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Communication For the Project Manager Part 1

March 18, 2008 | Author: PM Hut | Filed under: Communications Management, Project Lifecycle Phases, Project Stakeholder Management

Communication For the Project Manager Part 1 (#1 in the series Communication For the Project Manager)
By Phil de Kock

Some time ago a project sponsor requested guidance about the communication requirements during the project life-cycle. After giving the basics of good communication, he indicated that he really wants to know what messages one needs to communicate at specific stages of the project.

This prompted a realization that a framework for communication at specific stages of the project life-cycle would be useful. After the initial road shows to introduce a project, we tend to fall into a rut of communicating project progress as well as issues, paste a few posters on billboards and create the intranet website for the project (something that stays pretty static during implementation).

So how then should we communicate during the project cycle? What follows is the first in a two part article providing guidance in this regard:

Intent:

The intention to implement a new system should be communicated to stakeholders as soon as possible after a principle decision in this regard has been made. While this is seldom a detailed message it is the first step in preparing the environment for the envisaged project

Vision/End state and Alignment:

After project selection, it is necessary for the top management, and specifically the sponsor to communicate the envisaged end state for the project and the benefits that will be derived, as well as the mandate of the project team.

These aspects also need to be communicated continuously and consistently during the project life-cycle and the alignment to the strategic direction of the performing organization should be highlighted. This is one of the most important aspects related to effective communication, but often the most neglected by the sponsor, project manager and team. Continuous and consistent communication of the desired end state, creates a sense of security with stakeholders that the project is in good hands and support the creation of the right psychological climate for implementation.

Clarity about high level roles:

While role clarification at team level in the early stages of the project is important, this should also be done for key role players in the project (example the project sponsor). Communication of these roles does not only clarify what stakeholders could expect from these role players, but also commit these individuals publicly to their roles and responsibilities in the project life-cycle.

The next article in this series will deal with the communication of the process, progress and specifically practical ideas for making these interesting and understandable for the target population.

Phil de Kock is an organization and management consultant with a career span of more than 20 years in several disciplines, including finance and admin, quality, project management as well as human and organization development.

His career development from a very junior level as a finance cashier to managing partner of a medium sized consulting firm is backed by sound growth and development at an academic level. Philip consequently has obtained a masters degree in people and organization development and is currently reading for his PhD. He is the co author of several publications and received awards for his post graduate academic achievements.

In addition to being visiting lecturer in project management he also trained more than 250 students in the relevant discipline during 2006/7. In addition, he published about and presented public courses dealing with ROI of Training, HR Scorecards, and Metrics as well as Job and Competency Profiling.

He consulted to various companies, including Namdeb (De Beers Namibia), Deb Marine, Anglo Base Metals (Skorpion Zinc) as well as public sector organization such as the Health Professions and Ekurhuleni Metropolitan Council. His most recent work include lecturing on project management, leadership and Human Resources Management at the institutions that include the Centre for Learning, Training and Development (WITS University), Varsity College (ADVTECH Group Ltd) and Global Business School.

Phil runs a professional project management blog: Project Management For The Rest of Us.

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