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How do you adjust your communication style for different project contexts?

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As a project coordinator, you need to communicate effectively with different stakeholders, such as clients, team members, managers, and vendors. However, not every project context is the same, and you may need to adjust your communication style accordingly. In this article, you will learn some tips on how to adapt your communication style for different project contexts, such as:

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Kelly Pymm
Shimron Equiano

Tech Entrepreneur & IT Recruitment Specialist

1 The project scope and goals

The first thing you need to consider when communicating about a project is the scope and goals of the project. What are the main deliverables, deadlines, and expectations of the project? How do you align your communication with the project objectives and the client's vision? You should use clear, concise, and consistent language to communicate the project scope and goals, and avoid jargon, ambiguity, or assumptions. You should also use appropriate formats and channels, such as email, phone, video call, or report, depending on the level of detail and formality required.

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Shimron Equiano

Tech Entrepreneur & IT Recruitment Specialist
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Delivering information about project scope and goals should be tailored to the audience. The high level conversions that might be had with investors or partners or indeed clients is different to the one with those that are tasked with execution. Also, I find that face to face (virtual or actual), is a big help in terms of the nuance.

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Kelly Pymm
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In my experience, it is always important from the get-go to manage the clients expectations. Over-promising and under-delivering isn't something you want to do or be known for.

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2 The project stage and status

The second thing you need to consider when communicating about a project is the stage and status of the project. Where are you in the project life cycle, and what are the current risks, issues, and progress of the project? How do you update your stakeholders on the project status and solicit their feedback and input? You should use timely, accurate, and relevant information to communicate the project stage and status, and avoid delays, errors, or omissions. You should also use suitable tools and methods, such as dashboards, charts, graphs, or tables, to visualize and summarize the project data.

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Shimron Equiano

Tech Entrepreneur & IT Recruitment Specialist
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Technology plays a big part in communication these days. Email is the obvious one - but it's more about what 'communication' is attached to the email (i.e. spreadsheets, flow charts and/or mini presentations). The ability for partners / suppliers / clients to 'see' progress, with a project is vital.

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3 The project team and culture

The third thing you need to consider when communicating about a project is the team and culture of the project. Who are the people involved in the project, and what are their roles, responsibilities, and preferences? How do you foster collaboration, trust, and respect among the project team members? You should use respectful, inclusive, and supportive language to communicate with the project team and culture, and avoid conflict, bias, or criticism. You should also use effective strategies and techniques, such as active listening, feedback, empathy, or humor, to build rapport and engagement with the project team members.

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Shimron Equiano

Tech Entrepreneur & IT Recruitment Specialist
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With project culture, its about making sure that all stakeholders are heard. It doesn't necessarily mean that everyone's opinion or ideas will be used, because this can create an infinity loop where nothing gets done due to competing and conflicting ideas, but making sure that everyone feels a part of the end result is a sign of true collaborative communications at each stage.

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4 The project environment and constraints

The fourth thing you need to consider when communicating about a project is the environment and constraints of the project. What are the external factors and conditions that affect the project, such as market trends, regulations, competitors, or stakeholders? How do you adapt your communication to the changing and challenging project environment and constraints? You should use flexible, responsive, and proactive language to communicate with the project environment and constraints, and avoid rigidity, resistance, or complacency. You should also use creative solutions and approaches, such as brainstorming, innovation, or experimentation, to overcome the project obstacles and opportunities.

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Kelly Pymm
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I find that if/when I have to deliver bad news whether it be a delay in work/delivery, change in resource etc, it's always good to provide the solution at the same time. Ensuring that they can see that you have hit a problem but resolved it or found a solution prior to contacting the client is important. Leaving them with only bad news while you work away and come back later isn't helpful to relationships.

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5 The project risks and issues

The fifth thing you need to consider when communicating about a project is the risks and issues of the project. What are the potential or actual problems or threats that impact the project, such as scope creep, budget overrun, quality defects, or stakeholder dissatisfaction? How do you communicate the project risks and issues and manage their impact and resolution? You should use honest, transparent, and accountable language to communicate the project risks and issues, and avoid denial, blame, or evasion. You should also use systematic processes and procedures, such as risk identification, analysis, mitigation, or escalation, to handle the project risks and issues.

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6 The project feedback and evaluation

The sixth thing you need to consider when communicating about a project is the feedback and evaluation of the project. What are the outcomes and results of the project, and how do they compare to the original scope and goals of the project? How do you communicate the project feedback and evaluation and learn from the project experience? You should use constructive, positive, and appreciative language to communicate the project feedback and evaluation, and avoid negativity, defensiveness, or arrogance. You should also use meaningful measures and indicators, such as key performance indicators (KPIs), lessons learned, or best practices, to assess and improve the project performance.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you adjust your communication style for different project contexts?

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1 The project scope and goals

2 The project stage and status

3 The project team and culture

4 The project environment and constraints

5 The project risks and issues

6 The project feedback and evaluation

7 Here’s what else to consider

Project Coordination

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