No.1 Challenge Communications Strategy

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COMMUNICATION STRATEGY – we may have have created 100s of Communication Plans. But what about communication strategy for a larger program? I bet you did not see that coming your way. This is the No.1 Challenge Communications Strategy we talk about today!

Communication is one of the significant components of software project management that can make or destroy the project. Success of project depends on how well and efficiently communication is processed. According to the facts and figures:

  • 86% of employees and executives cite lack of collaboration or ineffective communication for workplace failures.
  • About 75% of employers rate teamwork and collaboration as very important.
  • Less than 50% employees said that their organizations discuss issues truthfully and effectively.

The above stats clearly show that we need to improve our communication skills and make proper communication strategies to enhance our success rate.

 

PROCESSES IN PROJECT COMMUNICATION STRATEGY MANAGEMENT

There are 3 main processes involved in project communication strategy management.

  1. Planning Communication Management
  2. Managing Communications
  3. Controlling Communications

These communication processes will help you in:

  • Identify the messages that need to be sent
  • Determine your target audience for communication
  • Decide on your message format and timing
  • Draft your message and gain approval where required
  • Communicate your message, through communications events
  • Gather feedback and improve your communication processes

PROJECT MANAGEMENT TEAMS COMMUNICATION STRATEGIES

In this modern era, PM teams are collaborating with each other via e-mail, telephone, mobile phone, Skype, video conferences, text messages, face to face discussions and even non-verbal interactions.

Here are some useful tips for communicating effectively during project.

1) MEET REGULARLY

Hold regular strategy meetings for the whole team. This offers everybody a chance to be available while project exercises and changes are being talked about and makes a level playing field by allowing all team individuals to voice thoughts concerns and share notices. To diminish sat around, attempt to constrain meetings to 50 minutes; that gives everybody a couple of moments for authoritative work or personal time or basically an opportunity to get to the following meeting.

2) BE INCLUSIVE

Ensure you don’t forget about anybody when you welcome individuals to meetings or convey reports about late turns of events. In case you’re uncertain about whether certain individuals should be engaged with a meeting or kept on top of it about the most recent project exercises or updates, decide in favour of alert and incorporate them. It’s in every case better to acquire contribution from a larger number of individuals than restricted contribution from only a couple of team individuals who are viewed as key players.

3) BE TRANSPARENT CLEAR AND CONCISE

Consider the following in this case:

  • The purpose of the communication.
  • The audience
  • The desired outcome.
  • Whether you will need to refer back to the conversation later or provide details of it to others.
  • Whether, in light of the factors above, you’re using the best medium for the type of communication you have in mind.

4) SHOW SOME RESPECT

Individuals are put on project teams on purpose. Whatever their jobs, all individuals fill an expected need and carry natural incentive to the project. Despite title and position in the hierarchical chain of importance, all members ought to be relied upon to show regard for their individual team individuals and ought to be considered responsible for their conduct.

5) RECOGNIZE THAT BEING RIGHT MAY BE WRONG

No project can be successful with a team of one. Egos need to be checked at the door when team members are communicating with one another.

6) USE ONLINE COLLABORATION TOOLS

Obviously, coordinated effort programming alone won’t ensure that your team will convey transparently and proficiently. Whatever medium you use, communication might be in the same class as the communication procedures you receive.

7) ASK QUESTIONS

Asking questions make things clearer than before. If anyone has doubt regarding any issue, he/she should ask questions from the team members. In this way he will understand things and plays a good part is successful completion of project.

MODES OR CHANNELS OF COMMUNICATION

There are following modes of communication that are considered as a standard WoldWide:

  • One-on-One meetings
  • Casual conversations in the corridor or hall
  • Small groups meetings
  • Departmental level meetings
  • All Staff meetings
  • Before or after-hours get-together
  • Websites or portals developed especially for project meetings
  • Email
  • Chat technology
  • Newsletters
  • Virtual meetings
  • Video conferences
  • Conference calls

OWNERS OF COMMUNICATION MANAGEMENT

Different stakeholders, managers and team members are involved in carrying effective communication for the success of project. List of owners and their responsibilities are as follows:

Customer or Client:

They are the people who are most effected by the success or failure of a project. They are the ones who are responsible for communicating each and every requirement to the business analyst.

Steering Committee:

Steering committee is the highest appeal and decision-making body of the project. Their objective is to look over the success of project. They are responsible for communication between development team and key users.

Key Contractor:

They are the suppliers of the project thus responsible for communicating outside the company or another company.

Communication Manager:

Communication manager is responsible for maintaining internal and external communication. He ensures that each and every requirement, change or addition in functionality is communicated to the development team from client.

Project Manager:

Project manager is responsible for all communications during planning phase, design phase, execution phase, monitoring, controlling and closure of project within the company.

Project Team Members:

They are responsible for communicating effectively among each other for the success of project. Code duplication, version control, change control are the issues that arise if members are not communicating with each other

CONCLUSION

Communication strategy influences most project activities and areas because managing any aspect of the project involves communicating within the project team or with external stakeholders. Without effective communication, each project is convicted to be a failure; therefore, it is necessary to deal with project communication constantly. The most effective way is to manage project communication from the very start of the project initialization of project until its completion and administrative closure of project. Project communication management is not an automated process because each project is different and needs different project communication managements. In small projects, project management is very simple and does not need to be planned and managed in detail.