Originally published at https://instituteprojectmanagement.com/blog/the-crucial-role-of-communication-in-project-management/

In the dynamic landscape of project management, the key to success often lies in the effective exchange of information. When deadlines are tight and resources limited, effective communication emerges as the linchpin that holds the entire endeavour together. Often overlooked, communication is the secret ingredient that can make or break a project’s success.

Research has consistently shown that projects are more likely to be successful when communication is prioritised and maintained throughout the project lifecycle. Clear and consistent communication helps prevent misunderstandings, reduces conflicts, and enhances overall project efficiency.  

Communication is the keystone upon which every project is propped up, enabling teams to collaborate, align their efforts, and achieve their goals. From the initial planning stages to the final implementation, clear and open communication plays a pivotal role in mitigating risks, fostering innovation, and ensuring the timely completion of projects.  

In this article, I will explore what is communication, and the significance of communication in project management, shedding light on its various aspects and providing insights into its benefits and communication ethics. 

Communication Types: The Multifaceted Nature of Communication 

Communication in project management encompasses a broad spectrum of interactions, including verbal, written, and non-verbal forms. It involves conveying ideas, sharing progress updates, addressing challenges, and seeking feedback from team members, stakeholders, and clients. Effective communication ensures everyone is on the same page, enabling seamless coordination and preventing misunderstandings that can lead to project delays or failures. 

Stakeholder Engagement

Engaging stakeholders at various levels is crucial. Project managers must identify the key stakeholders, understand their needs and expectations, and develop a communication plan tailored to each group. Regular updates, meetings, and reports ensure stakeholders are informed and engaged. Engaging stakeholders through regular updates and transparent communication builds trust and keeps them invested in the project’s progress. When stakeholders feel informed and valued, they are more likely to provide crucial support and resources. It will be essential for project managers to adapt their communication to each group of stakeholders. 

Team Collaboration

A project is only as strong as its team. Effective communication among team members encourages improved teamwork and collaboration, idea-sharing, and problem-solving. Project managers must establish communication norms, tools, and platforms to facilitate seamless interactions. They must understand their team members and their expectations in terms of communication to communicate efficiently to each member of the team. 

Clear Objectives and Goals

Transparent communication of project objectives and goals ensures everyone understands the project’s purpose and scope. It draws stakeholder’s attention, clear communication helps in stakeholder management. This clarity reduces the chances of scope creep and keeps the team focused on the intended outcomes. Linking objectives, goals, and purpose, the why of the project will be very important to get buy-in. It is not enough to talk to people’s brains; project managers need to speak to people’s hearts. 

Timely Reporting

Regular reporting on project progress, milestones, and challenges is essential. Timely updates allow project managers to identify potential issues early and take corrective actions, preventing small problems from snowballing into larger setbacks. Getting regular feedback will be an important step in identifying potential problems early. 

Risk Management and Issue Resolution

Effective communication aids in identifying and addressing risks and issues promptly. When team members are comfortable sharing concerns, solutions can be devised in a timely manner, minimising project disruptions. Open communication empowers teams to identify and mitigate risks effectively. A culture of transparency allows for proactive risk management, reducing the chances of unexpected disruptions. Teams can address challenges head-on, minimising their impact on project timelines and outcomes. Effective communication helps in effective team building.

Change Management

Projects often encounter changes in requirements, scope, or resources. Open communication about these changes helps manage expectations and allows for adjustments without derailing the project. 

Communication Barriers: Key Challenges in Communication 

While the importance of communication is undisputed, project managers often grapple with a range of challenges that hinder effective communication: 

Information Overload

In today’s digital age, project managers are bombarded with a deluge of information from various sources. Distinguishing relevant information from noise can be overwhelming, leading to crucial details being missed. It can also be the case when project managers share information with stakeholders. The right amount and level of information to share will depend on each stakeholder group or individual. 

Communication Barriers

Multidisciplinary teams may struggle to communicate due to differences in terminology, jargon, or cultural backgrounds. Such barriers can impede understanding and collaboration. This is the most important and challenging aspect of communication to get right for project managers. 

Lack of Clarity

Vague or ambiguous communication can result in misunderstandings and confusion. Project managers must strive for clarity in all communication channels to ensure everyone is on the same page. 

Remote Work Challenges

The rise of remote work has introduced new hurdles to effective communication, such as time zone differences, technological glitches, and a lack of face-to-face interactions. Project managers will need to adapt their communication to the circumstances of each stakeholder group. 

Strategies for Enhancing Communication in Project Management 

Overcoming communication challenges requires a communication plan that fosters a culture of clear and efficient communication and puts forward strategic narratives. 

Communication Plan in Project Management

Just as a project plan outlines tasks and milestones, a communications management plan delineates who needs to be informed, what information needs to be shared, and how often. This structured approach ensures no critical communication falls through the cracks. Develop a comprehensive communication plan at the outset of the project. This plan should outline the communication objectives, target audiences, preferred channels, and frequency of updates. Adhering to this plan keeps all stakeholders informed and minimises confusion. 

Use of Technology in Communication

Leverage project management software, collaborative tools, and communication platforms to streamline information sharing. Video conferencing, instant messaging, and document-sharing platforms help bridge the gap in remote work settings. Leverage project management communication tools to streamline interactions among team members, stakeholders, and clients. Always remember that technology should be used to help people and make delivering projects easier and smoother. Managing many different communication channels will feel daunting to some people. 

Establish Clear Communication Channels

Define and communicate the preferred channels for different types of communication. For instance, urgent matters might be communicated through instant messaging, while comprehensive project updates are shared through scheduled meetings. 

Feedback in communication

Encourage open dialogue and active listening within the team. Regularly seek feedback on the effectiveness of communication processes and make adjustments accordingly. Effective communication involves not just talking but also listening. Encourage team members to voice their ideas and concerns and actively listen to their feedback. This fosters a culture of open dialogue and mutual respect. 

Cultural Sensitivity

When working with diverse teams, be mindful of cultural differences that might affect communication styles. Foster an environment where team members feel comfortable expressing their communication preferences. These are the qualities that can lead a Project Manager to Project Leadership. Different stakeholders have different information needs. Tailor your communication style and content to suit the audience, whether it’s the technical team, senior management, or external clients. 

Feedback Loops in Effective Communication

Create feedback mechanisms to assess the effectiveness of communication. Surveys, one-on-one discussions, and retrospective meetings allow team members to share their thoughts on the communication process, enabling continuous improvement. 

Face-to-Face Interaction

While digital communication is convenient, face-to-face interactions remain invaluable. In-person meetings and workshops foster deeper connections, facilitate brainstorming, and help resolve complex issues. 

Visualisation and Graphics

Visual aids can greatly enhance communication by simplifying complex information. Consider using graphics such as Gantt charts, flowcharts, and diagrams to illustrate project timelines, processes, and dependencies. 

Conclusion 

In project management, communication is the linchpin that holds all components together. Communication is more than just conveying information; it’s a catalyst for success. From setting the project scope to managing risks and engaging stakeholders, effective communication is the force that propels projects towards success. Project managers who prioritise open and transparent communication foster an environment of trust, collaboration, and innovation, allowing teams to navigate challenges and seize opportunities with confidence. As the dynamic landscape of project management continues to evolve, one thing remains certain: communication will remain the foundation upon which successful projects are built.  Here is A proposed model for project management communication for constructing an Effective Model for Project Management Communication.

And these aspects of fairness are what makes inclusion difficult. 

Fairness is multiple 

We tend to think that fairness is, or isn’t. There is only one way to look at it: something is fair or not. 

Have you ever thought that what you see as fair is just not for other people?  

It is easy to understand then that when we try to be more inclusive and equitable, our view of fairness will greatly shape what we think is inclusive and equitable. 

How is fairness exhibited then if it is different between people, between cultures. Well, let’s look at a few examples. 

Examples of differing fairness 

One important aspect of fairness is how the rules apply. In some cultures, rules and laws apply to everybody, whoever you are. Rules come first, people second. In contrast, in other cultures, people are first and rules second. It means that the rules will be applied differently, for instance towards one of your friends compared to a stranger. In such cultures, an individual is more likely to bend the rule for a friend or family member. 

Another example can be around how hierarchy is viewed. In more egalitarian (low power distance) cultures, it is fair to treat people the same, whatever their rank. In contrast, in high power distance cultures, a matter of fairness is to treat people in position of power differently than people who do not have the same position. 

You will probably react suspiciously towards some of the ideas above, but don’t forget the title. Fairness is subjective and all these viewpoints are fair to the people who hold them. There is no right or wrong here; there are differences. 

What does it have to do with inclusion? 

Among other things, inclusion is understanding, respecting and being fair to other people. But you can see that there could be many ways of being fair. 

If we based an organisation inclusion strategy on our own idea of fairness, many behaviours we think of as inclusive and fair will not seem so to other people who have a different idea of fairness. 

It means that any inclusion strategy and implementation need to go through an assessment of what fairness means for the organisation.  

Some of it will already be visible in the current behaviours exhibited by people in the organisation. Some behaviours will be positively accepted and probably give a representation of what is considered fair. On the other side, there will be some behaviours that you know people complain about. What is behind this complaint? It is likely that these behaviours are considered unfair. What makes them unfair? What would make them fairer in the context? 

Reflection 

How often do you think about fairness? What do YOU think is fair or unfair? How is this shaping your behaviour and how you interact with others? 

Last week, I began asking people what their main challenge with diversity and inclusion was. I am still in the process of asking and gathering answers. 

However, one thing appeared quite commonly right from the start. So, I decided to answer that now. I found some people actually struggling to get their head around what these terms diversity, inclusion, equity and equality mean. In this post, I am planning to give a simple explanation. 

Diversity 

According to the Merriam-Webster dictionary diversity is “the condition of having or being composed of differing elements”. 

Sums it up well. Diversity is numbers. It is the number or percentage of different categories you find in a group. It applies each time you look at a group of items, whether people or of other types. For instance, biodiversity is the number of species found in one ecosystem or one area. The higher the number of species, the more biodiverse the area or ecosystem. 

Diversity in a business is how many people of different characteristics there is in the business. Characteristics can be ethnicity, religion, age group, education, gender, sexual orientation and so on. 

Diversity in itself is not good or bad. It only gives you numbers. Then, it is all about how you analyse them and what you do with the diversity you have, or don’t have. 

Inclusion 

According to the Merriam-Webster dictionary, inclusion is “the act of including; the state of being included”. 

Won’t get you very far, will it? At least what it shows is that we are away from numbers. With inclusion, we get in the realm of action and goals. 

In short, inclusion is how you show how much you care about your diversity. When your organisation is inclusive, it puts in place practices, behaviours and a language that show that everybody is a significant piece of the organisation, valued, heard and more than welcome to contribute their ideas. 

Equality and Equity 

According to the Merriam-Webster dictionary, equality is “the quality or state of being equal” and equity is “justice according to natural law or right, especially freedom from bias or favouritism”. 

Again, these definitions do not give the clearest idea of how this can be applied. 

When thinking of equality and equity, I like to think in terms of a task to be achieved. 

Equality focuses more on the beginning of the process, the tools rather than the outcome to be achieved. Equality is “I give you what I think everyone needs to achieve the task”. Everyone is given the same tools, thinking the same tool will achieve the same result. Equality thinks more in terms of averages, that we are similar. In a way, equality doesn’t take diversity fully into account. 

Equity focuses on the outcome. Equity is asking “What do you need to achieve this task I want you to carry out.”. Everyone will have different needs. The tools needed and process followed will differ but at the end the task will be done. 

You may have come across this image of two persons picking up fruits from a tree. Equality is giving them the same ladder. Unfortunately, on one side of the tree, the fruits hang higher which means that one person cannot reach the fruits. Equity is giving ladders of different heights so that both can reach the fruits. 

Behind equality and equity there is fairness. These two concepts revolve around what we think is fair or not. But this a whole different story, for another post.