Written communication is a vital skill for project coordination, but it can also be a source of misunderstandings and conflicts if not done properly. In this article, you will learn some tips and best practices to improve your written communication in project coordination and avoid common pitfalls.
Before you write anything, you need to have a clear idea of what you want to achieve and who you are writing for. Are you informing, instructing, persuading, or requesting something? How much do your readers know about the project and its context? What are their expectations, needs, and preferences? By answering these questions, you can tailor your message, tone, and style to suit your purpose and audience.
Use clear, concise language and avoid jargon. Favor active voice for directness ("The report needs revision" vs. "The report is to be revised"). Proofread meticulously for typos and grammatical errors. By ensuring your writing is clear and error-free, you'll minimize misunderstandings and keep projects on track
My former manager had to master communication while working as a sales lead in Switzerland. Although German and French were challenging languages for her, she made it a habit to draft all correspondence in the evenings. Then, each morning, she would meticulously review and revise until the messages were clear and understandable, even to a neighborhood child. She recognized that effective communication, free of ambiguity, was crucial for closing deals and driving sales success across linguistic barriers. Her dedication to simplifying complex information through diligent editing exemplified professionalism.
Depending on the nature and urgency of your communication, you may have different options for the channel and format you use. For example, you may use email, instant messaging, project management software, or video conferencing. Each channel has its own advantages and disadvantages, such as speed, reliability, security, and interactivity. You should choose the channel that best fits your communication goals and the availability and preferences of your readers. Similarly, you should choose the format that best conveys your information, such as text, images, charts, or tables. You should also follow any guidelines or standards for the channel and format you use, such as subject lines, salutations, signatures, attachments, or citations.
One things l have always deployed, is to communicate in the language the receiver of the message understood. Verbal communication l mean, so if written description causes misunderstanding, adopt verbal approach. In as much as the person isn't impaired
How you choose to communicate is just as important as what you're actually trying to say. I've worked with some major companies that primarily used messengers like Whatsapp and Telegram for their communication channels. These dudes could straight-up ignore emails for weeks, but they'd be lightning-fast with responses on those messenger apps. It was wild - you'd send a detailed email explaining something, and it would just get left on read. But if you hit them up on WhatsApp or Telegram with the same thing, they'd get back to you right away. Showed me you've really gotta pay attention to how a company operates and what communication methods they prefer. Can't be stuck on email if that's not how they roll.
One of the main challenges of written communication is to convey your meaning clearly and concisely, without leaving room for ambiguity or confusion. To achieve this, you should use simple and precise language, avoid jargon and slang, use active voice and action verbs, and avoid long and complex sentences. You should also structure your communication logically, using headings, subheadings, bullet points, and transitions to organize your ideas and guide your readers. Moreover, you should be concise and avoid unnecessary or redundant information that may distract or overwhelm your readers.
Another challenge of written communication is to establish and maintain a positive and professional relationship with your readers, without the benefit of nonverbal cues such as facial expressions, gestures, or voice tone. To achieve this, you should use an appropriate tone and etiquette for your channel, format, purpose, and audience. For example, you may use a formal or informal tone, depending on the level of familiarity and respect you want to convey. You should also use polite and courteous language, such as please, thank you, sorry, or best regards. Additionally, you should avoid using emotional or aggressive language, such as sarcasm, insults, or threats, that may offend or provoke your readers.
Before you send or publish your written communication, you should always proofread and revise it to ensure that it is accurate, complete, consistent, and error-free. You should check your spelling, grammar, punctuation, and formatting, and use tools such as spell checkers or grammar checkers to help you. You should also check your content, such as facts, figures, names, dates, or references, and make sure that they are correct and up to date. Furthermore, you should review your communication from the perspective of your readers, and ask yourself if it is clear, concise, relevant, and respectful. If possible, you should also ask someone else to proofread and give you feedback on your communication.
After you send or publish your written communication, you should follow up and respond to any questions, comments, or feedback you receive from your readers. This will help you to clarify any misunderstandings, address any issues, or build rapport and trust with your readers. You should also keep track of your communication and document any important information or decisions that result from it. You should also update your communication if there are any changes or developments that affect your project or your readers.
Follow-up apps and prompt response times are crucial for a project manager. Often, we can gauge a contractor's reliability based on the swiftness of their replies and the quality of their follow-ups. Communication plays a vital role in any project; regrettably, effective communication sometimes takes precedence over delivering a high-quality product.
Es importante revisar y clarificar cualquier mensaje o documento que haya causado confusiones. Además, se deben establecer pautas claras para la comunicación escrita, como el uso de un lenguaje claro y conciso, la especificación de plazos y responsabilidades, y la definición de términos técnicos o jerga que puedan ser malinterpretados. Fomentar una cultura de retroalimentación constructiva y abrir canales de comunicación para que los miembros del equipo puedan plantear dudas o inquietudes también puede ayudar a prevenir futuros malentendidos. En resumen, hay que revisar, clarificar y establecer pautas claras para garantizar una comunicación efectiva y de éxito.
Considero que una recomendación adicional es validar previamente si el mensaje que voy a transmitir es adecuado hacerlo vía escrita, o sería mejor una comunicación de otro tipo. Muchos malos entendidos en los correos electrónicos se evitaron con una simple llamada telefónica previa :)