Communication Tips for Project Managers
Communication in project management is such a critical topic that one could argue it is the crux of all success in our line of work. In fact, I frequently say project communication is the glue that holds all other PM knowledge areas together! Completing projects on time and on budget begins and ends with communication.
Part of what makes communication so difficult is that as a project manager, you typically have to communicate with a wide variety of people, with a wide variety of communication styles, for a wide variety of reasons. Below are some guidelines that can help you navigate communication with your team and stakeholders.
Before communicating, ask yourself questions
When you are in a position of needing to communicate with someone concerning your project, stop to ask yourself:
Who am I trying to communicate with?
Is this a peer, a manager, an employee, or a stakeholder? Of course, you always want to show respect to the person regardless of their ranking in your organization or whether they are a client, but there may be different levels of formality you should be aware of. Professionalism in communicating is also always expected, but it is nice to be able to relax a little with a peer. Communication is key to building relationships. Save your formality for when it matters most.
What form of communication is best?
Depending on who you are communicating with and the topic, decide the best way to get the information where you need it. Sometimes, you may need more than one channel to ensure that your message is clearly understood. Perhaps you want to have documentation, but you also think a face-to-face talk would go over best initially. Try drafting your follow-up message first, so you have an outline of the important things you need to say, then schedule a meeting. After you edit your follow-up message to align with what you ended up discussing in your meeting, send the follow-up message on the platform where it will be best saved and documented. Take advantage of the tools at your disposal while catering to the needs of the recipient and the situation. Bear in mind that you have to manage a project which, in many cases, demands documentation.
What is my end goal in this interaction?
In every interaction, you will want to ask yourself, “What am I hoping to accomplish with this communication?” Are you wanting to get feedback? Are you asking for something like more resources or time? Do you simply want to keep the recipient up to date on the project? Make sure your intentions are crystal clear, or you will both leave the interaction feeling frustrated or confused. Making sure you know what your purpose is, and conveying that to whomever you are communicating with, will save a lot of time and energy preventing follow-up conversations to clarify intentions.
Have I found common ground?
Establishing a common language and standardized methods for assessing and determining the success or failure of initiatives is vital. Such consistency empowers the whole team to make informed decisions about whether to halt a project, allocate additional resources, or implement necessary changes.
Check out my interview below from the Rocky Mountain PMI Symposium, where I share a few tips about active listening, caring, and letting go of the need to control.
Project managers should communicate with respect
Be kind, empathetic, and patient, but also assertive. There are many communication styles you will encounter. Some people you interact with will be quiet and passive, which can be frustrating when you feel like they are just trying to make you happy or not rock the boat instead of giving you the information you need. Other communication styles can be pushy or too direct and abrupt. While they definitely get their message across, dealing with these types of communicators can be draining or feel like a battle. Respect in communicating lands somewhere in the middle.
Being assertive doesn’t mean you have to be rude or abrupt. Combine directness in relaying important information with actively listening to the other person’s concerns and input. You can achieve respectful and effective collaboration, which is the best outcome of good communication. Always remember, whether good news or bad news, PMs are just the messenger, and nothing should be taken emotionally or personally. Also, keep in mind that all of this should be in a communications plan listing out the different types of communication and to whom, how, frequency, when, etc.
Also, read my article, 3 Human-centric Skills to Foster Teamwork in PMOs—it is incredible what humans can accomplish when we work together. Lastly, I offer coaching and training in communication tactics; together, let’s optimize projects and teamwork.