According to the PMI research, communication breakdowns occur in one out of every three projects. According to new research, companies actually run the risk of losing $135 million for every $1 billion they spend on a project, and $75 million of that $135 million (or 56 percent) is at risk due to ineffective communications, highlighting the urgent need for businesses to address these issues at the enterprise level.
Every member of a team contributes to the project’s success. The Project Manager ensures that all the coordination steps are taken properly. They are responsible for timely collaboration and clear communication among the team and stakeholders. In the absence of communication, there may be redundancy, misunderstanding, misallocation, or unrealistic expectations. Let us examine the significance of communication in project management.
What is Communication in Project Management?
Communication refers to the exchange of information, ideas, and proposals that results in successful and efficient projects. It is a means of communicating project members’ desired outcomes as well as the expectations of their superiors and the organization. Communication plays a crucial role in quick project completion and ensuring quality outputs.
Importance of Effective Communication in Project Management
Effective communication with carefully chosen words has the ability to reach milestones, whereas inadequate communication may provide poor results, lowering the quality. The latter could develop as a result of the existence of resources with varying skill sets and requirements in a project. The inability to identify requirements or the inability of team members to grasp the demands will result in unintended consequences, resulting in discrepancy and failure of the entire project and team.
As project teams frequently include professionals with a wide range of backgrounds and talents, communication is essential for keeping each expert informed and on-task. Project managers spend a significant amount of time as leaders talking with their teams to ensure the project’s success.
While project managers prioritize communication, it is equally critical for other professionals to focus on strengthening their communication skills when working on a project. This may involve asking inquiries when they are confused about a project element or expressing an idea to help the project develop.
Types of Communication in Project Management
Most kinds of communication are divided into three categories by professionals: verbal, nonverbal, and written communication. Though all of these modes of communication are important, many professionals rely on verbal and written communication the most. Here are some effective methods of communication used by project management professionals.
- Surveys: Surveys are distributed by professionals to gather a consensus on a specific problem. When you want your team members to vote on a certain matter or when you require input from your team, consider using surveys. Surveys are usually preferred because they offer anonymity. This means you can solicit feedback from your team members without making them concerned about your reaction.
- Meetings: Meetings are a proven way of maintaining constant communication and updating the stakeholders. They also help in clearing all the doubts that may arise about the project. Starting projects with a meeting allows you to form your team of specialists and establish communication precedence. To be inclusive of all experts, consider holding meetings both in person and via video call.
- Phone calls: When you need a speedy response or your message is urgent, phone calls are an excellent mode of communication. Phone calls are usually preferred because they offer crisp and clear communication. Consider messaging the expert ahead of time to see if they have time for your call in order to lead productive phone calls. This ensures that they are prepared to debate the issue you have chosen.
- Presentations: Presentations are a type of verbal communication that professionals use to educate their coworkers on a topic or to provide news. Consider speaking on project milestones or organizing seminars to teach professionals how to accomplish a specific activity. You may wish to deliver a presentation in person or by video call, or you may like to create a document version of your presentation for professionals to see individually.
- Email: It is a traditional mode of communication that many offices utilize for both formal and informal communication. When managing a project, check your email frequently to ensure that you read any project-related emails sent to you by your team members. You might also consider using an email chain to notify your team of impending meetings and deadlines or sending individual emails to professionals with whom you need to communicate.
In project management, effective communication is critical to ensuring that all stakeholders are informed, aligned, and working towards the same goals. It aids in the reduction of misconceptions, the resolution of conflicts, and the continuation of the project. By following the above methods project management professionals can communicate effectively and smoothly. Also, increase the chances of project success. To learn how to implement these effective communication methods you can take our Project Management certification training courses such as PMP Exam Prep Training, PRINCE2 Foundation Training, and Change Management Certification training that will clear all your doubts and help you to become an expert in the project management domain.