7 Simple Ways to Improve Project Communication
July 22nd, 2010You’ve heard it over and over again: one of the biggest project management problems is poor communication. How can something so basic and obvious be so difficult to overcome? It’s true, the road to improved communication may be a difficult one, but it is not impossible! Here are a few simple ways to improve project communication on a day-to-day basis. Review this list every once and a while to remind yourself that even small adjustments can make a big difference:
- Be available. Let team members know you are available and invite feedback and questions. Suggest the best time or way to reach you, or set aside particular times for them. Letting people know their opinions and thoughts are welcome is key.
- Ask the right questions. Learn how to form questions that will guide work and bring clarity. It is easy to write questions that you understand, but remember that others may not have all the information, visibility or insight that you do. A poorly constructed question can add confusion or create misunderstandings.
- Interpret and clarify policies and procedures and follow up with your team members or clients so that everyone is on the same page. Misunderstandings in these areas can greatly contribute to project management snags.
- Be thoughtful and responsive to project team members and employees at all levels.
- Use appropriate mediums, and use them well. Establish one primary communication method in your office - perhaps email - and stick to that as best you can. Consistency is very helpful and keeps things better organized. For clients, ask them what their preferred method is.
- Send information that can be easily used and interpreted, not just straight data (unless it is truly useful or necessary to do so).
- Take your time. While many of us are always in a rush, plunking out speedy messages on our iPhones as we dash between meetings isn’t the best way to communicate. Between typos and hurried requests that inspire a league of questions, you’re bound to come upon a misunderstanding. If you really don’t have time and need to respond right away, mention in your message that you will follow up shortly with more detailed information.
In short, good communication is providing the right information at the right time in the right amount to the right person. Easy, right? What are your tips for improving project communication? Share them in the comments!





