Why has it not come to the conclusion that I had imagined? Who worked on this task? Why was I not informed?
Who does not communicate reliably in project work, gets to these questions at some point. Communication is a key figure while working on projects. Many people with excellent expertise and special skills work together towards a common goal. To fully benefit from these synergies you should do one thing - communicate.
The project manager is responsible for a proper communication during the project. Communication is particularly important for himself. He needs to keep an eye on progresses, delays, risks and critical points and if necessary, initiate countermeasures. He has to be answerable for the success or failure of the project.
In our project coachings we convey communication as a central pillar of a project. By following a few basics you can see the progress very soon:
- Kick-off-meeting: This meeting will help to start a new project and to get to know all contributors and participants. Employees can exchange in advance of the real work. The project manager can present the project in detail, respond to questions and lay the foundations for a successful cooperation. We also recommend to address the principles of communication directly to all participants. Have you, for example, an "Open Door Policy" or do you want to comply with prescribed deadlines? Talk about this with your project team. A clear guideline makes working simpler!
- Do not write emails for everything: Email is often used. It is quick and easy. If however, communicating is only done by e-mail, the personal aspect is lost and sometimes even information. E-mails are often skimmed over or moved directly and are no longer considered. Short instructions, updates and less relevant issues can and should be communicated by e-mail. For more complex tasks, and changes of the project, personal conversations or meetings should be held.
- Team meetings: At the beginning of the project, establish regular team meetings. You do not always have to meet with the entire project team. Concentrate on work packages, departments or individual teams and exchange ideas and experience in the group. For this we recommend to set an agenda in which the employees submit relevant topics about which they would like to talk. This ensures that nothing will be forgotten. A culture of open communication will also help your employees to discuss delicate issues.
- Feedback: Ask about the progress of each task regularly. This signalizes interest in the work of your colleagues. You can also intervene in time, in case something goes in the wrong direction. Always give feedback. This can be positive or negative. In case of negative feedback make sure that you remain objective and offer to show your employee how you would approach it differently. Also do not stint with praise when something has been done well.
- Minutes of meeting: For each meeting, minutes should be made. What will be discussed? What happens next? Who takes care of which task? In a protocol these issues are recorded and made verifiable. Employees who could not attend, can check the logs on the current progress.
The project communication contributes significantly to the success of a project and should not be underestimated. It is mainly a question of making the communication within the project for all participants transparent and efficient. These points will help you to establish a successful communication.