Effective Communication in Project Management - Tips & Tricks

Communication is the foundation of project management, combining and coordinating project activities. There needs to be more than just being a certified project manager to march the project to success. Good communication skill is essential for a project manager to progress along with the project on time.   

This blog will explore the importance of communication with team members for better project management.  

Let’s start- 

1) Significance of Communication in Managing Projects  

2) Communication Techniques in Project Management 

3) Stay Connected  

4) Interactive Session  

5) Fostering Effective Communication in Project Management  

6) Conclusion 

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Significance of Effective Communication in Managing Projects

Communication is an in-built process on a routine that passes information, builds relationships and expresses your viewpoint. A survey says that 38% of the communication is conveyed via voice, 55% through expressions and gestures and 7% is verbal communication. Paul J. Meyer, the founder of Leadership Management International, said,” Communication- The human connection- is the key to personal and career success.” In this modern era, having good and effective communication skills is always important. As it makes you talk and write clearly, listen intently and respect an individual’s perspective. Communication has been a mandatory skill in day-to-day life. Its impact is much seen in project management. In project management, communication is considered an instrument that binds all the tools, skills, techniques and team members together. 

1) Begins right from day one of the project and keeps going for the rest of the duration  

2) Frequent updates about the project's status and performance  

3) The communication gap in initiatives.  

4) A recent study reported that project managers spend 90% of their time explaining how things will be done 

5) Effective communication reduces misleading and deviation from the project goal 

6) Project managers need to be skilled in sharing accurate information with concerned team members. 

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Communication Techniques in Project Management 

Listening is the key to effective communication. There is a term called effective listening, where the receiver pays attention and listens to the speaker by observing their body language, gestures, facial expressions, tone, voice pitch, etc. In managing a project, effective communication plays a crucial role. For effective communication, we can use the three channels listed below: 

a) Interactive Communication 

b) Push communication  

c) Pull communication 

Interactive communication is a model that emphasises engagement. This communication involves interaction in an interpersonal way, such as video conference calls, in-person meetings and phone calls. Through interactive communication, project managers can present methodologies, update on the project and get to know the outcome through their immediate reaction. Adapting to Virtual calls and face-face meetings, interactive communication approaches you to understand both your team members and clients.   

Push communication is a written model where the sender doesn’t expect an immediate reply from the receiver. Push communications are through e-mails, documents, reports, voicemails, lectures, newsletters, etc. When you want to choose the channel of push communication, kindly restrict it to MOM (moments of the meeting) and newsletters. Too much writing and documentation will confuse the team members. Push communication doesn’t promote shared space to engage the receivers or critical thinking. So, make sure your content in the push channel is always simple and friendly language.   

Pull communication allows the users to access the information whenever required. It’s more of a casual way of communication. A few examples are websites, dashboards, social sites, etc. In this channel, we won’t be aware of the receiver. It’s designed to attract a large audience. 

Stay Connected 

Post COIVID-19, companies have shifted to hybrid and remote work cultures. Due to this, we may need more interpersonal conversation within teams. This scenario can be resolved by making use of technology. Virtual meetups help build a good rapport with the team and create trust and connection between people. Holding meetings at regular sprints will keep the team members updated on how the project moves and the clients' requirements. Therefore, face-to-face interactions via video conference calls can regulate the communication gap. Also, project managers should ensure that the meetings are brief.   

Language is the medium of communication. Now, organisations are becoming more diverse and supporting non-English speakers in the team. In such cases, those teammates could not get along with the accent, slang, speed, etc., which may increase miscommunication. Remember to pay more attention to your language when you have a non-English-speaking team member. A Project manager should ensure that they connect either with them or other team members to make sure they understand the process. It would be great if the project manager and teammates were broad-minded about language diversity and supported each other. Also, it's better to avoid sarcasm, jokes and further dialect-based conversation as it becomes a little more difficult for them to catch up with it. 

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Interactive Session 

The leadership of a project manager is enhanced when you consider teammates more. Say, in a meeting, give a chance to team members to share their ideas and viewpoints. Discussing each preference is an essential step for taking the project forward. It also drags you through people's perspectives, and you can notice whether your team members are active listeners or just prompting. Active listening is a communication practice of listening and observing all the verbal and non-verbal content with clarity. So, with the gesture of our team members and their way of provoking questions and suggestions, you can understand whether your co-workers have listened to it. By which you can work on how to improve your presentation and engaging skills. Because straightforward communication will enhance people's performance in completing the task, following the criteria mentioned above would help you manage the project with their suggestions, and even any minute issues can be resolved. 

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Fostering Effective Communication in Project Management  

A basic well-defined communication strategy can develop effective communication in project management. The critical tool is about with whom the information is shared, what kind of updates are given to them, how frequently it's been shared, and who needs to know what. By demonstrating this in the communication channel, managing the project becomes much more accessible. 

To foster effective communication in project management-  

1) Facilitate top-down communication. 

2) Be available for your team and leave the doors open 

3) Effective listening 

4) Increase opportunities for discussion 

5) Conflict should be handled properly. 

6) Make use of project management software 

7) Celebrate success as a team 

Always choosing the right communication channel will help you determine the project path and goals as a project manager. Make sure to use all communication channels effectively. For instance, if you want an immediate response, use Interactive communication. If you’re compiling documents or reports of a project plan, then go for push communication. Effective communication will facilitate teamwork, empathy, and comfort in the working culture. As a project manager, ensure you build a good rapport as it drives the project to success.   

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Conclusion 

This blog gives you insight into effective communication skills in project management. To learn more about project management, its techniques and certifications, check out,  The Knowledge Academy’s Project Management Course!