It might seem obvious to some, but clear and effective communication management in project management is at the heart of all good project management success. In today’s fast-paced, ever-changing, dynamic world, there are a variety of communication tools. However, knowing when and how to communicate is vital in delivering results.
The importance and benefits of good communication
Aligning goals and expectations
Clear communication management in project management needs to start with goals and expectations. When dealing with external stakeholders, understanding when to communicate with them and by what medium is key to building a good rapport.
The same is also true with internal stakeholders, however, you should consider their roles and levels of importance and interest in the business and the project.
When you assign a task to a colleague or stakeholder to complete; make sure they are aware of the date they are expected to produce or complete the task. Also, mention the repercussions of not having the task completed.
For example, you could tell a client that the project will be delayed if they don’t provide the asset files by Thursday.
By giving someone a deadline and a consequence for not completing a request you are highlighting the need for urgency.
Mitigating risks
Clear and effective communication can help identify and address potential risks within the lifecycle of a project. Establish an environment where team members feel comfortable sharing information.
When dealing with different stakeholders including those of a different cultural background, it is important to understand the importance of good communication.
I have worked with individuals who require constant communication. Otherwise, they could end up doing the wrong thing. With developers, you must talk to them regularly to make sure they are accomplishing what is expected of them and that they’re not going off-scope.
Strategies for improving communication
Develop a communication plan
Create a comprehensive communication plan that outlines the name, communication channel (email, instant messaging), how often (frequency), their role and responsibilities and what is expected, i.e. report, status update, etc.
Below is an example you could use
| Name | Title | Role | Expectations | Priority |
You can also incorporate a RACI into your project. RACI means Responsible, Accountable, Consulted and Informed.
Similar to a communication plan, a RACI is a matrix that determines the effort and expectations of each member or department within a project.
For example: In the design phase, the designers are going to be responsible for the work. The project and product managers are accountable, and senior managers are either accountable or consulted. Developers are likely to be consulted, but not accountable at this stage. The QA testers and marketers will be informed about the progress.
Leverage technology
Leverage communication tools such as Microsoft Teams and Slack. Use Microsoft To-do or your email software (Outlook, Gmail) and create reminders to speak with colleagues and stakeholders at certain times.
Practice active listening
Lead by example and set the tone for clear communication. It is difficult to overcome that mindset of ‘being a nuisance’, but you must be authoritative and precise when it comes to communication management in project management.
Make sure you follow up on a team member’s/stakeholders’ request. Let them know you are working on finding a solution.
Be the person they feel they can trust when it comes to a variety of issues. I always find it is good to talk about matters outside of work. It is almost reminding others that you are also human, and not a ‘machine’. Show you care and be humble and even take some time out of your day to help others, because that will also make want others to help you.
