How do you balance project communication?
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— The LinkedIn Team
Project communication is the exchange of information, ideas, feedback, and updates among the project stakeholders, such as the project manager, the team, the sponsor, the client, and the end users. Effective project communication is essential for ensuring that everyone is on the same page, that the project objectives are clear and aligned, that the risks and issues are identified and resolved, and that the project deliverables are met on time, on budget, and on scope. However, project communication can also be challenging, as different stakeholders may have different expectations, preferences, needs, and styles of communication. How do you balance project communication to achieve optimal results and satisfaction? Here are some tips and best practices to help you.
Assess the communication needs
The first step to balance project communication is to assess the communication needs of the project and the stakeholders. You can use a communication matrix or a stakeholder analysis tool to identify who needs what information, when, how, and why. This will help you plan and prioritize your communication activities and avoid overloading or under-informing your stakeholders. You can also use this information to tailor your communication style and tone to suit the audience and the context.
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Effective project communication hinges on a clear understanding of stakeholders' information needs. By using tools like communication matrices and stakeholder analyses, you can pinpoint who requires specific details, when, and why. This tailored approach prevents information overload or gaps, enabling you to adjust your communication style and tone for optimal engagement and project success.
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Communication matrix is important to use as standard guidelines after assessing the communication needs with all related stakeholders. However effective implementation to follow this matrix is more important to establish a good communication. Apart from the matrix a regular updates to stakeholders, keeping them informed without overwhelming and adjusting the frequency of communication based on project phases will definitely lead the project into a success.
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Choose the right communication methods
The second step to balance project communication is to choose the right communication methods for each situation and purpose. There are many communication methods available, such as email, phone, video conferencing, instant messaging, face-to-face meetings, reports, presentations, dashboards, newsletters, and so on. Each method has its advantages and disadvantages, depending on the level of detail, urgency, formality, interactivity, and feedback required. You should consider the communication objectives, the stakeholder preferences, the project constraints, and the potential risks and challenges when selecting the communication methods.
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Individuals interact with data and communication sources differently also. One person may prefer to read, another to listen and a third to see visual presentations. Try to mix this the best possible way.
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Communication is the lifeline to any project, serving as the backbone that holds together all aspects of successful execution. Effective and efficient communication is paramount for team members to understand their roles, responsibilities, and deadlines. It ensures that information is shared in a timely manner, preventing costly delays and bottlenecks. Without proper communication protocols in place, misunderstandings can arise, leading to conflicts or missed deliverables. Timely updates and transparent reporting are essential. In conclusion, strong communication skills are paramount for every professional involved in project management as it facilitates seamless coordination among team members and enhances overall project success rates
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Follow the communication plan
The third step to balance project communication is to follow the communication plan that you have developed based on the communication needs and methods. The communication plan is a document that outlines the communication goals, strategies, roles, responsibilities, frequency, channels, formats, and standards for the project. It also defines how the communication performance will be measured and improved. The communication plan serves as a guide and a reference for ensuring consistent and effective project communication throughout the project lifecycle. You should review and update the communication plan regularly to reflect any changes or issues that may arise.
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I've been using the same communication plan template for years. It's easy to update for your specific project and ensures you stay on message and on track with communications. https://victorialeech.com/blog/how-to-write-a-communications-plan
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It is necessary to have a project communication outine before proejct KO, with a clear flow chart explaning a definite pattern of infromation flow for each stage of the project, such as financial information flow, technical information flow etc.
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Communicate clearly and concisely
The fourth step to balance project communication is to communicate clearly and concisely with your stakeholders. This means using simple and precise language, avoiding jargon and ambiguity, providing relevant and accurate information, highlighting the key points and actions, and using visual aids and examples when possible. You should also check your spelling, grammar, and tone before sending or presenting any communication. Communicating clearly and concisely will help you avoid misunderstandings, confusion, errors, and conflicts that may affect the project performance and relationship.
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Communicating concisely is a learned skill. In Journalism school you are taught to write in an inverted pyramid style - the most important information first. When communicating concisely, ask yourself, what if the recipient only receives the first paragraph? Is the idea or action completely communicated in that one paragraph? And subsequently, communicate in a fashion that says my recipient may only get through the current sentence. Helps you prioritize your thoughts and keep the most important information first.
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My experience has taught me to be mindful of the timeliness and frequency of communication, as it can make or break the success of a project. I'm a firm believer that frequent and shorter updates are tend to be more effective and keeping all the stakeholders on the same page.
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Listen actively and empathetically
The fifth step to balance project communication is to listen actively and empathetically to your stakeholders. This means paying attention to what they are saying, asking questions to clarify and confirm, summarizing and paraphrasing to show understanding, acknowledging their feelings and perspectives, and providing constructive feedback and support. Listening actively and empathetically will help you build trust and rapport with your stakeholders, identify their needs and expectations, address their concerns and issues, and resolve any conflicts or disputes that may arise.
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Take also lessons learned seriously. Perform such documentation for your projects and read them for extracting feedback to always improve communication etc for future.
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Asking questions to clarify and confirm is a critical communication method especially during a project discovery stage with the customers. Do not make assumptions as not every project is the same as the ability to capture and communicate requirements discussed not only build trust but also ensures the success of the next stage of the project.
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Adapt and improve
The sixth and final step to balance project communication is to adapt and improve your communication skills and practices based on the feedback and results you receive. You should monitor and evaluate the effectiveness and efficiency of your communication activities, using quantitative and qualitative indicators, such as the communication satisfaction, the communication quality, the communication frequency, the communication timeliness, and the communication outcomes. You should also seek and welcome feedback from your stakeholders, using surveys, interviews, focus groups, or other methods. You should then use the feedback and results to identify the strengths and weaknesses of your communication, and to implement changes and improvements as needed.
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One thing I've found helpful is to use RACI to put in context who is responsible for the works/activities, who is accountable, who is in control, and who are needed the specific information. Each stakeholder use their preferred communication methods to get the job done, or to achieve their interests. Phone call, e/mail, whatsapp, formal meeting, coffee shop meeting, etc.
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Always build rapport with the team, plan the cadence, and follow the communication plan. Be approachable for anyone in the team. motivate the team for having effective communication, build the transparency within the team.
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Here’s what else to consider
This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?
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Considering today's global and diverse work environments, including a brief section on how to balance communication among stakeholders from different cultural backgrounds could be valuable. Cultural nuances can significantly impact communication effectiveness.
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1) Understand the desired changes 2) Assess who will be affected (+/-) by the intended change inluding their level of influence 3) Plan tailored communication strategy 4) Make sure every concerned ones are well informed 5) Have a follow up communication
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