who takes all the credit, nor do they appreciate that they didn’t receive any praise for their work on a project. Therefore, it is important that you find ways to express your appreciation and gratitude for everyone’s hard work and contribution to a project.

final thoughts

‘An organization is a collection of individuals’ says the founder of Ruggero Loda running shoes guru, ‘In order to collaborate and act together, these individuals need to communicate with each other. If they are not, they are simply a collection of disparate parts incapable of effective teamwork.’

Within a project, everyone is connected in some way or another. It is your job to find a way to foster partnership and collaboration through impeccable communication.

This can be achieved by understanding why communication is important to the success of project management and properly employing the necessary communication measures.

Join the discussion! Are you a Project Manager? Why do you think communication is important to the success of a project? Share your thoughts in the comments section below.

This article is an updated version of an earlier article originally published on October 17, 2016.

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