9 Essential Project Management Communication Skills

How many times have you felt that you have sent an email or discussed a detail with a stakeholder, only to realise they didn’t recall it. Or, they didn’t understand the impact of that detail and hence didn’t take any action further. Sounds familiar? All of us have sometime or the other felt that it would be good if we could have the best project management communication skills.

As a project manager, I have learned that one of the most crucial skills we can possess is the ability to communicate effectively, building stakeholder relationships.

It’s not just about talking; it’s about ensuring that everyone involved in the project is on the same page, understands their roles, and feels heard. Effective communication in project management can mean the difference between a project that meets its goals and one that falls short.

So, let’s explore why being a super communicator is vital. I will also share some techniques that have proven invaluable in my journey, ensuring that projects are delivered on time, within budget, and to the delight of stakeholders.

Why is Communication in Project Management Important?

Understanding why project management communication skills are very critical is important. We need good communication skills to help us in building stakeholder relationships. Here are a few reasons:

Clarity of Goals: Clear communication helps everyone understand the project’s goals and objectives. Having that clarity ensures everyone is working towards a common goal and not getting lost in their side projects.

Coordination: Good communication ensures that all team members are aligned and can work together effectively. This literally means getting everyone on the same page!
Problem-Solving: Open lines of communication help in identifying and resolving issues quickly. Understand the root cause of the problem to quickly solve it.
Stakeholder Satisfaction: Keeping stakeholders informed and involved can lead to higher satisfaction and support for the project. This helps in building stakeholder relationships.

Essential Communication Techniques for Project Managers

Now let’s review the seven essential techniques that can turn any project manager into a super star communicator.

1. Active Listening

I have had conversations where in the first few lines of the conversation, I could tell whether they were actively listening or just listening.

There is a big difference between both and those who don’t know how to read cues, there are tell tales which show that someone is lost in thoughts, or preparing what to say next.

Active listening is more than just hearing words; it’s about understanding the message behind those words. Here is how you can practise active listening:

Maintain Eye Contact: Show that you are engaged and interested.
Ask Questions: Clarify doubts and show that you are listening.

Paraphrase: Repeat back what you’ve heard to ensure understanding.

Active listening can lead to better collaboration and fewer misunderstandings. It is a simple technique but incredibly powerful.

2. Regular Check-Ins

Regular check-ins with your team can keep everyone aligned and motivated. Here’s what you can do:

Daily Stand-Ups: Short, daily meetings to discuss progress and roadblocks. This is a technique I would recommend using with caution, as some projects just do not need such a meeting. If you feel you need to do daily stand-ups, make sure these meetings are restricted to 10-15 mins a day, else it wastes everyone’s time.
Weekly Meetings: Longer meetings to dive deeper into project status and upcoming tasks. These meetings can talk about a specific topic in a project or everything to do on a project. Ensure that these meetings are designed to have a clear agenda, timeline and action plan.
One-on-Ones: Meeting with stakeholders who can be subject matter experts, consultants or contracts to address concerns and discuss developments in the project.

These regular touch points help maintain momentum and ensure that any issues are addressed promptly.

3. Clear and Concise Messaging

In project management, clarity is king. Ensure your messages are clear and concise by:

Using Simple Language: Avoid jargon and complex terms that can leave stakeholders disconnected and confused. I am guilty of this one. I have stakeholders from the business side, in conversations tell me, “Renie, English pls”. I know this sounds funny, but this is only because I share good relationships with my stakeholders, that they feel I am approachable. Imagine how many there may be who view me as too technical or too serious, and hence don’t ask anything further. This is where I say, I am guilty of this, and working on improving this aspect.

Being Direct: Get to the point quickly without unnecessary fluff. This is my recommended approach, however, I would also say that you need to use your emotional eq and then speak to your stakeholders. I recently read a book, Speak Up, Show Up and Stand Out by Lorretta Malandro, PhD, where she clearly explains this concept.
Providing Context: Ensure everyone understands why something is important. Why we are doing a project, why certain stakeholders are part of a project, how it aligns with the organisation’s vision and mission etc.

Clear communication helps avoid confusion and keeps the project moving smoothly.

4. Utilising Visual Aids

Visual aids can be incredibly effective in conveying complex information to your stakeholders. Here are some tools you can use:

Gantt Charts: One of the common charts to show project timelines is a Gantt Chart. There are many softwares in the market like Microsoft Projects, Wrike, Asana or Smartsheet that create project timelines. Many of these are beginner friendly, so give it a go to understand how to create these charts. However, I would recommend learning the software that your organisation uses widely to be more effective in communicating your project status, forecasted timelines and highlighting any delays on the critical path in your project.
Flowcharts: Have you created or seen a node diagram? It is also known as a network diagram. If your answer is yes, then you have seen a flowchart. It is used to illustrate processes and workflows in the business and project environments.

Dashboards: This helps provide real-time project data on all your projects. This is usually a module in the project management software and can give you an overview of all your projects.

Visuals can help team members grasp information quickly and accurately.

5. Embracing Technology

There are countless tools available to aid communication in project management. Some of my favourites include:

Slack: For instant messaging and quick updates.
Wrike, Asana, Smartsheet, Trello: For task management and project tracking.
Microsoft Teams, Zoom:For video conferencing and virtual meetings.

Todoist: For keeping track of shared tasks, and improving team productivity.

These tools integrated with AI can streamline communication and make it easier to keep everyone in the loop.

6. Providing Constructive Feedback

Be it with your team members, contractors or consultants, providing feedback is essential for growth, improvement and building stakeholder relationships. When giving feedback, consider the following:

Be Specific: Focus on particular actions or behaviours.
Be Positive: Highlight what’s been done well before addressing areas for improvement.
Be Timely: Provide feedback as soon as possible after the event.

Constructive feedback helps team members improve and feel valued.

7. Building Relationships

Strong relationships are the foundation of effective communication. It helps to:

Show Empathy: Understand and care about your stakeholder’s perspectives. We are in a multicultural project environment, hence what you see as important, may not be for someone else. Showing empathy and using your emotional quotient helps in building strong relationships.

Be Available: Make time for your team and stakeholders. Ensure that they are aware you are available and open to ideas. This promotes a positive environment.
Celebrate Successes: Acknowledge and celebrate achievements, big and small. This is key, especially when the project durations can be long. We forget to celebrate small wins, such as securing funding for a project that you have been working on for the last two months, or averting a high risk activity due to adequate upfront forecast and planning.

Building relationships fosters trust and makes communication more open and effective.

8. Adapting Your Communication Style

Different people have different communication styles. As a project manager, it is essential to adapt your style to suit your audience. Consider:

Cultural Differences: Be aware of and respect cultural communication norms.
Personal Preferences: Some people prefer emails, others face-to-face meetings.

Situational Needs: Different situations may call for different communication methods.

Being adaptable ensures that your message is received and understood by everyone.

9. Managing Conflict

Conflict is inevitable in any project. How you manage it can make the word of difference to your project environment. Here are some of my go-to tips:

Address Issues Early: Don’t let small issues escalate.
Stay Calm: Keep your emotions in check.
Seek Solutions: Focus on finding a resolution rather than assigning blame.

Effective conflict management can prevent disruptions and maintain a positive team dynamic.

Conclusion

Being a project manager is no small feat. It requires a delicate balance of planning, coordination, and execution. However, the glue that holds all these elements together is communication. By becoming a super communicator, you can ensure that your projects are delivered on time, within budget, and to the satisfaction of all stakeholders.

Remember, the key techniques include active listening, regular check-ins, clear messaging, utilising visual aids, embracing technology, providing constructive feedback, building relationships, adapting your communication style, and managing conflict. These strategies have helped me tremendously, and I am confident they will do the same for you.

Let’s continue to strive for excellence in our projects and make communication our superpower. Happy project managing!