Effective communication is the basis of collaboration between teams and project management, which makes a communication plan important. You have the rare privilege of being able to perform a hundred duties at once as a project manager. Duties include eliminating any obstacles from a project, delegating projects, and ensuring that everybody has the equivalent objective in the brain.
So even efficient project administration requires splitting down significant level aims into shorter projects that eventually work as per the fixed deadline. A reliably excellent project supervisor recognizes a project, either large or short, will not be successful without a project management communication plan.
A communication plan is a strategy for providing information properly to the sender so that he or she will understand the message accurately. The plan defines explicitly how particular data should include or while this information should provide and what communication ways will use to convey the information.
Communication skills are essential for a productive and healthy environment in the workplace. Communication is also known as “soft ability” or interpersonal ability, the act of exchanging knowledge from one individual to another individual or group of people.
What is the project management communication plan?
A project communication plan is an uncomplicated device supporting you to communicate efficiently among your staff, customer, and other stakeholders on a project. It sets particular guidelines: how data is to be informed and who is liable for it.
Project management communication plan — Starting with a great “C.”
“The term communication gets from the Latin term communitas, which signifies generally. We try to develop” commonness “with others when we interact, that is, we try to give knowledge, an attitude, or an idea amongst the teammates included in that distinct plan.
We should never presume that the recipient interprets the information equivalently as the sender meant it. To do this efficiently, the project supervisor must consider all factors, such as both oral and non-verbal information, and the expected purpose versus the understood purpose, etc.
Types of communication:
We exchange information with one another in a variety of different ways. For example, when presenting a presentation with a group, you may be using verbal communication. When applying for a job or sending an email, you can be using written correspondence.
There are 4 major types or modes of communication, including:
Spoken communication is a common type of communication. In it, the sender uses the communication through speaking or sign communication to pass information. It is used during video conferences, presentations, telephone calls, face to face conversations, and meetings. Spoken communication is necessary because it helps in communication efficiently.
The use of body communication, actions, and facial emotions to communicate knowledge to others is a nonverbal conversation. It can use voluntarily as well as involuntarily. E.g., when you think of a delightful or exciting idea or part of knowledge, you can laugh casually. Nonverbal communication helps seek to know the beliefs and feelings of others.
The written conversation is the action whereby figures such as words and characters are printed, typewritten, or written to convey knowledge. It is helpful, as it keeps a history of the source material. Printing is generally used for pamphlets, magazines, newspapers, emails, notices, and more to share information. Chats and Emails are well-known kinds of on-the-job written conversation
Observed communication is the action of communicating knowledge through pictures, sketches, designs, drawings, graphs, and maps. During the exhibitions, pictures are often using as an assist in giving valuable meaning besides verbal or printed conversation. Since people have various learning methods, some find the visual conversation more convenient to understand concepts and knowledge.
Importance of project management communication plan:
Via email, phone calls, video conferences, and face-to-face conferences, organizations are in a continuous state of communication at a workplace. When project preferences and aims are acutely outlined, the possibilities of reaching those aims will be increased.
Following are the importance of project management communication plan:
1 Know about your target audience:
Awareness of the target audience is a must for implementing the plan successfully. Identify your audience-local, regional, or global. By putting yourself in their shoes, you will understand their desires and requirements.
2 Know your requirements and needs:
Let the team members understand why the plan works in the first place before they start operating. Making a communication plan is to support a company or organizational purpose. Understand the problem, look for solutions, and set roles accordingly.
3 Describes clear aims:
Whether it is an organizational objective or a marketing campaign, clear communication goals will take your plan to a different level. Clear aims lead to increased clarity and focus, resulting in high-quality communication.
4 Involving other ideas:
At the time of making a plan, getting everyone involved is a smart idea. Bringing in other members of the team means having more feedback that improves the chances of creating a successful communication strategy.
Examine as you go to test what works and what doesn’t. Even if your plan has been good, keep testing it, improving it, and refine it. This evaluation will help you find out whether strategies should be modified or not, sources should be added or not, and new plans should be added or not.
There is no single proper way of communication. While your project management communication plan can and should include several forms of communication. Here are only a few things to consider:
- Meetings ( telephone, in-person, or video chat)
- Discussion boards
- Status updates
- Collaboration applications
- To-do Lists
And how do you understand what is best for the project? Study previous ventures to see what did work well and what did not. Then speak to your manager, customer, and other stakeholders to make sure you take into account their communication styles. After all, if no one reads it, then a weekly email is no good!
How to design a project management communication plan:
Follow the following steps while making a communication plan:
1 List the Communication needs of your project:
Every single project is distinctive. Taking into account the scale of the project, the complexity of the work decides as per it’s size, and also the particular expectations of the client, when you determine the contact styles this project requires to succeed.
2 Define the goal:
Attacking people with too many unwanted meetings or emails can interfere with their ability to do the job and cause them to miss critical updates. Be purposive in your strategy, and make sure that any communication you there should be a reason behind it. If you are ambitious, then go ahead and formulate a fundamental plan for the issues to be discussed in every meeting or article.
3 Select a form of communication:
Would you still need a weekly meeting to exchange information, or is your project consultation board sufficient? Think about how the team functions best so that they can stay in the circle and still successful. If your customer likes a phone call’s contact, build that in your plan too.
4 Set a Conversation Tone of voice and frequency:
Check how frequently you send out each form of communication, e.g., links to completed deliverables, send a weekly email every Monday with project progress, current budget, etc. Also, maintain the conversation tone is really important. For example, if you are doing phone calls to the client, then you have to use a mild or soft tone.
Be sure to schedule contact frequencies on your calendar or in your task management program and add this information to your project management communication plan.
5 Recognize the stakeholders and owners:
You will be responsible for most communication as the project manager, but there might be those that you choose to assign to others. This role will most likely fall on the project manager, but even the owner of a particular update needs to be clearly defined in the communications plan.
Follow the above steps while making a communication plan. It will help you in achieving your and company goals as well.
By reading this blog now, you have an understanding of how to make project management communication plan. Proper communication helps you to achieve your targets effectively and positively. So follow all the above steps and try to make an effective communication plan.
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