5 Tips for Improving Project Communication
Effective project management requires transparent communication. Technology, process, and product implementation depends on the ability of each project contributor’s ability to connect with decision makers and make things happen. Project managers and contributors can all benefit from effective communication practices to streamline implementation processes and boost employee adoption rates.
The Role of Communication in Project Success
Enterprise level projects routinely feature many moving parts. In IT tool implementations, for example, system designers, customization consultants, trainers, data migration teams, end users, and decision makers must come together to reach each stage of a project rollouts. Poor communication practices lead to some of the most common challenges in project management; including inadequate preparation, inaccurately defined scope, and inaccurate estimations.
Active communication is the common denominator in many project scenarios. According to a study from the Project Management Institute in 2016, businesses see around a 20% increase in project success rates when they prioritize project management. Any business wanting to discover technical agility, build a competitive edge, and promote adoptions rates must cultivate a communication friendly culture. 
5 Tips for Project Communication at Every Level
Successful projects are managed at several different levels of the organization. Use these tips to optimize communication channels inside and outside of your business to see improved project results for any implementation:
- Clarify a communication chain. Every project team member needs to understand who to go to for any requests, comments, or concerns. This understanding will prevent non-decision-makers from acting on inaccurate information and help decision-makers work through problems as they arise. Each person should feel comfortable speaking frankly with a point person who can take action on a given issue.
- Follow up. Many project meetings result in more questions than answers. End each meeting with a verbal summarization of action items. Assign someone on the call to send out a follow up email or create a shared document with a meeting summary. Follow up communications improve information retention and give attendees an opportunity to clarify misunderstood concepts or action items.
- Master dispute resolution skills. Projects can come to a complete standstill if two team members refuse to compromise on certain line items. Project managers and other team members can facilitate action using dispute management tactics, such as listening, refocusing on the primary goals of the project, and choosing a mediator to promote a compromise.
- Create a feedback cycle. Projects are part of the workflow in business settings of all sizes. Develop a standardized feedback cycle all project members can use to address problems and record positive experiences for future reference.
- Discuss communication with all third party project members. In a world that increasingly relies on “as-a-service” models, businesses commonly work with outside individuals. Vet all service providers, implementation consultants, and other third parties for ease of communication. A business should not need to wait for hours on end to speak with a technical consultant regarding a project hiccup.
Communication is a two-way street. Every person holds a responsibility to ask and answer questions, respond in a reasonable timeframe, and stay focused on the primary goal of the project at hand. For more information about successful project management for software rollouts, reach out to the team at DSD Business Systems. Our consultants help clients with software implementations and management.
Written by DSD Business Systems
