The Art of Project Management Communication

August 15, 2023

Project Management

5 Steps for Driving Successful Outcomes

Communication is the lifeblood of any project. It ensures that everyone is on the same page, that expectations are clear, and that problems are solved quickly. However, communication is not always accessible or successful. It requires planning, skills, and tools to make it work.

This article will share five steps to improve project management communication and achieve successful outcomes.

Step 1: Identify Your Stakeholders and Their Needs

The first step in any communication plan is identifying whom you must communicate with and what they need to know. Stakeholders are anyone interested in or influenced by your project, such as team members, sponsors, clients, users, suppliers, etc.

Each stakeholder group may have different needs, preferences, and expectations for communication. For example, some may want frequent updates, while others only need high-level summaries. Some may prefer email, while others may prefer phone calls or meetings. Some may need technical details, while others may need business benefits.

Step 2: Establish Your Communication Goals and Objectives

The next step is to define what you want to achieve with your communication. Communication goals and objectives are your communication efforts’ desired outcomes or results. They should be SMART: Specific, Measurable, Achievable, Relevant, and Time-bound.

Some examples of communication goals and objectives are:

• To increase stakeholder satisfaction by 20% by the end of the project.
• To reduce the number of change requests by 50% by the end of the project.
• Ensure that all team members know their roles and responsibilities by the end of the first week.
• To provide weekly status reports to the sponsor and the client by every Friday.

By setting clear and realistic communication goals and objectives, you can focus your communication efforts on what matters most and measure your progress and success.

Step 3: Choose Your Communication Methods and Channels

The third step is to decide how you will communicate with your stakeholders. Communication methods and channels are the ways and means of delivering your messages. They can be divided into two categories: synchronous and asynchronous.

Synchronous communication methods and channels require real-time interaction between the sender and the receiver, such as phone calls, video calls, meetings, etc. They help discuss complex or urgent issues, resolve conflicts, build rapport, or brainstorm ideas.

Asynchronous communication methods and channels do not require real-time interaction between the sender and the receiver, such as email, chat, message boards, documents, etc. They help share information without immediate feedback, document decisions or actions, provide updates or reports, or collaborate on tasks.

Depending on your communication goals and objectives, stakeholder needs, project scope and complexity, budget and resources, you can choose the most appropriate communication methods and channels for your project. You can also use online collaboration tools to facilitate your communication process.

Step 4: Implement Your Communication Plan

The fourth step is to execute your communication plan according to your schedule and frequency. This means sending out your messages promptly and consistently, using the chosen methods and channels. It also means following up on your messages to ensure they have been received, understood, and acted upon.

To implement your communication plan effectively, you need to:

• Be clear: Use simple and concise language to convey your messages. Avoid jargon or technical terms that may confuse or alienate your audience. Use visuals or examples to illustrate your points.
• Be purposeful: Communicate with a clear intention and goal in mind. Know what you want to say, why you want to say it, and what you want your audience to do with it.
• Be active: Listen attentively to your audience’s feedback or questions. Respond promptly and respectfully. Seek clarification or confirmation if needed.
• Be transparent: Share relevant information openly and honestly with your stakeholders. Do not hide or withhold information that may affect the project’s success. Admit mistakes or failures and take corrective actions.
• Be inclusive: Invite input and participation from all stakeholders. Respect their opinions and perspectives. Acknowledge their contributions and achievements.

Step 5: Evaluate Your Communication Effectiveness

The fifth step is to monitor and measure your communication effectiveness against your goals and objectives. This means collecting data and feedback from your stakeholders on how well they are informed, engaged, satisfied, or influenced by your communication efforts.

You can use tools like surveys, interviews, focus groups, metrics, or analytics to evaluate your communication effectiveness. These tools help you gather quantitative and qualitative data on your communication performance and impact.

Based on the data and feedback, you can identify the strengths and weaknesses of your communication plan and make adjustments or improvements as needed. You can also celebrate your communication successes and share your best practices or lessons learned with others.

Conclusion

Communication is a vital skill for any project manager. Following these five steps, you can create and execute a communication plan that drives successful outcomes for your project and stakeholders.

Remember to:

1. Identify your stakeholders and their needs.
2. Establish your communication goals and objectives.
3. Choose your communication methods and channels.
4. Implement your communication plan.
5. Evaluate your communication effectiveness.

By doing so, you can communicate with clarity, purpose, and confidence, leading your project to success.