Project management can seem “common sense” to some but without speaking the obvious from time to time, we might overlook some important communication tips that are crucial to a project’s success.
1. Re-read your communication. We are all so busy these days, and overwhelmed at the influx of communication that we tend to think faster than we type. Take a minute and re-read what you wrote to make sure your message is clear and not liable to be misinterpreted by the recipient. I will illustrate this by one omission which can lead to mass confusion:
“I would like to sign the contract” this sentence gives the impression the recipient know that the communicator is signing the contract, but the communicator meant to say, “I would like you to sign the contract”. Weeks could go by and everyone is waiting on someone else to do something.
2. Double team delivery. If you know an email contains crucial information that, if not read and acted upon properly, could cause a major hurdle in your project, double team it with a phone call. Let the recipient know that you have sent them a crucial email with action items and you need a specific action or information from the person.
3. Milestones up front. Make sure everyone on the project team is informed of the milestones and dependencies on them before the project starts. Regular reminders of the high level timeline can help keep a project moving. The reminders can also help identify delays proactively, allowing for possible adjustments to later phases.
4. Frequent communication. Weekly touch points work well for most projects which span 3 to 6 months. At times, there will be a need for more frequent communication which can be scheduled as necessary. Setting up a weekly call will help everyone stay on task for the milestones and deliverables. It is much easier to anticipate when a project is getting off track when the team meets regularly.