Communication is key to any project’s success. It helps collaboration, avoids misunderstandings, and makes sure everyone is on the same page.
The Project Management Institute’s studies have found that lack of communication is the number one reason for project failure. Communication only works when the project manager uses good communication techniques to communicate effectively.
These techniques allow a project manager to get more out of every conversation and have team members and stakeholders working towards the same goal.
So, what are the communication techniques? Read on:
Understanding Effective Communication
Effective communication is the foundation of any successful relationship, whether personal or professional. It involves the exchange of information, ideas, and feelings between individuals or groups, and is essential for building trust, resolving conflicts, and achieving common goals. Effective communication and interpersonal skills are not innate but can be learned and developed through practice, self-awareness, and a willingness to adapt. By understanding the principles of effective communication, individuals can improve their relationships, achieve greater success in their personal and professional lives, and become better listeners and communicators.
For more information on how to use effective communication to build better relationships with vendors, read our article “Building Strong Vendor Relationships: Tips for Effective Vendor Management”.
What are Effective Communication Skills?
These are the channels, processes or mediums used to convey, share, or exchange information, feelings, and thoughts between two or more people to get desired outcomes.
Project managers must maintain good standards of these communication and active listening techniques today to have a good company image and goodwill with its stakeholders. Becoming a better listener is crucial for effective communication, as it helps in engaging conversations, improving productivity, and reducing conflicts.
What are Communication Techniques?
Project managers use different communication and active listening techniques, depending on the information, situation, and audience. They can be grouped into three: Active listening skills are essential techniques that enhance communication and interpersonal relationships.
1. Push Communication
Project managers use this technique when sending information that doesn’t require an immediate response. Newsletters, emails, and project outlines are good examples of push communication.
But project managers must not use push communication as their primary mode of communication as it comes across as neglectful and impersonal to the team members and stakeholders.
It would be good to use this form of communication monthly or weekly or when sending bulk information to clients and combine it with other forms of communication like interactive and pull communication techniques.
2. Interactive Communication
This type of communication is used when sharing critical information and requires an immediate response. In fact, it’s the best way to share project updates especially when third parties like suppliers or vendors are involved.
Project managers should practice active listening and use it when talking to clients to understand their needs better. Active listening helps in facilitating effective communication by avoiding misunderstandings and conflict. Phone calls, in-person meetings, and video conferences are good examples of interactive communication.
3. Pull Communication
Project managers use this technique when sharing information with third parties who want to know more about the project. It could be investors who want to access information about the project anytime or the project manager who wants to share information with contractors and shareholders.
Since it’s not as interactive as in-person meetings, project managers must be transparent and show trust to the team members and stakeholders. Websites and apps are good pull communication techniques.
Communication requires using the three communication techniques but project managers must use them wisely. Push communication is for bulk information, interactive communication for immediate response and pull communication for accessibility to project information.
How to Use Communication Techniques
Communicate Clearly
Any form of communication takes time; so be clear and concise. Before typing that email, scheduling a meeting, or picking up a call, identify the purpose of communication, the audience, the desired outcome, and if you need to reference the conversation later.
Setting Up Communication Channels
Effective communication requires project managers to set up communication channels beforehand. This means identifying the communication technique for every audience and getting everyone on board.
For example, some team members prefer phone calls, others prefer emails while others prefer instant messaging platforms like Slack. It’s good to set up guidelines on how and when communication will happen.
Open Communication and Body Language
Open communication promotes collaboration and teamwork. So create a culture of open communication by encouraging team members to share their own ideas, ask questions, and raise concerns.
Active Listening
Project managers must focus on hearing the speaker and avoid distractions during conversations. Active listening means maintaining eye contact, open body language, and paying attention to verbal and non-verbal cues.
“Active listening technique prevents miscommunication and saves time because you don’t need to schedule another meeting or discussion to ask for clarification.
What are the 3 A's of active listening?
Listening involves conscious actions which involve three main skills: observing, attention, and adjustment. The ability is collectively called Triple-A listening. Positive attitudes allow openness. Do not assume a lecture is boring.
Open-ended Questions
For interactive communication, it’s good to include open-ended questions as an invitation to the conversation. They allow team members to elaborate and share their own thoughts while you listen to them.
Schedule Meetings
Scheduling meetings is key to communicating with your team members and stakeholders. Meetings allow team members to brainstorm, discuss progress, and identify roadblocks.
You can schedule the meeting ahead of time and notify the concerned parties so everyone can attend. Make sure to state the agenda and objectives of the forum and let all members participate in the discussion.
Feedback
Communication is a two-way channel; so project managers must set up feedback loops to make it effective. Feedback loops allow members to share valuable insights you can use to adjust and improve the project.
It’s also a good time to give honest and constructive feedback and let them know you actively listen to, understand and value their opinions.
Inclusive Language and Nonverbal Communication
When talking to your team members or stakeholders, you want to choose your words carefully. Whether you’re using push, pull, or interactive communication techniques, it’s good to use inclusive language.
We and us creates team spirit while referring to team members by their names shows respect.
Resolve Conflicts Quickly
Unresolved conflicts can delay a project; so address them as soon as they happen to prevent escalation.
Project managers can use conflict resolution techniques like mediation and involve relevant parties in finding solutions. Also, set up open communication channels so the work environment is conflict and friction-free.
Nonverbal Communication
Nonverbal communication, also known as body language, plays a significant role in effective communication. Facial expressions, eye contact, posture, tone of voice, and gestures all convey messages that can either support or contradict verbal communication. Positive body language, such as maintaining eye contact and using open and approachable gestures, can help build trust and rapport with others. On the other hand, negative body language, such as crossing arms or avoiding eye contact, can create barriers to effective communication. By being aware of nonverbal cues and using positive body language, individuals can communicate more effectively and build stronger relationships.
Learning how to incorporate effective communication into your project management toolbox can be difficult. If you need training on transitioning into a project management role, check out our course The Accidental Project Manager created specifically for new project managers.
Conclusion
Project managers can create a collaborative and informed environment by using these communication techniques and increase the chances of project success. You also want to communicate well by setting up communication channels, using inclusive language, and listening actively. Remember to tailor the communication technique to your audience and pay attention to their preference too.
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Frequently Asked Questions
Why is communication important in project management?
Communication is the foundation of project management. It ensures everyone is on the same page with the project goals, milestones, and tasks. Clear communication prevents misunderstandings, reduces errors, and creates an environment where everyone is informed and engaged.
What are the communication techniques for project managers?
Some communication techniques are:
Regular Meetings: Have daily or weekly catch-ups to keep everyone up to date and address any issues.
Clear Documentation: Keep records of project plans, changes and decisions.
Active Listening: Make sure everyone feels heard and valued by listening to their input and feedback.
Visual Aids: Use charts, graphs and other visuals to simplify complex information.
Feedback Mechanisms: Have regular feedback loops to improve communication and project processes.
How do project managers communicate with remote teams?
For remote teams, you need to use technology to your advantage. Use collaboration tools like Slack, Microsoft Teams or Zoom for real-time communication. Have regular video meetings to keep a personal connection and use project management software like Trello or Asana to keep everyone on the same page. Establish clear guidelines and expectations for communication to avoid confusion.
How do you communicate with stakeholders?
Stakeholder communication requires clarity, transparency and regular updates. Start by identifying the key stakeholders and their preferred communication channels. Provide consistent status reports and be proactive in sharing successes and challenges. Tailor your communication to the audience, so technical details are accessible to non-technical stakeholders.
What are the common communication barriers in project management and how do you overcome them?
Common barriers are:
Misunderstandings: Summarise key points and ask for feedback.
Cultural Differences: Be aware of and respect cultural differences that impact communication styles.
Language Barriers: Use simple language and visual aids to bridge the language gap.
Technological Issues: Make sure all team members have access and are comfortable using the tools.
How do you measure your communication?
Measure your communication through feedback surveys, regular catch-ups and by monitoring project progress and team engagement. Check if project milestones are met on time and if team members are clear on their tasks and responsibilities. Adjust your communication based on this feedback to improve continuously.
Can you give me examples of good communication in project management?
Yes! Examples are:
Kickoff Meetings: Have a kickoff meeting to ensure everyone knows the goals and roles.
Daily Stand-ups: Short daily meetings to address progress and blockers.
Project Dashboards: Use dashboards to provide a visual update of the project.
Open Door Policy: Have an open door policy where team members feel comfortable to share concerns or ideas anytime.
Why is feedback important in project management?
Feedback is key because it helps to identify areas to improve, ensures everyone is on the same page and creates a culture of continuous improvement. It allows project managers to adjust and makes team members feel heard and valued which can boost morale and productivity.
