WHY Is Communication Important In Project Management

Have you ever wondered why some projects seem to flow effortlessly while others seem to run into obstacle after obstacle? The often overlooked reason may be communication. Yet, this isn't solely about mastering the art of email or running an effective meeting. Project communication is a strategy that, when executed well, becomes the true foundation of a successful project. Here are a few tips to help ensure your next project is built on solid communicative ground and becomes a veritable success story.

1. The Foundation Of Success

Effective project management is about more than just having the right people in the right places at the right times. It is also about having the right conversations in the right ways and at the right times. We might call this project communication, but what we mean is "preventing failure through communication." Of course, we also mean "using communication as a tool to succeed." It is the opposite of work that happens in secret, with some team members keeping their mouths shut and others not knowing what to say. And it is also very regular—like, you've got to do it all the time, with all the relevant people, in all the relevant spaces.

2. Ensure Teamwork And Collaboration

Project managers should see that the team has a reliable set of forums for open discussion—where team members can feel free to talk about what they're doing, how it's going, and what folks might need to do to help things go even better. That might mean something as simple as the team having a shared space, physical or virtual, where team members know they can drop in and have a free-ranging, open conversation—that's crucial. Until a team can do that, it'll only be the team in a name. And a project in name only, as far as I'm concerned.

3. Minimize Delays By Ensuring Everyone Understands The Project

A project can only be delayed if those working on it do not accurately understand its requirements or what steps need to be taken to ensure its forward momentum. Therefore, accurate and thorough communication—even to the point of overcommunicating, if necessary—is the first and most effective way to keep a project from delaying. The team members and stakeholders of a project must understand the various requirements, the why behind the requirements, and the sequence in which different pieces need to interact to ensure the project comes to completion smoothly and on time.

4. Improve Collaboration Across Functions

People with specialized skills from various departments come together in cross-functional projects. Regular meetings or check-ins between these departments are vital for asking questions, clearing any misunderstandings, and innovating. What often goes unnoticed is that these meetings also serve the purpose of keeping our departments informed. When a cross-functional project reaches our department, it’s either already in full swing or capped by an imposing deadline. Hence, our participation, or lack thereof, matters just as much to the project and its eventual outcome. Who says our departments can’t be more connected than simply by way of the projects we work on together?

5. Proactively Identify And Mitigate Risks

Finding and fixing problems before they impact the project is the name of this game. To identify and address potential project risks, you must communicate clearly and consistently with your stakeholders. Hold regular check-in meetings with your stakeholders where you inform them of your progress and make them aware of any potential risks you've identified since the last meeting. You should have a standardized risk register that documents these risks, among other things: Project risk register. Use this document to keep stakeholders involved and informed and discuss possible project risks that might need identifying and addressing. Implement a formal change request process to ensure that any project changes are documented and thoroughly vetted and that your stakeholders are made aware of these changes (and involved in the discussion if necessary).

Project Management Tips For Enhanced Communication

1. Establish Unambiguous Communication Protocols: Set clear guidelines for applying various media, informing team members when to use each. Insist on a defined use for every type of communication medium. Clearly state what kind of information demands an email, a text, a video call, or a meeting. Make it clear that no critical information should get missed just because someone didn't use the right medium.
2. Train Your Team On Conflict Resolution: Clear communication is key to preventing misunderstandings and disputes. Train your team on conflict resolution and teach them techniques for working through disagreements in a respectful and constructive manner.
3. Adapt Your Style: At various stages, project communication may require different styles or tools. Ask your team which communication methods best suit them at that moment, and be ready to pivot if something isn’t working.
4. Practice Attentive Listening: In a meeting, you should focus on something other than what you will say next. Right now, you should understand what your coworkers are saying. Trust goes a long way in a team; your team will inherently trust you more if you listen to them. Hearing someone is different from listening to someone.

Conclusion

In conclusion, effective project management involves prioritizing adaptive communication that is both clear and structured. This type of communication is the foundation of a collaborative project environment where all team members are cognizant of their contributions, are aligned with project objectives, and chart a course toward project success. Communication may be viewed as a "skill" that project managers possess or do not possess, but it is the framework that holds every project together.