We’re Communicating But is the Message Getting Through?

Communicating is more than just talking and listening. It also involves the ability to understand the complete message being conveyed. Body language, tone of voice, and the words you use all combine to send out information that may either be understood loud and clear or open to misinterpretation.

Getting the Message Across

So, when you are working as a project manager; how do you ensure the message is really getting through?

Develop Scope 

You need to effectively communicate with stakeholders and other involved parties to clearly define the goals of the project as well as measurable goals that will help you keep things on track. This enables you, in turn, to communicate the deliverables of the project to your team.

Employ Realism

Even the simplest project can hit snags, and a complex one will be subject to all kinds of influences that could turn into difficulties no matter how well the project was planned. The best project managers are prepared and take these things in their stride, and realistic completion dates help teamwork at a steady pace, with the project more likely to be delivered on time and within the budget set.

Clearly Define Responsibilities

Each individual involved in working on a project needs to receive clear messages regarding their roles and responsibilities; otherwise, confusion and chaos will reign. It’s also important to take note of staff absences and employ remote workers if necessary so that employees are not overburdened. 

Be Prepared to be Proactive

A successful project manager is one taught by a change management specialist to be continually involved without being over-involved. Time and enthusiasm need to be employed to get a real feel of the project and the needs of the end-user in order to keep stakeholders (and your boss!) happy, but then you need to get on with your work. Similarly; you need to adopt the same approach to your team; giving credit and support where it’s due but not constantly looking over their shoulders.

Use Appropriate Tools and Media

Project management tools and media channels are a great way of getting your message across IF they are used correctly and wisely and tailor-made to the recipient. For example; your creative team may need a detailed brief, whereas a busy stakeholder will likely prefer a short, high impact email.

And, perhaps most importantly, you need to be honest, because this is the quality that will take you a long way in your career if you let it. Our natural response is to cover up a problem because we fear negative repercussions but change management consultants know that most people will react favorably to an honest mistake than an error that is fudged over and then revealed. 

You cannot expect to get your message across if you are not prepared, to be honest. The same goes for your team. Working relationships are built on mutual trust, and honesty plays a central role in this.