Communication in Project Management

Communication is the oil the wheels of a project helps - and any organization - run smoothly. We never talk enough, and rarely do we talk as consistently as we deserve. The problem with communication is that everyone is doing it - more or less - and we hope and assume that the message was sent.

The problem is that many barriers (filter) the communication process:

Effective communication is critical to the success of the project. Communication does not just provide stakeholders with valuable information and milestones, it also creates a dialogue between stakeholders, covering pockets of resistance and building commitment to the project. When the level of an organizational change as a result of the application of a standard system increases, the height and depth of communication should also increase.

Within this context, the term Communication consists of:

• Providing factual information

• Request information or contributions from key people

• Offering views and opinions

• Seeking clarification, raising problems or ask straightforward questions

• Providing information, comments or suggestions, as requested

• Looking for the support and commitment of key players and stakeholders

Communication must also communicate opportunities for managers, informal communication, face-to-face conversations, scheduled meetings and orchestration of senior management and "ad hoc" communication and formal methods such as memos, notices boards, e-mail and newsletters.

A communication must use either a dynamic document for the management and monitoring of the planned communication as well as to create a vehicle for the use of the advantages of unplanned but equally important events. The management of such events is illuminated by the light of understanding about the development of the project as a whole, the difficulties encountered and the steps taken to deal with such issues. The stronger and more robust communications base, the greater the chance to secure a clear goal and a common understanding on the development of a project like this.

Feedback monitoring and communication is the key to the whole process and makes the activity of a two-way process in which questions can be asked and answered in a rather one-way "tell them" approach. It is important to ensure that the facts of the communication in both directions will be presented on a regular basis in order to respond effectively to questions and suggestions from the public and uses an interactive tool such as the intranet. Monitoring of communications, it is important to assess whether the intended message was really interested by the staff and other key groups. The communication process must be flexible enough to adapt to the changing needs of both sources and recipients of information. This is particularly the case in this project, where there is a need between and within departments can talk.