Good Communication and Why it Matters
I have spent many years focused on implementing successful change to support transformation goals and over the years one theme has remained a constant – getting communication right is an essential ingredient. PMI’s* research revealed that effective communication with all stakeholders is a project’s most crucial success factor, and 55% of project managers agree. So if this is true, why does communication remain one of the top reasons for project failure?
The Power and Importance of Communication
Communication is a fundamental aspect of human life and an essential skill for building relationships, achieving goals, and sharing knowledge. It is the process through which information, thoughts, and emotions are exchanged between individuals or groups. The ability to communicate effectively is crucial in both personal and professional settings, as it helps facilitate understanding, collaboration, and problem-solving.
It is vital therefore that we don’t take a mechanistic approach to creating communication and engagement strategies with our clients. Having effective tools such as stakeholder maps or power and influence grids are fantastic tools for helping us understand our stakeholders. However, it is important to ensure that the intelligence sought from these is not created in isolation and that proper consideration is given to the relationship that needs to be developed. Far too often a team may in isolation create a stakeholder map and then based on that determine what the project wants to tell the different stakeholder groups based on what they have understood to be most important. This is a good first step but if you really want to development engagement with stakeholders and form strong relationships you must invest in the process of communication. This means really trying to understand what your stakeholders need and drawing them into the project not simply pushing out messages onto the business.
The Role of the Project Manager in Effective Communication
The Project Manager (PM) plays a crucial role in successful communication, acting as the central link between stakeholders, team members, and clients. It is estimated that 80-90% of a PM’s role is spent communicating formally or informally. They ensure that project goals, expectations, and progress are clearly conveyed to all parties. By facilitating regular updates, addressing concerns, and promoting open dialogue, the project manager helps prevent misunderstandings and keeps everyone aligned. They also tailor communication styles to suit different audiences, ensuring messages are understood effectively.
Projects can often be more stressful working environments with teams working to tight deadlines within increasingly volatile contexts. Effective communication from the PM is a critical element that influences productivity, teamwork and leadership. It is necessary for conveying goals, sharing ideas, giving instructions and providing feedback. It helps ensure team members understand their roles and responsibilities, which can increase efficiency and reduce errors. Conversely, communication breakdowns can result in misunderstandings, missed deadlines, frustration and decreased morale. When people communicate openly and honestly, it fosters a stronger emotional connection and reduces misunderstandings. Selection of the PM for a project is therefore not simply about choosing the best ‘technical’ fit but ensuring they possess the right skills, behaviours and emotional intelligence to be able to address the communication needs of the project.
Investing in Communication Skills
Project teams can develop effective communication skills by practicing active listening, encouraging open dialogue, and providing clear, concise updates. Regular team meetings and feedback sessions help address concerns and align goals. Additionally, using collaborative tools and understanding diverse communication styles can enhance message clarity and team cohesion.
Conclusion
Communication is a powerful tool that shapes our interactions and experiences. It underpins successful change and ensures transparency, empathy and authenticity. Whether in personal relationships, project/business settings, or social interactions, the ability to communicate effectively can have a profound impact on success and satisfaction. So, if we really want to start changing the statistic of poor communication being central to project failure we must commit to the right investment upfront in communication planning, creation of trained/skilled resources and the right allocation of time to help us build strong and meaningful stakeholder relationships.
*PMI. 2013. “PMI’s Pulse Of The Profession In-Depth Report.”
Provek’s Training Services
Provek offer a range of one-day courses that focus on developing key project management skills. Several of our courses explore and develop effective communication. If you are looking to develop your project team and would like to discuss our project management training options, get in touch. We will be happy to offer guidance on the right option for your requirements.
Call us on 01635 524 610 or email enquiries@provek.co.uk.
