Project managers have an important role in ensuring all project deliverables are completed within a given time frame and with maximum efficiency. But as a project manager, you don’t do any of this alone; you lead a whole team and designate tasks to make sure all aspects of the project are dealt with in the best ways possible.
Needless to say, it’ll be impossible to get anything done without effective communication. As a project manager, you must always stay on top of things, and great communication is the only way to do this.
Here are a few tips that should help with your upcoming project.
Set Clear Communication Pathways and Expectations
The first step of effective communication is making and establishing a well-designed communication plan. This will help keep everyone on the same page, and it will help you communicate effectively.
Here’s what your plan should look like:
- Outline a communication hierarchy and include all parties involved.
- Identify communication methods including plans B, and C in case one communication method is down.
- Finalize frequency of the communication, for example, one bi-weekly in-person meeting and two check-in emails every week.
- Highlight areas that should be addressed in meetings.
- Outline emergency communication protocol in case of any sudden discrepancies in the project.
The purpose of this plan should be to let people know what to expect from the project and from you as a project manager.
Be Efficient When Setting Up Meetings
Team meetings are a significant part of project management, but they can easily harm your team’s progress and productivity. Many project managers fail to understand this, but many in-person meetings can also be team-wide emails.
Every time you think about calling a meeting, ask yourself one essential question, i.e., does the agenda revolve around an announcement or a discussion? If you’re just calling a meeting to make an announcement, send an email instead.
On the other hand, if you need to discuss some important aspects of the project, like delayed workflows or other improvements that could be made, call a meeting instead.
Make Communication a Two-Way Process
Effective communication is when every party gets a chance to speak. The best project managers make sure that every member of their team feels valued and confident enough to speak up when they need to.
So, make sure you always have two-way communication patterns where you can give your team feedback, but they can also pitch in and play an active role in making the project a success.
If you’d like to learn more about efficient project management, consider taking our project management basics course. We also have project management online training courses that you can check out.
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