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How to Effectively Communicate With Your Project Team
November 7, 2009 | Author: PM Hut | Filed under: Communications Management
How to Effectively Communicate With Your Project Team
By Anna Korlyakova
Communication is the cornerstone of effective project management. The most difficult portion of a project often is effective communication to team members. The more people involved in project, the more complex communication tasks become.
Daily Communications Tools
Meetings
In project-based companies, the use of daily, weekly and monthly meetings is a common practice. This methodology is implemented in software development, as well as in sales and marketing workflows. As projects sometimes require immediate feedback, consistent meetings are very useful. Daily meetings are usually focused on critical tasks for the project that needs immediate attention.
Secondary tasks that do not require daily meetings can be addressed in weekly or monthly meetings.
Email is an obvious way to quickly communicate back and forth with team members. Individual tasks and reports can easily be sent and received to one or many project participants. Using email to communicate helps to keep information flowing between all members of a project.
Project Dashboard
A simple graphic representation of the current project status gives all project stakeholders a quick and easy to understand visual assessment of the project. In less than a minute, stakeholders are able to view project data that are not as easy to visualize in paper reports.
Do’s and Don’ts of Communicating With Your Project Team
Do’s
- Communicate with project team on regular basis.
- Use Email and visual dashboards to prepare to meetings. This will make meetings shorter.
- Write emails about one topic and with only one document attached.
- Ensure that the meeting participants are those working on relevant tasks.
- Present information in a clear and concise manner.
- Use email for effective time management.
- Ensure communication is two-way.
Don’ts
- Don’t utilize daily project meetings to micro-manage the team.
- Don’t attach multiple documents in a single email.
- Don’t leave messages without response.
Anna Korlyakova is the Marketing Manager of CS Odessa.
Computer Systems Odessa is a leading software development company that builds critical business tools for the desktop. CS Odessa is the maker of Concept Draw, a set of highly functional cross-platform productivity tools.
Related Articles
- How To Effectively Delegate
- How to Manage Absence Effectively?
- Delegation - 8 Tips To Help You Hand Off Projects And Tasks Effectively
- Successfully Interviewing Your Project Customer and Gathering Project Requirements - Part XIV - Guidelines To Communicate Recommendations Effectively
- Come on you Senior Managers. Play your Project Roles Effectively
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3 people have left comments
Effective communication with your project team is dependent on your team believing that you’ve got their best interests at heart and that not only are you looking after the project but you’re also looking after them.
Hi Anna,
Good post. Your readers might also be interested in a blog about project management kick-off meetings we wrote. http://pm.blogs.com/the_project_management_bl/2009/11/engaging-the-teamproject-management-kickoff-meetings.html.
I liked your comment about one thing to discuss and one document attached. How easy it is to get lost in the details and totally lose track of your meeting.
Laura
Hello Everyone,
The article mentioned above is very good. But the one important thing for effective communication in project team member is to win there trust they should trust u by hear and in return they also want trust from ur side, so before using e-mail service and all sorts of aids the project manager must meet meeting members informally or formally just to make them sure that they can do trust on him.
Thankyou!!!
From:
Kunal Sharma
(Student)
Project Engineering and Management
NICMAR, Pune
India