COMMUNICATION AN IMPORTANT TRAIT BUT OFTEN NEGLECTED IN PROJECT MANAGEMENT

Humans are social creatures and constantly being looking for something interesting, Communication is fundamental to human interaction. It helps us share ideas, express emotions, build relationships, and collaborate effectively. Whether through spoken words, written text, or non-verbal cues, communication allows us to connect with others and find meaning in our experiences.

In today's dynamic business landscape, effective management is crucial for the success of any organization.

Systematic approach and adoption of disciplined implementation of Project Management technique is very crucial for the projects and the role of Project Managers is very decisive and vital for successful completion of any project & Project Management and requires different skill sets.?

A Project Manager contributes towards creating culture of performance governance & focus on result-oriented approach. In general, a Project Manager focuses on the following aspects

?? Project Planning – Tasks, Timeline and resource allocation

?? Budget Management- Monitoring the Costs and controlling Expenses

?? Resource Management- Assigning Tasks to Team Members

?? Risk Mitigation – Identify Potential Risks and Mitigation Plan

?? Quality Assurance – Ensuring Quality deliverables to meet quality standards

?? Safety –Propagate Safe Work Culture & Ensuring Protection of all the personnel employed in project

In addition of the above roles, many Project Managers are caught up in a "fire-fighting" role, which refers to reacting to crises or urgent issues as they arise, rather than focusing on strategic planning and long-term project goals. This can happen due to various factors, such as poor planning, lack of resources, unclear priorities, or ineffective communication. When Project Managers spend most of their time putting out fires, it can lead to:

1. Decreased productivity: Time spent on urgent problems often takes away from progress on the overall project.
2. Increased stress and burnout: Constantly handling crises can be mentally and physically draining for Project Managers.
3. Poor project outcomes: Without adequate attention to strategy and planning, projects may miss key milestones, exceed budgets, or fail to meet objectives.
4. Reactive rather than proactive culture: The organization might develop a reactive mindset, always addressing issues as they arise instead of working on preventing them.

To address this, organizations can consider improving their project management processes by focusing on proactive risk management, proper resource allocation, and better communication across team , an important characteristic which is not so focused in the project management & unfortunately Communication always in the back seat, too few of us Communication means exchange of information which is a very wrong concept.

????????????????????????? COMMUNICATION IS THE CRITICAL SUCCESS FACTOR FOR ANY PROJECT.

“CONVEYING RIGHT MESSAGE CAN BRING SUCCESS.”

Success could not be possible without ‘U”

U stands for team members or project stakeholders, and it is crucial for team leaders or project managers to communicate effectively with the team. Project success is dependent on effective communication.

In 300 BC, Chanakya, Philosopher, Scholer , Adviser to King Chandragupta Maurya and author of Arthasastra or ?Chanakya Neeti, mentioned that one of the Important skill for a king to be a good administrator MUST OWN GOOD COMMUNICATION SKILLS (OR VANGMI) .

This principle also applicable even today also, basic communication skills and little common sense to get others to do what you want them to do.

WHAT YOU ARE DOING NOT IMPORTANT HOW YOU ARE DOING IS MORE IMPORTANT.

?A recent survey by indeed (a job search portal) highlighted that Communication is one of 19 essential traits that a Project Manager must possess. A very essential soft skill is Communication.

Katz & Kahn(1978) published a book on The Social Psychology of Organizations suggested that an effective Project Manager should possess essentially three skills-Technical Skills , Human Relationship Skills and conceptual skills.

While TECHNICAL SKILLS mean ability to apply of knowledge in a given field such as Engineering and Finance , HUMAN SKILLS means ability to communicate efficiently and to maintain harmonious working group and also ability to motivate employees also falls in this category, finally the CONCEPTUAL SKILLS is ability to perceive the project as a system by keeping larger perspective not? thinking on only one aspect at a once .

Another Professor El-Sabaa(a management professor on University of Cairo) has carried out an extensive research on relative importance of the three skills finally Human Skills emerged with percentile score of? 85.30 Conceptual Skills percentile score 79.60 and Technical skill scored 50.46 emerged as least essential , however this percentile scores? been debated a lot at various forums but however importance of human skill found inevitable for success of any project .

. The poor communication leads failure of many projects, why a communicator fails to communicate effectively:

1)?????? Expecting that the Team Members or Stakeholders ?or the person on the Opposite End also knows what we do or what is in my mind: It seems you're reflecting on a situation where communication has become more one-sided, with little engagement or connection between the speaker (such as a manager) and the listeners (team members or stakeholders). This could point to a lack of effective communication channels, misunderstandings, or an absence of shared understanding.In these cases, the listeners may feel disengaged or disconnected from the conversation because they’re unable to contribute their thoughts, feedback, or insights. It can also mean that the speaker might not be actively trying to build that bridge between everyone involved. To overcome this, it’s important for the communicator to foster a more interactive and inclusive dialogue, where everyone has the opportunity to contribute, ask questions, and express concerns. This helps build trust, alignment, and a more collaborative atmosphere.

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2)?????? Lack of Preparation: It sounds like you're identifying a lack of preparation as a factor affecting team effectiveness. When a team is not properly prepared, several issues can arise, such as miscommunication, unclear goals, missed deadlines, and inefficient problem-solving. Here are some ways to address this:

a.?????? Clear Goal Setting: Make sure everyone on the team understands the objective and the steps required to achieve it. Clear goals help prioritize tasks and allocate resources effectively.

b.?????? Role Clarity: Ensure each team member understands their role and responsibilities. Ambiguity can lead to confusion, duplication of work, or missed tasks.

c.?????? Communication: Foster an environment where team members feel comfortable sharing updates, challenges, and feedback. Regular check-ins and status meetings can help track progress and avoid misunderstandings.

d.?????? Resource Allocation: Ensure that the necessary tools, training, and support are available to team members to do their work efficiently

3. Glossophobia : It sounds like you're describing a fear of public speaking, often referred to as glossophobia, where anxiety and nervousness can cause physical and mental discomfort, making it hard to communicate effectively with an audience. This fear can lead to symptoms like a dry mouth, difficulty forming words, and feeling tongue-tied. The concern about the audience's reactions, such as sniffing or appearing disinterested, can add to the anxiety, as it may feel like they're not engaged or are judging the speaker. It's common to feel like communication breaks down when you perceive the audience losing focus.

Here are a few strategies that might help overcome this fear:

a)?????? Preparation: Being well-prepared with your material can boost confidence. When you know your content well, it’s easier to speak naturally.

b)?????? Practice: Rehearsing in front of a mirror, recording yourself, or presenting to a small group can help you get more comfortable with speaking.

c)?????? Breathing exercises: Deep breathing can help calm nerves and reduce physical symptoms of anxiety, like a dry mouth or trembling.

d)?????? Focus on the message, not the audience: Rather than worrying about how the audience might react, focus on the value of your message and the importance of what you have to say.

e)?????? Reframe thoughts: Instead of viewing the audience as a source of judgment, see them as individuals who are there to learn from you or engage with your message.

4. Lack of Creative Thinking : When a Project Manager has the required degree, skills, and knowledge but struggles to communicate that knowledge effectively to their audience, it can create significant barriers to project success. Here are some key factors to consider:

a)?????? Communication Skills

A Project Manager must be able to tailor their communication style based on the audience’s background, level of understanding, and interests.

b)?????? Understanding the Audience

·?????? The Project Manager needs to assess who the audience is and adjust the message accordingly. For example, stakeholders may need high-level summaries, while team members might require more detailed technical explanations.

·?????? Ensuring that the communication is relevant and resonates with the audience is key.

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c)?????? Adaptation to Different Situations

·?????? A Project Manager must be flexible, knowing when to adjust their communication approach depending on the situation.

·?????? A formal presentation may require a different style than a one-on-one conversation with a team member.

d)?????? Confidence and Empathy

·?????? Being confident in presenting knowledge is crucial, but equally important is showing empathy towards the audience.

·?????? Understanding their perspectives, concerns, or knowledge gaps can help in delivering the message more effectively.

The recent survey? mentioned highlights a critical issue in project management—poor communication. Effective communication is essential for ensuring that all team members, stakeholders, and decision-makers are aligned on goals, timelines, and expectations. When communication falters, it can lead to misunderstandings, delays, and ultimately project failure.

The survey suggests that adopting Key Performance Indicators (KPIs) related to communication could be an effective strategy for improving project outcomes. By monitoring communication-related KPIs, organizations can track how well information flows within the team, between departments, and with external stakeholders. Some potential communication KPIs might include:

1. Response Time: How quickly team members respond to emails, messages, or requests for information.
2. Meeting Effectiveness: Measuring how often meetings result in clear action points or decisions.
3. Stakeholder Engagement: Tracking the frequency and quality of communication with key project stakeholders.
4. Information Accuracy: Ensuring that the information shared is accurate, clear, and relevant.
5. Collaboration Metrics: Assessing the level of collaboration between different teams or departments involved in the project.

By implementing such communication KPIs, teams can identify communication gaps and make improvements, leading to more successful project outcomes. Additionally, KPIs offer a way to objectively assess progress and make adjustments as necessary.

Many projects could not take off due to a lack of clear goals among the team members as well as stakeholders.

Various researchers, including the Project Management Body of Knowledge (PMBOK-7), have stressed different types of skills required for project management and emphasized the importance of human skills which includes

mobilization, communication and coping with situations and delegation with authority political sensitivity, high self-esteem & above all capability to motivate team members to achieve goals for the project.

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The communication plays a crucial role in communicating the project's goal, mission, and vision. The goal is more specific and deals with the project's schedule, safety culture, meeting quality objectives, and quality objectives & cost, while the mission and vision relate to the larger perspective, such as organizational culture and organizational.

Goal means

o?? accomplish the responsibility

o?? to take ownership

o?? ?to accept challenge

SWAMI VIVEKANNANDA said ‘ARISE AWAKE AND STOP NOT TILL THE GOAL IS REACHED “

In the event that the team is not informed of the objective, how can you expect them to give it their all?

?The Project Manager must propagate the goals among the Team Members so that the team work collaboratively can accomplish a shared objective more effectively and efficiently that individuals working on their own.

Most of the cases PROJECT MANAGERS used to pass the order to complete the tasks to the team members, like completing the number of piles or pouring an amount of concrete how many tons erected or achieving an amount of work within a specified time, but these are not goals; these are performing tasks for the team members.?& Teams are not connected with the project, team always reluctant to take process ownership.

Clarity and Simplicity are most important tools for communication

·?????? Often, technical jargon or overly complex explanations can hinder understanding.

·?????? ?Using simple, straightforward language can help bridge the gap between knowledge and comprehension.

·?????? Visual aids like charts, diagrams, or presentations can make complex information easier to digest.

·?????? Winston Churchill Ex British Prime Minister? once said “ A good speech is like women skirt long enough to cover the subject but short enough to create Interest

Effective and efficient engagement and communication include determining how, when, how often, and under what circumstances stakeholders want to be—and should be—engaged.

Communication is a key part of engagement; however, engagement delves deeper to include awareness of the ideas of others, assimilation of other perspectives, and collective shaping of a shared solution.

Engagement includes building and maintaining solid relationships through frequent, two-way communication. It encourages collaboration through interactive meetings, face-to-face meetings, informal dialogue, and knowledge-sharing activities.

Engagement and Interaction two tools that helps a Project Managers to communicate

·?????? A Project Manager should encourage interaction, asking questions and prompting discussion to ensure the audience is engaged and absorbing the information.

·?????? Regular feedback can also help gauge whether the message is being understood or needs to be refined.

Engagement techniques: Smile, make eye contact, and use open body language. This can help create a connection with the audience and make them feel more involved, which can reduce your anxiety.

Active Listening is one of the key engagements techniques,

·?????? Communication is a two-way process. A Project Manager must not only be skilled at presenting information but also at actively listening to the concerns or questions of the audience.

·?????? This helps to clarify any misunderstandings and tailor further communication to address concerns.

?When giving a presentation, it's essential to capture the audience's attention by connecting the past and future to the present. Here's why:

1. The Power of the Past: Starting with history or background helps to set the context. People love stories and understanding where things began can create a sense of depth. It shows how things have evolved over time.
2. The Promise of the Future: Mentioning future possibilities or potential outcomes can create excitement and anticipation. It gives the audience something to look forward to and shows how the topic can impact them in the long term.
3. The Relevance of the Present: But the key is making the connection to the present. People are living in the here and now, and they want to understand how the information you're sharing is relevant to their current situation. It gives them something actionable and relatable.

By framing the presentation this way—highlighting the past, suggesting the future, and focusing on the present—you make your content more engaging and meaningful to your audience.

. (REF LA HILL PRINCIPLE OF GOOD WRITING).

Communication methods include push, pull, and interactive communication:

Push. Communication sent to stakeholders such as memos, emails, status reports voice mail, and so forth. Push communication is used for one-way communications with individual stakeholders or groups of stakeholders. Push communication inhibits the ability to immediately gauge reaction and assess understanding; therefore, it should be used deliberately.

Pull. Information sought by the stakeholder, such as a project team member going to an intranet to find communication policies or templates, running internet searches, and using online repositories. Pulling information is used for indirect sensing of stakeholder concerns.

Interactive Communication Engagement helps project teams detect, collect, and evaluate information, data, and opinions. This creates shared understanding and alignment, which enables project outcomes. Additionally, these activities help the project team to tailor the project to identify, adjust, and respond to changing circumstances.

Open communication is crucial because, unlike in the past, when you could manage a team with a hunter, you now need to work with your team as a team member rather than a boss. You also need to connect with your team members because, as business opportunities increase, conflicts are inevitable.

The noise is what truly occurs in Indian Projects under the guise of communication, (noise has no value), this menacing culture need to be curbed at any cost.

Benefits of Good Communication

ü? Facilitating project team problem solving, and the process of coming to consensus

ü? Guidance can be directed to the overall project team to keep everyone headed in the right direction.

ü? Identifying areas where the project team is performing well and pointing out areas where the project team can improve helps the project team to grow.

ü? Individual to Collaborative approach

ü? Individuals may want to grow their skills and experience in certain areas

ü? The more ownership of the outcomes that project team members feel, the better they are likely to perform

ü? Project teams that are able to adapt the way they work to the environment and the situation are more effective.

ü? When issues or failures occur, high-performing project teams recover quickly.

ü? Project team members who feel empowered to make decisions about the way they work perform better than those who are micromanaged.

ü? Minimum conflict