Role of Communication in Projects

Great communicators have been some of the most successful project managers ever! Although most of the project managers are fiercely focused and target-oriented, not everybody is aware of the fact that good communication is synonymous with successful projects. Communication skill in project management is a pivotal factor in effectively initiating and mobilizing a project. It is a skill that has never been perfected and requires continuous polish.

In general, project teams comprise of a diverse set of professionals. However, they are typically thrust together to deliver unique and bespoke benefits to the organization. Therefore project managers should employ effective communication for defining and implementing various project plans. The communication specifics, including the frequency and method, can vary from project to project. Managers can realize the goals of a plan only by understanding the exact purpose of project-management communication.

Here are a few aspects that an effective project-communication plan defines:

  1. Setting Project Expectations

    Having a project-communication plan in place sets the pattern in which communication should occur. A project manager is the one who sets the tone for all the project-related communication. This provides a hold on the project and ensures that the necessary information is communicated to all the stakeholders. It also sets a standard for the project resources to communicate, including memos, meeting, phone calls as well as e-mails. Scheduling weekly meetings keep the project resources updated with the latest progress.
  2. Consistency in Project Processes

    A strong communication plan is required to attain and sustain consistency within various project processes. It is also important for the participants to effectively communicate project developments and changes to other resources as well as the stakeholders to establish a fair and flawless project flow. Not keeping the stakeholders updated on the latest changes might invite delays and risk in the project.
  3. Augmented Productivity

    Consistent communication among project resources ensures that all of them remain productive throughout the project cycle. Keeping employees in the loop during the discussion of every step of the project helps them in better understanding their responsibilities and know what is expected from them. This also provides the project resources with the necessary inputs to ensure continuous progress, thereby preventing frequent halts due to lack of information.
  4. Anticipated Project Outcome

    Reliable communication is required from a project manager to lead a project team towards success. This involves apposite communication with the stakeholders foregoing which, might lead to project failure. Clear communication is essential to identify what a stakeholder expects from a particular project. For instance, while developing a specific software program for a particular client, communication is imperative to analyze the needs and the manner in which your client wants the software program to work. Persistent communication assures successful project completion as the product developed here meets all the expectations of the stakeholders.

Conclusion

Leadership and communication always go hand-in-hand. Effective project communication involves addressing real project challenges, evaluating inter-team issues, and resolving the sponsors’ concerns without compromising on project quality. In other words, successful communication is the ability to confront and resolve the problems faced by the sponsoring organization.

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References:

  • http://www.pmi.org/~/media/PDF/Business-Solutions/The-High-Cost-Low-Performance-The-Essential-Role-of-Communications.ashx
  • http://www.successful-project-management.com/project-management-communication.html

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