From the course: Project Management Foundations

Techniques for communicating effectively

From the course: Project Management Foundations

Techniques for communicating effectively

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- As a project manager, you communicate with people at all levels of the organization, from the customer and management team to the people who do project work. Communication isn't telling someone something, it's about getting a message across so the other person understands it and does something about it. Good communication skills are key. With them, you and your team will get more and better work done. First, tell your audience why they should pay attention. Second, get to the point. That way you'll make your point before they lose interest. Third, tailor your message to your audience. What's relevant to them? Use terms they understand. I managed a project where the client wanted a lot and they wanted it quickly. The team was overworked and exhausted. At meetings, management focused on projected sales and revenue from the project. Team members just slumped in their chairs because all they heard was, "We want you to do even more work." When I talked to the team, I focused on how the project would benefit them. They perked up hearing that, and we did make the project a success. Fourth, be positive and proactive. If you have to discuss a problem, describe what it is, and then explain your plan to handle it. Here's some other tips for improving communication. Listening is as important as talking. When you're the audience, pay attention. No cell phones, no text messages, no emails. I know it's tough, but it's worth practicing. You'll get a lot more done. Watch for unspoken communication. Think body language and facial expressions. On the phone, listen for intonations in someone's voice. When you have difficult, delicate, or crucial messages, choose face-to-face meetings. That way everyone can receive spoken and unspoken messages. Keep an open mind. Conversations or meetings are a waste if you aren't going to listen to what other people say. Paraphrase what you've heard, or ask the other person to do that. By putting information in your own words, you demonstrate that you do understand and give the other person a chance to correct you if necessary. Finally, use email effectively. Take time to write a clear message. It will actually save time by reducing back and forth email volleys. Make subject lines meaningful. If you're asking for action and have a deadline, put them right in the subject. Start with the point. Start with what you want and what's important and then backfill with the detail. A good email is like a newspaper article, you get the key info right up front. Before you click send, don't forget to proofread your messages. Spelling or editing mistakes and grammatical errors can radically change the meaning of a message. Confirm that your emails arrive. If you don't get a response, follow up with an email, call, or visit. Finally, be careful with humor. It doesn't work so well in email. Use it only with people you know well, and let them know you're doing it. For practice, put together communication guidelines you might give to your project team.

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