Communication in PM: Strategies and Best Practices

I have witnessed many project's planned out very well with the poser board, stay in one place and end up being a colossal failure. Blame it on communication... or maybe the director's lack of ability to manage their team. With communication, I have witnessed the impossible become possible. Communication at its finest.

In more than 20 years of Project Management, I have learnedthat communication in PM is more than simply talking, it is the glue.

Research shows managers spend about 90% of their time with some aspects of communication (meetings, emails, reports, presentations, and instant messages in a given day). As time goes on the communication gets worse. Poor communication and sharing information remain the greatest cause of project failure. Poor communication seems to be a chronic issue in the world of project management. Mastering communication is one of the competencies gained in a PMP certification training that separates the successful project managers from the mediocre ones.

Good communication ensures everyone is on the same page in terms of project objectives and in doing any work. Without it, you run the risk of work remaining incomplete, resources being used inappropriately, tasks being done more than once, milestones being forgotten, and assignments being done.

When working on a past software development project, I experienced what the lack of proper role definitions can do to a project. Both the external contractor and our internal team were completing the same tasks without communication and we ended up doing double the work and wasting thousands of dollars. None of the deadlines were met and each team assumed the other was doing certain tasks. I learned that the majority of project failures that I have experienced stem from the lack of communication.

Communication can have a positive impact on productivity, but it can help you understand the employee's needs so that you can enable them to be successful and thrive in their role. Encouraging feedback and communication of ideas can foster collaboration and increase efficiency and success in the management role.

The various types of communicate gives you an array of options to choose from for each scenario.

Verbal Communication is done through speech and/or sign language. This is the most commonly used medium by managers. It is used in presentations, teleconferences, telephone calls, meetings, and in nonverbal communications. It is the most important superior/subordinate efficient. You will be more persuasive and more interesting if you have a strong voice, articulate well, and do not have speech disfluency (i.e., "um, "like", "so", "yeah").

Nonverbal Communication is through body language, other gestures, and facial expressions. These help in sensory communication among other people. It is one of the most important issues to manage the body, for communication is often (and easily) mismanaged. The person is to keep in front on body nonverbal the person, especially if they have a superior / subordinate relationship. The more eye contact you have with a subordinate, the more they will feel valued at work. Smiling, nodding, and maintaining eye contact tells the other party that you are an active listener and will help to build trust.

Visual Communication can utilize images, photographs, graphics, drawings, sketches, charts, and graphs. In most professional environments, visual communication is used by presenters to create slide shows. As part of a visual aid, presenters may include a bar graph or data table to add context. Visual communication, in most cases, is used to simplify and reinforce the retention of information by the audience.

Written Communication is yet another form of information sharing. With the advancements in technology in the form of social media, instant messaging, and emails, writing has become an integral part of communication alongside speaking. In a professional setting, many people consider writing to be the most efficient and direct means of communication, as it provides a record of the information for easy reference.

Essential communication techniques for a project manager include the development of a comprehensive communication management plan. Developing a comprehensive communication management plan is the first critical step in managing communication for a project. In the project management plan, communication has been scheduled on how information will be shared throughout the project lifecycle with all the stakeholders.

Your communication plan should cover the following elements:

• Communication Requirements Analysis: Identify the types of information various stakeholders want, the details related to that information, and the purpose for that information.
• Communication Channels and Methods: Identify the types of communication that will be used, such as email, reports, meetings, presentations, or other communication types.
• Communication Responsibilities: Specify the duties of each person regarding who, how, and to whom the information will be communicated.
• Communication Schedule: Describe the communication intervals and timelines based on communication milestones or events that will trigger communication.

It is advised to use the three primary methods of communication appropriately.

Synchronous person-to-person communication is the most suitable method for disseminating important and sensitive information and is best conducted through direct communication, phone calls, and video calls. In the past, face-to-face meetings have been the standard method for communication; however, with the emergence of many other communication technologies, virtual meetings have also become an acceptable means to communicate. Video conferencing allows for the communication of an individual's face, physical gestures, and vocal inflection, which is very similar to an in person discussion. This communication method is especially necessary for defining the needs of the customer and demonstrating how the work will be conducted, especially when dealing with parties such as contractors.

Push communication involves sharing information without expecting an immediate answer. Emails, newsletters, and project summaries, in which information isn't time-sensitive or urgent, are classic examples. They are used to give updates, provide benefits to a project, or notifyof changes. Although useful in some situations, communication by push should not become the dominant form of communication.

Pull communication allows people to use websites, knowledge bases, and management tools to access information at their discretion. This is the approach to use when clients or other stakeholders want to control access to information related to the project. Using interactive communication for urgency, push communication for volume, and pull communication for access, you achieve effective communication and ensure that all members of the project team, management, and stakeholders are on the same page.

Active Listening: Your Secret Weapon

Your staff will feel appreciated and trust will be built. Listening to a staff member involves focusing on them and not interrupting them, and formulating questions for clarification. Your project leadership will benefit greatly from this skill.

Effective Communication

For updates, instructions, or information to be useful, they must be communicated clearly, concisely, and understandably. Try to remove any ambiguity or possibility for miscommunication and avoid sarcasm. Always proofread to avoid typos and grammatical mistakes, as they tend to appear unprofessional and discredit your authority.

Understand Your Audience

Your audience will dictate how to communicate. Depending on the executive, some prefer detailed documents while others prefer bulleted summaries. Knowing what your audience prefers allows you t,o communicate with the greatest effect.

Communication Gaps

Communication varies when cultures are involved. Team members from different backgrounds can present a challenge due to cultural norms. Communication style can include hierarchy, direct and indirect communication, avoidance or approach to conflict, and more. If this is the case, using simple, unambiguous commons to plan will help.

Communication gaps are created by geographical and electronic distance. For instances when the contact is physical, informal communication will be reduced and rapport will be more difficult to establish. For remote work, this is caused by background noise and other hardware issues. Communication in virtual environments needs more work.

Information Overload should be expected with poor email traffic management, unclear reporting structures, and an abundance of possible communication channels. When alerts are automated, significant missives are obscured and neglected. Due to this, establishing streamlined communication channels and emphasizing essential information can overcome this issue.

Ambiguity and Assumptions lead to miscommunication and work duplication. Problems are formed in the absence of clear directions, hollow instructions, and the approach shifts to assuming rather than asking. Employing a decision tree analysis in PMP can alleviate an intricate set of clear problems.

Be precise and clear in writing and explaining to your audience and avoid using jargon or terminology that will not be familiar to them. Emphasize the context of your message. Respect the body language and the tone of the voice, as they will say more than the words.

To ensure that your communication and understanding are on the same level with others, ask related questions. Also, communicate regularly and keep everything updated. PMP method affinity diagrams are invaluable for organizing the ideas and feedback of team members. Adequate organization of the project files leads to faster communication, and often, using the preferred communication media. Further, keep your team engaged and involved.

In project management, tracking KPIs can help ascertain the efficacy of your communication. Factors such as the timeliness of your responses, the satisfaction of your stakeholders, and the utility of the meetings can provide feedback as to what areas can be targeted for development.

Research conducted by the Leadership Council shows that 71% of employees believe that their managers could do a better job of explaining the goals and plans of the team. Although this might sound like managers are doing a lot of talking, it actually shows that there is a lot of potential to improve. Employees want to understand what their managers are thinking about and want to understand the rationale that guides their decision-making.

Employees desire managers to be advocates for their success and leaders who are dedicated to trust-building and collaborative partnerships. Achieving this goal requires a shift from regular and transactional communication to open-ended, honest, and forthright feedback. If you want to be an exceptional project manager, you need to be an exceptional communicator. This is what keeps your team engaged and helps them to not lose sight of their goals. This is what helps the team to meet the deadlines and budget of the project.

If you are committed to learning excellent project management and communication skills, you should enroll in a PMP certification course. This will help you learn about communication at the level required to manage multi-dimensional projects.

You should also learn about communication management and its various facets in order to understand the rationale for communication in project management. With this knowledge, you will be in a better position to manage projects and will highlight the significance of communication management.