Instant messaging (IM) is a popular and convenient way to communicate with your project team, stakeholders, and clients. But how can you use it effectively for project management? In this article, you will learn some best practices and tips to make the most of IM for your project success.
Not all IM tools are created equal. Some may offer more features, security, integration, or scalability than others. Depending on your project needs and preferences, you may want to use a dedicated project management software that includes IM functionality, such as Asana, Basecamp, or Trello. Alternatively, you may opt for a standalone IM app that can connect with other tools, such as Slack, Microsoft Teams, or Zoom. Whatever you choose, make sure it meets your project requirements and budget, and that your team and stakeholders are comfortable using it.
About IM tools - Identify the IM tools be it organization messenger, MS Teams, Cisco webex messenger, Premium messengers, Even PM management tools like DevOps, Jira, Asana can deliver updates instantly. - Check the requirements of organization, because each organization has individual and different requirements. Simply follow their policy don’t drag them to utilize the modern messengers. - By doing this you are setting up the proper channel between Project team members and stakeholders.
Team communication platforms leveraged correctly can have a monumentally positive impact on productivity and collaboration. Seamless integration with project management tools enhances real-time communication, ensuring quick decision-making and issue resolution. Additionally, these platforms promote transparency, allowing team members to stay informed, aligned, and engaged throughout the project lifecycle. Pay close attention to where your project documentation within these platforms is being held. Ensure that while the fruitfulness of collaboration is pressing forward, your internal and external teams have guidelines and where to centralize. This way, information isn't lost and, readily available to those who have a need for it.
IM can be a great way to foster collaboration and rapport among your project team and stakeholders, but it can also cause confusion, distraction, or misunderstanding if not used properly. To avoid these pitfalls, you should establish some IM etiquette and norms for your project communication. For example, you may want to set expectations for response time, availability, tone, and language. You may also want to define when to use IM versus other channels, such as email, phone, or video call. Additionally, you may want to create different IM groups or channels for different purposes, such as general discussion, urgent issues, or specific topics.
Create a quick one-pager for the team so that they know what is and isn't acceptable. While encouraging communication, guide the approach. Question, how are emergencies triaged, is membership to certain chat groups limited or can overlap between team members and groups help in creating a more cohesive process?
One of the main advantages of IM is that it allows you to exchange information and feedback in real time, without the hassle of formal emails or meetings. You can use IM for quick and informal updates on your project progress, issues, or changes. This can help you keep your team and stakeholders informed and engaged, as well as identify and resolve problems faster. However, you should also be careful not to overuse IM for updates that are not relevant, important, or timely. Otherwise, you may risk overwhelming or annoying your recipients, or losing track of important messages.
Guide your team so that they know how to properly and appropriately engage each other. A small suggestion in what is the most effective way to handle an update whether formal or informal ensures the best possible outcome.
Another benefit of IM is that it can facilitate brainstorming and problem-solving among your project team and stakeholders. You can use IM to share ideas, suggestions, questions, or challenges related to your project. You can also use IM to solicit feedback, opinions, or input from others. This can help you generate more creative and effective solutions, as well as foster a sense of ownership and participation among your project members. However, you should also be mindful of the limitations of IM for brainstorming and problem-solving. For instance, you may want to avoid complex or sensitive topics that require more depth or clarity, or switch to a more suitable channel, such as a video call or a document.
In my experience, paired with an actual meeting, a good solid team comm. platform can keep the dialogue organic, continuing and dynamic, capturing those "aha" moments while brainstorming or problem solving.
IM can also be a powerful tool to recognize and motivate your project team and stakeholders. You can use IM to praise, thank, or congratulate someone for their work, contribution, or achievement related to your project. You can also use IM to encourage, support, or inspire someone who is facing a challenge, setback, or difficulty related to your project. This can help you build trust and rapport among your project members, as well as boost their morale and performance. However, you should also be authentic and sincere when using IM for recognition and motivation. For example, you may want to avoid generic or excessive compliments, or tailor your message to the recipient's personality or preference.
Inspiring coworkers with praise is a powerful tool that can have profound positive effects on both individuals and the overall workplace environment. Recognition and acknowledgment create a sense of validation and appreciation, fostering a culture of positivity and motivation. Genuine praise from the team within a team collaboration tool can keep morale up while providing consistent feedback.
IM can also be a fun and social way to communicate with your project team and stakeholders. You can use IM to share jokes, memes, gifs, or emojis related to your project or not. You can also use IM to chat about personal or non-work topics, such as hobbies, interests, or events. This can help you create a positive and friendly atmosphere among your project members, as well as reduce stress and boredom. However, you should also be respectful and appropriate when using IM for fun and socialization. For example, you may want to avoid topics that are controversial, offensive, or irrelevant, or respect the boundaries and preferences of others.