There are many different types of communication that you will need to be familiar with if you want to successfully manage your project.Project communication has many different facets that the project manager needs to be able to handle. Here are some examples of the wide range of communication skills needed... From describing the project vision to assigning daily tasks From working with executives to working with the project team From negotiating project scope with clients to negotiating contracts with vendors From large group presentations to individual performance reviews To get a better feel for the communication skills a project manager needs...
From a project perspective, communication can be looked at as either internal or external.
Internal communication is the communication that takes place between project team members. Generally, this type of communication is "raw." It may involve a lot of back-and-forth discussion as plans or issues are worked out.
External Communication Communication with people outside the company is called “external communication”. Supervisors communicate with sources outside the organization, such as vendors and customers. It leads to better; Sales volume Public credibility Operational efficiency Company profits It should improve Overall performancee Public goodwill Corporate image Ultimately, it helps to achieve Organizational goals Customer satisfaction
Communication from an organizational perspective can be categorized as vertical, horizontal, or diagonal. This perspective takes into account the way organizations are structured.
Vertical communication is the upward and downward communication flow that happens between different hierarchical levels of the organization. An example of upward communication is when a project team member provides the project manager with a status update of his assigned tasks. An example of downward communication is when the project manager shares the project goals with the project team.
Upward, Exchange information, Offer ideas, Express enthusiasm, Achieve job satisfaction, Provide feedback
Downward, Transmit vital information, Give instructions, Encourage 2-way discussion, Announce decisions, Seek cooperation, Provide motivation, Boost morale, Increase efficiency, Obtain feedback
c) Horizontal/Literal communication Horizontal communication normally involves coordinating information, and allows people with the same or similar rank in an organization to cooperate or collaborate. Communication among employees at the same level is crucial for the accomplishment of work.Horizontal Communication is essential for: Solving problems Accomplishing tasks Improving teamwork Building goodwill Boosting efficiency
Diagonal communication takes place between different functional divisions of the organization. Diagonal communication has become more important as matrix and project-based organizations become more common. To be effective in these types of organizations, a project manager has to be familiar with the different functions and managers within the organization and then plan his communications accordingly.
Another way to look at project communication is on whether it is formal or informal. Many people don't put much thought into their informal communications. However, effective project managers realize this type of communication is just as important as formal communication. Whether formal or informal, you need to make sure you communicate with a purpose and that you put some thought into how you communicate in order to get the results you want.
Some examples of formal communication include reports, presentations, and media releases. This type of communication is usually planned and takes some time and effort to prepare.
Informal communication includes emails and ad-hoc discussions. Informal communication has increased as many projects start to use social networking.
Project managers also need to give consideration to the communication channel they will deliver their message over. This perspective deals with how your message will be communicated. Will it be... Verbal or Non-Verbal Written or Oral Face-to-Face or via Telephone There are many types of communication medium you can use. These are just a few examples of the ways you can communicate your message. Some of the factors to take into account when deciding what channel to use are... Purpose of the communication Audience Type of information
When deciding which of the communication mediums would be best for your message, you should take into consideration... The Purpose of the Communication The Receiver The Type of Information
As a project manager, being aware of the different types of communication medium available to you will help you communicate effectively. A communication medium is simply "how" your message is sent to the receiver. It is often referred to as the communication channel.It's critical to realize that whenever you are communicating with a project stakeholder that the medium you use to communicate your message is just as important as the message itself. If you use the wrong medium, your message may never get through to the receiver or may be misunderstood.
Two-Way Remote Communication
Social Media Communication
One-Way Audio and Video Communication
What helps in keeping the team together. Get team members involved (maybe motivated) through communication.
Levels of importance
Levels of authority
Levels of Stake
Comparing past directions when tackling different issues and comparing results- situation e.g: 1) Low performance - How to communicate it to the team member 2) Communicating important issues to sponsor - best approach
Effective communication requires messages to be conveyed clearly between communicators, but along the way there are many communication barriers that can create misunderstandings and misinterpretations of your message. Successful communication requires knowing what barriers to communication exist and how to navigate around these roadblocks.
Physical Barriers – These barriers are those that separate people from each other and mark territories. This type of barrier can often be seen in the workplace where offices and closed doors stop communication.
Language Barriers – Not using words another can understand will certainly stop your message from being conveyed. This not only applies to actual languages, but that of expressions, buzz words, and other jargon. If one is not familiar with your language, misinterpretation will occur.
Gender Barriers – Variation exists among masculine and feminine styles of communication. While women often emphasize politeness, empathy, and rapport building, male communication is often more direct. Meshing these two styles without awareness could be become a barrier.
Interpersonal Barriers – These are barriers are created to distance themselves from others. These can be done through withdrawal, meaningless rituals which keep one devoid of real contact, superficial activities through pastimes, and more.
Perceptual Barriers – Different world views can create misunderstanding. Without thinking, one might only view a message from their mindset rather than looking to see it from another viewpoint.
Cultural Barriers – Ethnic, religious, and social differences can often create misunderstandings when trying to communicate. These differences can also affect perceptual factors, as mentioned above.
Emotional Barriers – Trouble listening can occur if one is consumed with emotion. Hostility, anger, fear, and other emotions make it hard to hear outside of one’s self.