communication

Much can be said about communication when it comes to project management. Everyone on the team needs to be clear on their assignments and understand the goals of the project. Where some project managers need improvement is in the area of listening and providing feedback.

Being a better listener leads to higher productivity and improves the potential for influencing and persuading others as well as negotiating effectively, all which lead to better project management.

First of all, let the speaker know you are paying attention and hearing what they are saying. A nod of the head doesn’t mean you necessarily agree, but the speaker will know you are listening. Stop what you are doing and use body language such as leaning forward a bit. This will also help you to pay attention and keep your mind from wondering.

Don’t interrupt. Let the person speaking finish and, after a few seconds of silence, respond. At this point what you say is very important. You can either recap what has just been said, ask a clarifying question or make a relevant comment that lets the speaker know you understand the message.

The feedback you give is important. Acknowledge to the speaker that you understand their points even if you don’t agree with them. Just knowing you have listened and taken their position under consideration will earn respect and encourage future sharing of ideas.

Finally, don’t rush to judgment. If what the speaker says makes sense, be open to changing your mind, especially if it will improve the project management process.

Through all phases of project management there must be effective communication taking place. The method of communicating is a question that deserves some attention. With the development of technology more and more project managers are moving toward a reliance on electronic communications which has several benefits.

Email and other electronic communications allow project managers to work around team members’ schedules so they can continue work without having to stop for frequent meetings to handle the details of the project. Email is instant and allows for an efficient exchange of information. In addition, communicating via email gives the sender the chance to research and think about what they will say before they say it.

Consequently, some might argue that email enables team members to “pass the buck” more easily or simply ignore an email to buy time or avoid face-to face communication. In project management this can be detrimental. While email has its place, the most effective and powerful way to interact is in person. You can’t replace looking someone in the eyes to get a handle on how the project is really progressing. Face-to-face communication also builds trust and minimizes the possibility of misunderstandings and misinterpretation.

There is a place for both in project management but it is essential to have a balance of the two. Think of using email to communicate data and exchange project information. However when discussing personnel or when making decisions that might have a substantial impact on the project, face-to-face is most likely the way to go.