Importance of Communication
Continuing to develop the theme of the previous entry, on Communication and project management. Communication has become indispensable to achieve success in projects and the organization of companies. It is, therefore, necessary and extremely important to reflect and plan on how is the best way to communicate in the field of project management and organization of the company. Communicate, is an important part of our day to day and we should pay the attention it deserves. A project manager invests most of his time communicating with all stakeholders or stakeholders of the project:
- The members of the work team.
- The clients of the project.
- The users.
- The managers of the organization to which it belongs.
- The co-workers. This communication is made with different purposes:
- Reporting the status of the project.
- Assigning work to the team.
- Obtaining information on the execution of the project.
Communication in project management
Different dimensions of communication in project management:
- Internal, with the work team of the project.
- External with the client, the users and the suppliers of the project.
- Formal, through reports, presentations, and documents.
- Informal, through emails and corridor or telephone conversations.
- Vertical, towards the different levels of the structure of the organization.
- Horizontal, between colleagues in an area or work team.
- Official, communication with official organisms or internal company.
- Unofficial, communication with colleagues and collaborators.
- Written, it includes all type of writings of the project.
- Oral includes all unwritten communication about the project.
- Verbal, through the use of spoken language. In teams where different languages or idioms are used, it is convenient to pay close attention so that misinterpretations do not occur.
- Non-Verbal, communication that includes body language before an interlocutor. We must take into account, attitude, posture, gestures, behavior, distractions, and these can come to represent a barrier when communicating.
Improve Communication in project management
Plan the management of Communication. In no project can we stop planning communication management. It is necessary to limit the improvisation to the maximum to avoid the risk of saying what is not due. We must be clear about what we want to transmit, when to do it, how to do it, what support we are going to use and, above all, who will be our interlocutors.
- Using simple language. This is very important in a highly specialized environment, especially in communications with users. We have to communicate thinking about who receives the message, not the one who issues it. Many times we tend to use a language that we only understand in our field of work.
- Encourage feedback with the receiver. This point allows us to reinforce the understanding of the message. We have to make sure that our interlocutor has understood what we want to convey.
- Define multiple communication channels. We have to determine which are the main lines of communication in our project, formalize them and control them permanently.
- Determine the sensitivity of the receiver with respect to the information to be transmitted.
- In face-to-face communications, it is important to pay attention to the receiver’s body language. This will give us clues if the information is being received correctly.
- Communicate at the right time, and with the correct format and means.
- Reinforce words with actions. We must reinforce our message with clear actions that do not lead to misunderstandings.
- Active listening. We have to listen and understand communication from the point of view of who originates the message.