What is it like to manage a project without proper communication? Sounds like a nightmare, isn't it?
With all those complex layers of tasks, details and decision making required in any project - IT or otherwise, It would be pretty much impossible to work on a project where communication is inefficient.
Project management is not done single handedly. A successful project is accomplished through effective communication amongst multiple stakeholders.
So what are some of the best ways to improve communication in project management?
Be Present For Your Team
As a project manager, you must set the tone for your entire team. One of the key elements of successful communication is being present. You should aim to be the manager who is readily available and who has a clear understanding of your team’s roles, challenges, and achievements. If you always communicate from behind a computer screen and constantly rely on indirect forms of communication (like e-mails and voicemail), then you’ll foster an environment of passive communication between your team and clients.
Define a Communication Plan
Create a comprehensive communication plan for how you expect your team to communicate. When creating your communication plan ask yourself “what kind of communication is required?” (meetings, reports, etc.), “who do I need to communicate with?” (co-workers, stakeholders, clients, etc.), and “how frequent should we communicate?” Share this plan with all stakeholders and set their expectations at the beginning of the project.
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Plan Team Meetings Efficiently
Team meetings are an important part of any project management team, but they are also a double-edged sword. As effective as meetings can be in facilitating communication, they can also take away from actual work time. Plan meetings with a set agenda so that you reap the benefits of meetings without suffering delayed workflow. Consider what will be discussed at the meeting, who needs to be involved, and how long it should last. Your team mates and clients will thank you for this!
Set Up a Review and Approval Process
One area that is vital to IT projects, and one that tends to hit the most communication snags, is the review and approval process. Several project management tools are available in market that can streamline the review and approval process for project managers. Team members and clients can share updates, leave feedback, and sign off on approval in real time. Using such communication tools that improve project management can facilitate product delivery and project completion.
Take Help of Project Management Apps
Project managers have a lot of their plate already; a major part of their role is making sure that everyone is aware of their personal responsibilities. Any IT project consists of multiple parties. It can be hard to keep an overview of everyone on the team and make sure their tasks are progressing as they should.
Project management tools can help managers delegate tasks and track progress at any given time. Tools like this allow your entire team to stay on the same page throughout the project and streamline communication for a more efficient workflow.
Celebrate Achievements as a Team
Communication is not only essential throughout a campaign or project, but also once that project is finished. You should communicate what went well, and allow your team to celebrate their shared accomplishment.
It is also great to discuss what should improve for the next project, but at the same time make sure the energy remains positive and appreciative.
Even if your project management team communicates fairly well, there is always room for growth. Consider implementing some processes, and practices mentioned above to take your communication and IT project management to the next level.
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