In project management, there is a model of constraints that consists of scope, cost, time and quality. These constraints make the the 3 sides, and middle of the PM triangle. It is important to know this because when dealing with clients, these are 4 main areas that you are working hard to obtain.
What will we be doing and delivering, and by when? How much it will cost? And, before it is delivered, will it be to a passable standard?
You might have a solid project charter and initiation document with agreements in place, but sometimes, things can go off-course. A team member might be off work unwell, or a task might take longer than originally expected. These might cause delays in the project being delivered on time.
This is where transparency in a project lifecycle is key. As mentioned by the Project Management Institute (PMI), 90% of a project is spent on communication by the project manager. 1
What can you do to improve transparency?
Simply, talk more.
Of course, it is a lot simpler than that. Knowing what to say and when is key as well. If a developer requires assistance, asking a team member for help a day after they asked you could cost you development time. But you also need to know what to say.
Being transparent with your stakeholders is key if you want to run projects to help stay on track and to minimise confusion. There are many times when project managers have let stakeholders aware of a change too late, and it caused confusion and anger because the systems they wanted to use were no longer available.
Creating a risk register is important to help mitigate risks, and usually, mitigation relates to communication. It’s a no-brainer. Clear communication is key to help maintain strong relationships. Telling someone bad and inconvenient news can be difficult, but being transparent is better than covering things up and leaving things to the last minute without a clear reason.
Tips:
- Use instant messaging platforms to quickly message teams – Teams, Slack etc.
- Use clear and concise language when speaking with clients to help resolve a situation.
- Be honest and explain the issue, what the outcome means and the steps (including timeframe) when you look to resolve it.
- Rajkumar, S. (2010). Art of communication in project management. Paper presented at PMI® Research Conference: Defining the Future of Project Management, Washington, DC. Newtown Square, PA: Project Management Institute. ↩︎
