Communication is defined as, "The exchange of thoughts, messages, or information, as by speech, signals, or writing." (The American Heritage® Dictionary of the English Language, Fourth Edition). So what does that mean? It means that communication is a bi-directional process where individuals share various types of information by using numerous mechanisms.

During a project you communicate with the sponsors, steering committee, stakeholders, end-users, project team, your manager, and your peers. And during all these interactions you must continually adjust your role as a communicator.

• You share the right information with the right people in a provider role.
  
  
• You listen to information from other people, regardless of whether the information is right or wrong in a receiver role.
  
  
• You reply appropriately to any information you receive in a responder role.
  
  
• You ensure that others are communicating with team members as needed in a facilitator role.

So, how do you manage all this? You build a communication plan.

What to do

During the project you need to communicate information that pertains to:

• Expectations
• Scope (original and ongoing)
• Status (completed and anticipated)
• Issues and resolutions

Building a communication plan prior to the start of the project allows you determine how this project communication is going to occur. You develop your communication plan to identify:

• All the project audiences
• Information needed
• Amount of detail needed
• Frequency of information
• Mechanisms or templates to distribute information

Expectations communication

Expectations are tasks, information-sharing, and decision-making you expect others to do. Mechanisms for communicating expectations to team members include:

• Written role descriptions
• Informal and formal contracts
• Kick-off meeting
• Project work plan, standards, and procedures

Scope communication

The original scope information defines the boundaries of a project. It includes what the project is going to accomplish as well as what is outside the boundaries of the project. Mechanisms for communicating scope information include:

• Project charter
• Project Strategy
• Release strategy
• Training
• Kickoff meeting
• Formal and informal meetings
• Demonstrations and prototypes

On an ongoing basis, you communicate scope information through change requests. Gathering this information allows you to document, log, analyze, prioritize, and negotiate which changes to implement and not implement. This information also helps you manage the infamous scope creep that happens to so many projects. The mechanisms for communicating ongoing scope information include:

• Change request form
• Change request log

Status communication

Project status information is multi-directional between you, team members, sponsors, and end-users. Depending on the recipient, the information may be at high or very detailed level. Use the following table as a guideline for relaying status information:

Mechanisms for communicating status include:

• Status report
• Status meeting
• Dashboard
• Newsletter
• Bulletin board

Issue communication

An issue is any item that prevents project progress and requires specific action or a decision outside the authorization of an individual. Gathering issue information allows you to document and track all issues that arise during the project. The mechanism for communicating issue information is a management issue log.

Summary

Follow these tips to communicate effectively, no matter the information or the audience. Successful communication will contribute to your project's level of success!

• Listen and focus on the person.
• Understand what a person is saying by rephrasing the information.
• Recognize when emotion is present.
• Give advice only if requested.
• Be conscious of any of your organization's politics.
• Be conscious of language, culture, through processes, and non-verbal communication.
• Know your style of communication.
• Adapt you style to individuals and types of news.
• Use appropriate media for communication (written, group, one-on-one, email).

Download the Communication Plan template. Note to Internet Explorer users: Press Shift+Click to open the document in a Microsoft Word window.

We have many more ideas on how to effectively communicate. Feel free to contact us for more information. Also, ask us about our new Treasure Hunts and private Corporate Seminars. And if you're a miMentor subscriber, log-in to read more about:

• Effective Listening and Responding
• Facilitation Techniques
• Leading a Brainstorming Session
• Running an Effective Meeting
• Solving Problems as a Group

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