There is no doubt that communication is essential for any successful project. Communication is one of the most important, if not the single most important, skills in the arsenal of a project manager.
The lack of efficient communication will quickly hinder a project, and for this reason, a project manager’s priority is to ensure trustworthy communication within the team, and between him and the team.
We will discuss how to achieve better communications for your project, and establish a highly positive working environment for your team.
1. Use Apps to Communicate
There are hundreds of project management software available on the Internet: to organize, track time, set tasks, priorities etc. If you’r interested in PM software, we recommend you check our Top 15 PM Web Applications. Using these software is definitively a good addition to your project communication.
You can also consider using tools such as Google Docs for creating customized documents online. Using Google Docs means all team members can participate in creating and sharing documents.
2. Be Accessible and Cooperative
As a project manager, it is your task to give direction throughout the whole project, be there for your team members and make sure they are motivated. However, good communication is much more than giving directions and telling your team members what is expected.
You must be there to actively encourage communication, be there for your team members to provide help and advice. Be accessible, cooperative and visible. Show interest in all aspects of the project, not just the ones concerning your leadership.
Staying in touch with all the challenges is central to good communication. Don’t hesitate to talk with your team members, even when everything is in order.
3. Be Open to Proposals
A critical trait of a good project manager is openness to different ideas and proposals. As a leader, you must show genuine willingness to listen to your team members, as well as superiors, and take into consideration all constructive proposals.
Not only that, you should also encourage an active dialogue within your team, especially regarding new ideas that could serve to improve the project.
This way you raise the overall communication level in your team. The benefits are going to be immediate and will reflect on the effectiveness of your team.
4. Visualize Your Goals
How you communicate project goals with the rest of the team sends a message about your dedication to the project and your communication skills.
Knowing this, it is very important that the goals you have set are clear to all team members. Visually represent the key steps towards ensuring that everyone properly understands the objectives.
A good visual presentation will focus on priorities. Make sure that everyone understands these priorities. Use graphics and statistics as a means to motivate your team members and create a positive working atmosphere.
It also must be stated that the team must have a clear vision of the end result.
5. Inform the Stakeholders
Communication with your stakeholders is certainly not to be overlooked. It is very important to keep your stakeholders informed about all aspects of the project. This includes potential issues, current problems, and dilemmas you might have regarding the project.
You should also communicate your concerns to stakeholders. However, communication with stakeholders might present a problem, especially if the project is large and there’re many parties involved.
You need to outline your communication strategy and adapt to circumstances. Stakeholders might have different expectations and different ways of communicating. So adapt to ensure effective and smooth communication.
6. Stay in Touch With The Audience
Nothing is more important for your project than staying in touch with your target audience. How you will communicate with the audience will depend on the type of project in question. You should keep in mind that it is essential to keep the audience and other parties involved informed about the status of the project and its progress.
Consider using interactive tools such as animations, 3D visuals and videos. It is also a good idea to keep a strong presence on social media networks. Engage your audience by actively encouraging them to participate in the project.
7. Organize Presentations and Conferences
Presentations and conferences are a direct and active communication method. They are important for maintaining regular communication within your team. Make sure it is a positive atmosphere and that everyone actively participates in the discussion. Furthermore, conferences are important when you want to discuss changes to strategies or goals. When communicating with stakeholders, you should consider organizing face-to-face meetings. If that is not possible, video conferences or webinars.
8. Your Presence Is Key
Being there all the time demonstrates your dedication to the project. This means being completely involved: physical, mental and emotional – be a good listener, consistently patient and understanding.
In the End…
Don’t forget that as a project manager, you must inspire.